If your ad campaigns slow down every time the one person with access is unavailable, the issue is not the ads. It is the access model.
Many teams run into friction when ad accounts are controlled by a single user. Approvals take longer, reporting requests pile up, and small changes get delayed. Over time, this creates visibility gaps and unnecessary manual work.
HubSpot solves this with built-in user permissions for ad accounts. You can give multiple teammates access to manage ads directly inside the CRM without sharing logins or relying on external tools.
This guide explains how shared ad access works in HubSpot, how permissions are applied, what mistakes to avoid, and how to confirm everything is working as expected using HubSpot reporting.
Managing Ad Accounts with Multiple HubSpot Users
HubSpot’s Ads tool lets you connect external ad platforms such as Google Ads, Meta Ads, and LinkedIn Ads to your CRM.
Once connected, HubSpot pulls ad spend, impressions, clicks, and conversion data into the platform and links it to contacts and deals.
By default, the user who connects the ad account controls it. However, HubSpot supports shared access through user permissions. With the right setup, multiple users can manage campaigns, audiences, and reports without needing access to the ad platform itself.
Shared access allows users to:
- Connect or disconnect ad accounts
- View and filter ad performance data
- Create CRM-based audiences
- Adjust campaign sync and tracking settings
Permissions are managed under Settings > Users & Teams > Permissions > Marketing > Ads.
Permission levels include:
- View: Read-only access to ads data and reports
- Edit: Ability to manage audiences and campaign settings
- Publish: Full control, including connecting ad accounts
This structure allows collaboration without compromising security or data accuracy.
How It Works Under the Hood
HubSpot manages shared ad access through internal permissions rather than shared credentials.
Connection process:
- One authorized user connects the ad account in HubSpot
- HubSpot stores secure access tokens for data sync
- Other users inherit access based on their HubSpot role
Data flow behavior:
- Campaign data is imported from the ad platform
- Performance metrics appear in the Ads dashboard
- Contact attribution is applied consistently across users
Users do not need direct access to Google, Meta, or LinkedIn accounts to work with ads inside HubSpot. Their visibility and control depend entirely on HubSpot permissions.
Additional settings allow you to control data behavior, including campaign import rules, contact creation from ads, and tracking configuration.
All users work from the same data source, with actions limited by their assigned role.
Main Uses Inside HubSpot
Shared Management for Marketing Campaigns
When ad access is distributed properly, teams move faster.
Campaign updates, audience changes, and performance checks no longer depend on a single admin.
Example:
A marketing lead connects a Meta Ads account. A content manager with Publish access builds CRM audiences. An analyst with View access reviews cost per conversion. All actions happen inside HubSpot with no credential sharing.
RevOps Oversight and Attribution Accuracy
RevOps teams often need visibility, not control.
With View permissions, they can verify how ad leads move through lifecycle stages and whether deals are properly attributed.
Example:
A RevOps manager checks that LinkedIn leads are tied to open opportunities and progressing through the pipeline, directly inside HubSpot reporting.
Agency Collaboration and Client Reporting
Shared access supports agency and internal collaboration without overlap.
Different users can manage campaigns, reporting, and reviews within their defined roles.
Example:
One user connects to Google Ads. Another manages CRM audiences. Leadership receives view-only dashboards showing spend and revenue impact.
Common Setup Errors and Wrong Assumptions
Using shared ad platform logins:
Shared credentials cause authorization issues and break data sync when passwords change.
Skipping user permissions:
Connected ad accounts remain invisible to users without Ads permissions enabled.
Disconnecting the original user:
If the user who connected the account loses access, the ad account may disconnect.
Confusing HubSpot roles with ad platform roles:
HubSpot permissions control CRM access only. Ad platform permissions still apply separately.
Step-by-Step Setup or Use Guide
Before starting, confirm:
- You are a Super Admin or have Marketing permissions
- At least one ad account is already connected
- You are using Marketing Hub Professional or higher
Step 1: Go to User Settings
Click the gear icon and open Users & Teams.
Step 2: Select the User
Click the name of the user you want to update.
Step 3: Adjust Ads Permissions
Under Marketing > Ads, select:
- View for reporting access
- Edit for campaign and audience management
- Publish for full control
Step 4: Save Changes
Permissions apply immediately.
Step 5: Confirm Access
Go to Marketing > Ads and verify the user sees the assigned accounts.
Step 6: Review Connected Accounts
Open Ads settings and confirm all active connections are visible.
Step 7: Enable CRM Audiences
Users with Edit or Publish access can build audiences from contact lists.
Step 8: Verify Data Flow
Check campaign metrics, conversions, and attribution consistency.
Measuring Results in HubSpot
Once multiple users manage ads, reporting becomes the priority.
Use the Ads dashboard:
Review spend, clicks, and conversions by platform and campaign.
Check contact records:
Each contact shows associated ad interactions and source data.
Leverage built-in reports:
Use Ads ROI and attribution reports to track the influence of the pipeline.
Create shared dashboards:
Display CPL, conversion rates, and revenue impact for stakeholders.
Audit access monthly:
Review who has Edit or Publish permissions and adjust as needed.
Short Example That Ties It Together
A growing B2B SaaS company connects Google and LinkedIn Ads to HubSpot.
Initially, only one user manages campaigns. As spend increases, they assign Edit access to an analyst and View access to RevOps.
The analyst optimizes campaigns and audiences. RevOps monitors attribution and deal impact. Leadership reviews dashboards without requesting updates.
Campaign updates speed up, reporting stays consistent, and access remains controlled.
How INSIDEA Helps
Managing shared ad access in HubSpot looks simple until permissions, connections, or reporting break.
INSIDEA helps teams set this up correctly and keep it stable over time. If your team needs to hire HubSpot experts to configure permissions, clean up ad connections, or align reporting with sales activity, our specialists step in without disrupting your workflow.
Our HubSpot consulting services support teams with onboarding, user role management, ad integrations, and attribution reporting so your data stays accurate as your team scales.
If your ad operations feel constrained by access issues or unclear reporting, our team helps you restore structure and clarity in HubSpot.
You do not need to limit ad management to one user. Set clear permissions in HubSpot, give your team the right level of access, and keep campaigns moving without slowing down reporting or control.
