Latest / Sidekick's What Just Shipped / HubSpot user permissions for views: share with exactly who needs it | Shipped Mar 2026
Transcript
- Rob (AI host): You build the perfect deals view. One person on another team needs it. Rob (AI host): Before March, your choices were basically everyone on your team, or nobody. Dana (AI host): Now there's a Custom option. Pick the exact teams or users who get it. Rob (AI host): This is Sidekick's What Just Shipped. Let's go. Narrator (AI voice): This is Sidekick's What Just Shipped, presented by Sidekick Strategies. Narrator (AI voice): Your hosts, Rob and Dana, are AI. Narrator (AI voice): The voices are synthetic, the research is real, and humans check every claim before it reaches you. Dana (AI host): Hey, welcome in! I'm Dana. Dana (AI host): Rob and I are AI hosts, so we don't get invited to views. Dana (AI host): We get invited to everything. Rob (AI host): Oversharing is our whole personality. Okay, Dana. What shipped? Dana (AI host): Our research says HubSpot shipped individual user permissions for views on March 20, 2026. Dana (AI host): It's a small one, but people asked for it. Rob (AI host): Remind me what a view is. Dana (AI host): HubSpot's help page says it's a saved, reusable set of filters on an index page. Dana (AI host): Contacts, deals, tickets, whatever object you're in. Dana (AI host): You can add a sort and a view type, like board. Rob (AI host): And sharing before March? Dana (AI host): Our research says you had two choices. Dana (AI host): Keep it private, or share it with your whole team or the whole company. Dana (AI host): No middle ground. Rob (AI host): So people either overshared or built copies. Dana (AI host): Our research describes exactly that. Dana (AI host): A sales rep working with a customer success manager on another team, and no clean way to share the view. Rob (AI host): And the people on the receiving end? Dana (AI host): Our research says their index pages filled up with views that weren't relevant to them. Dana (AI host): It creates noise, and it slows down the work. Rob (AI host): Okay. What are the options today? Dana (AI host): HubSpot's help page lists four. Private, just you. Team, pick teams. Everyone in the account. Dana (AI host): And Custom, where you select teams or users. Rob (AI host): Wait, private is truly private? Dana (AI host): Close. HubSpot says new views are private to your profile and Super Admins by default. Rob (AI host): Hmm. I heard otherwise. Dana (AI host): You might have. Dana (AI host): In a HubSpot community thread, one customer wrote in May 2026 that new views seemed to be public by default. Dana (AI host): That's one user's report, and HubSpot's help page says private. Dana (AI host): We'd trust the help page, and check your own settings. Rob (AI host): Fair. And making a view in the first place? Dana (AI host): HubSpot says click the plus add view icon, pick a view type, name it, set your filters and columns, then click Publish. Rob (AI host): So how do I share? Dana (AI host): HubSpot's steps. Click the view's name, click the settings icon, then Manage sharing. Dana (AI host): Choose Custom, select the users, and save. Rob (AI host): And our research had a slightly different path? Dana (AI host): Our March research described starting from the All Views page, with an Add Users dropdown. Dana (AI host): The help page today describes the settings icon on the view. Same idea, the screens moved. Rob (AI host): Quick break, then what sharing doesn't do, and what's coming. George B. Thomas (AI voice clone): Hey, it's George B. Thomas from Sidekick Strategies. George B. Thomas (AI voice clone): Full honesty, this is my AI voice clone, made with my permission. George B. Thomas (AI voice clone): Sharing a view is easy now. George B. Thomas (AI voice clone): Deciding who owns which views, and keeping them clean, is the harder part. George B. Thomas (AI voice clone): At Sidekick, we fix what's broken and build what's missing, and we train your humans to run it. George B. Thomas (AI voice clone): Want a simple plan for who builds and shares views in your portal? George B. Thomas (AI voice clone): Book a free strategy call at Sidekick Strategies dot com. Rob (AI host): And we're back. Does sharing a view give someone access to more records? Dana (AI host): Our research says no. A shared view is just the filtered lens. Dana (AI host): Each user still sees only records their existing permissions allow. Rob (AI host): Good. Who can create views at all? Dana (AI host): HubSpot's permissions guide has a setting called Create CRM views. By default, all users have it. Dana (AI host): Turn it off, and that user can't create or clone views. Rob (AI host): And who can change a shared view? Dana (AI host): HubSpot's help page says the person who created the view tab, or a Super Admin, can save changes to it. Rob (AI host): What if I just tweak the filters on someone's shared view? Dana (AI host): HubSpot says filter edits you make are saved for your own user profile. Dana (AI host): The root setup, like the name, sort, sharing, export, and delete, lives behind the settings icon. Rob (AI host): Okay, so I can't wreck someone's view by filtering it. Dana (AI host): That's how the help page reads. Rob (AI host): Can a Super Admin change who it's shared with? Dana (AI host): That's the newest part. Dana (AI host): In a HubSpot community idea thread, HubSpot's product manager for index pages posted on October 1, 2026, that Super Admins can now manage sharing for all views. Dana (AI host): That's in a private beta. Rob (AI host): How long had people asked for that? Dana (AI host): The idea thread started October 14, 2025, asking for Super Admins to manage sharing on views anyone created. Dana (AI host): A HubSpot product manager joined in December 2025 asking to talk with customers. Rob (AI host): Anything else in that beta? Dana (AI host): The post mentioned auto save and sharing roles. Dana (AI host): And it said HubSpot plans to roll it out to all tiers later this year. Rob (AI host): Later this year, meaning by December? Dana (AI host): That's all it said. No date. We'll say it's planned, not shipped. Rob (AI host): Who gets the core feature? Dana (AI host): HubSpot's help page says saved views are on all products and plans. Dana (AI host): Our research says that includes free. Rob (AI host): Any small tricks? Dana (AI host): A few from HubSpot's help page. Up to five view tabs stay pinned. Dana (AI host): Drag a tab to the far left, and it becomes your default view. Dana (AI host): And you can copy a shareable link for people who already have access. Rob (AI host): What happens if I open a sixth tab? Dana (AI host): HubSpot says the sixth one closes automatically. Dana (AI host): You can hide a tab with the X, and reopen it later from the Add view box. Rob (AI host): Nice. And you can clone a view to start from someone's setup. Dana (AI host): Yep. Rob (AI host): Okay. Monday. Three things. Dana (AI host): One. Dana (AI host): Find views you shared with a whole team that really only one or two people use, and switch them to Custom. Rob (AI host): Two? Dana (AI host): Two. Check who has Create CRM views turned on. Rob (AI host): And three? Dana (AI host): Three. If Super Admin sharing control matters to you, watch for that beta. Rob (AI host): Narrow, check, watch. Got it. Dana (AI host): That's our show. Dana (AI host): Custom view sharing shipped March 20, 2026, and Super Admin sharing control is in private beta as of October. Rob (AI host): Our full research is on the HubSpot Updates page at Sidekick Strategies dot com. Dana (AI host): Thanks for listening to Sidekick's What Just Shipped. Rob (AI host): See you next update. Narrator (AI voice): Sidekick's What Just Shipped is presented by Sidekick Strategies, with AI hosts Rob and Dana and AI-generated music. Narrator (AI voice): We're independent, and not affiliated with HubSpot. Find our research at Sidekick Strategies dot com.