How to Automatically Deactivate Inactive Users in HubSpot (And Strengthen Account Security)

HubSpot’s new automated inactive user deactivation feature helps reduce security risks and streamline user management without any manual effort. At Orbit Works, we work closely with businesses to tighten CRM security and simplify account maintenance, and this beta feature is a smart step in the right direction.

Why Automating Inactive User Deactivation Matters

Inactive user accounts especially those untouched for 90+ days can pose a serious security risk. These accounts are more susceptible to compromise, increasing the chances of data breaches or unauthorised access. Traditionally, deactivating these users required manual monitoring and admin intervention.

With HubSpot’s new automation, you can:

• Reduce the risk of account takeovers (ATOs) by eliminating stale access

• Save time by removing the need for manual user audits

• Ensure your team access stays up to date, keeping your CRM cleaner and more secure

  
  

This is particularly useful for growing teams or businesses that regularly onboard and offboard users.

How the Automation Works

During the beta phase, HubSpot will run the deactivation workflow as follows:

1. Initial Notification – April 28, 2025 Super admins and all inactive users (no login in 90+ days) receive an email letting them know they’ll be deactivated in two weeks unless they log in or are exempted.

   
   

2. Final Reminder – May 12, 2025 A second reminder email is sent.

   
   

3. Deactivation Day – May 13, 2025 Any inactive users who haven’t logged in or been exempted will be automatically deactivated.

   
   

How to Configure the Automation in HubSpot

To access the feature:

1. Go to Settings in your HubSpot portal

2. Navigate to the Security tab

3. Select Permissions within the Security Health section

4. Click Manage next to the Inactive Users rule

   
   

From there, you can:

• View which users are scheduled for deactivation

• Exempt users who still need access

• Review the history of deactivated accounts

💡 Note: Only super admins can configure and manage this setting.

Who Can Use This?

This feature is available to all paid HubSpot portals. If you're currently on a free plan, you’ll need to upgrade to access this automation.

Need Help Managing Users in HubSpot?

At Orbit Works, we help companies implement smart automation and enforce best practices for CRM security. Whether you’re trying to reduce risk, streamline admin tasks, or just keep your user list clean, we can guide you through setting up and optimising features like this.

Pro Tip: Want help reviewing which users should be exempted from automated deactivation? Orbit Works can audit your current user base and recommend a tailored deactivation policy.