Our HubSpot admin is leaving: what are our options?

Before they leave: the handover

Use their notice period. Most of what goes wrong after an admin leaves comes from things only they knew about.

Ask them to write down:

• Why things are set up the way they are. Pipelines, deal stages, lifecycle stages and any rules for how records are created.

• Every workflow that matters, and which ones can be switched off.

• Every integration, what it syncs and whose login it uses.

• Regular jobs, such as imports, list clean-ups and reports sent to leadership.

• Known problems, and any half-finished work.

Then make sure at least two people still in the business have Super Admin access to HubSpot, so you’re never locked out of your own settings.

Removing their user safely

HubSpot’s knowledge base sets out what to do before you deactivate or remove a user:

1. Reassign what they own. Contacts, companies, deals, tickets and tasks owned by them should move to someone else first.

2. Fix workflows that mention them. HubSpot has a tool that finds every workflow referencing a user, for example one that assigns deals to them, and swaps in someone else.

3. Check other filters. Lists, reports and other tools that filter by that user need updating by hand.

4. Change the billing contact. If they’re a point of contact in Account & Billing, change that before you remove them.

5. Check integrations. Integrations someone connected with their own login, such as a Zapier connection, may stop working when their user is removed. Reconnect them with a shared or long-term account first.

A few things to know:

• A removed user can’t be restored. You’d have to create them again.

• Their workflows, lists and other assets stay in your account, shown as created by a removed user.

• Any conversations assigned to them in the inbox become unassigned.

If you’re not sure yet, deactivate the user rather than removing them.

Your options afterwards

Train someone internally

Good when your setup is simple and someone on the team already uses HubSpot every day. Give them time for it in their role, not on top of it, and make sure they have help for the harder jobs.

Hire a new admin

Right when there’s enough HubSpot work for a full-time role. It takes time to recruit, and a new admin needs time to learn your setup, so plan for cover in between. The handover notes above will save them weeks.

Use a HubSpot partner

A support plan gives you a set number of hours each month with people who already know HubSpot well. It covers fixes and small changes, and on bigger plans, new projects and advice. Nobody has to learn HubSpot from scratch, and the knowledge doesn’t walk out of the door when one person leaves.

Combine them

Often the best fit. Someone inside the business owns HubSpot, answers everyday questions and knows how the team works. A partner handles the builds, integrations and anything that needs deeper experience.

What our support plans include

We offer three monthly plans:

All prices exclude VAT. If your admin is leaving soon, we can start with a review of your setup and the handover notes, so nothing is lost. See our HubSpot support plans.

Our take

The departure itself is rarely the problem. The problem is finding out, months later, that a workflow stopped, an integration broke or nobody knows why a pipeline is set up the way it is.

So treat the notice period as a project. Get the handover written down, move everything they own, check what’s connected with their login, and decide who’s responsible from their last day. Whichever option you choose after that, you’ll be starting from a setup you understand.

Frequently asked questions

What should we do first when our HubSpot admin resigns?

Make sure at least two people still in the business have Super Admin access. Then ask your admin to document workflows, integrations and regular jobs during their notice period.

What happens to records when we remove a HubSpot user?

You should reassign their contacts, companies, deals, tickets and tasks before removing them. Their workflows, lists and other assets stay in your account, and conversations assigned to them become unassigned.

Will workflows break when the admin leaves?

They can, if a workflow assigns records to them or filters by them. HubSpot has a tool that finds every workflow referencing a user and lets you swap in someone else.

Can we restore a removed HubSpot user?

No. A removed user can’t be restored and has to be created again. If you’re unsure, deactivate the user instead.

Should we hire a new HubSpot admin or use a partner?

Hire if there’s enough HubSpot work for a full-time role. Use a partner if you need steady help without a full salary, or to cover while you recruit. Many businesses combine an internal owner with a partner.

How much does HubSpot support from a partner cost?

With Pineo, monthly support plans start from £250 for 2 hours a month, up to £2,200 for 16 hours, excluding VAT.

Can a partner take over mid-project?

Yes. A good partner starts by reviewing your setup and any handover notes, then picks up the work from there.

Sources

• HubSpot knowledge base, Deactivate and remove HubSpot users: https://knowledge.hubspot.com/user-management/remove-hubspot-users (checked 3 November 2026)

• HubSpot knowledge base, Find and replace users’ references in workflows: https://knowledge.hubspot.com/workflows/find-and-replace-users-references-in-workflows (checked 3 November 2026)

• Pineo HubSpot support plans: https://pineo.com/services/hubspot-support