Skip to content
English - United States
Contact us
  • There are no suggestions because the search field is empty.

Roles and Responsibilities of Different Types of Users

Deal Owners:

  • Create Deals: The person who creates a deal is automatically assigned as the deal owner by default, but deals can be reassigned to someone else. 
  • Manage Deal Information: The deal owner can update all deal details, such as estimated close date, contract length, products of interest, and associated contacts or companies.
  • Move Deals Through Pipeline Stages: The deal owner is responsible for advancing the deal through different pipeline stages (e.g., from “new” to “attempting,” “discussing,” “meeting,” etc.), based on client interactions and deal progress, until the deal is either qualified or declined.  

Deal Collaborators: When someone is added as a deal collaborator, the deal appears in their pipeline view, even if their primary team or agency is not assigned to the deal. Generally, when you are assigned as a deal collaborator, you will receive an automatic email notification informing you that you have been assigned to the deal. 

    • Edit Deals: Collaborators can edit the deal if they are assigned as individual contributors, regardless of whether their team is assigned to the deal. This allows for flexible collaboration across teams and individuals, especially when plugging in on specific aspects of a deal.  
    • Be Assigned Tasks: Collaborators can be assigned tasks, for example, they can be assigned to review or write part of a proposal before submission. Assigning a task will automatically add the person as a collaborator on the deal. 

Core Seat Users: Only the finance team holds these seats.

  • Enter Contract Information: Core seat holders are responsible for inputting all necessary contract details into HubSpot. This includes:
    • The contract type (e.g., retainer, project, etc.)
    • The final contract amount
    • The contract ID (often from another system like QuickBase)
    • Whether the contract is available for renewal, and if so, specifying renewal dates
    • Any other required fields to ensure the contract record is complete and accurate
  • Approve Contracts: After entering the contract information, the core seat holder is responsible for reviewing all details for accuracy. They must change the approval status to “approved” within HubSpot once they have verified that the contract is signed and all details are correct. Only after this approval can the contract be moved to the “closed won” stage in the system, which finalizes the deal and triggers any downstream processes (such as renewal deal creation if applicable) 

Super Admins: 

  • Delete Records: Super Admins can delete deals and leads. If you need one of these records deleted, put your request in the #Hubspot slack channel!