HubSpot customer success workspace: 7 steps to set up

The customer success workspace is a central location in your HubSpot account designed to help Customer Success Managers (CSMs) stay organized, and streamline their daily workflows, according to HubSpot. Before you configure any views, alerts, or scores, you must verify that your account meets the specific access requirements for this feature.

Super Admin or Manage Customer Success Settings permissions and an assigned Service Seat are required to use and manage all features in the customer success workspace, according to HubSpot. If your current role lacks either of these two elements, you cannot access the full functionality of the platform.

For a CSM managing a book of 50 or more accounts, this workspace serves as the single interface for daily operations. It consolidates the tools you need to monitor account health and manage client interactions in one place. The platform is built to support the specific workflows of Customer Success Managers, allowing you to organize your daily tasks without switching between multiple dashboards.

Your first action is to check your user profile permissions. If you do not have the necessary access, you must request it from your HubSpot administrator before proceeding. Once you have confirmed your access rights, you can begin creating views and reviewing alerts as part of your daily account review process.

• Confirm access before configuring. You need Super Admin or Manage Customer Success Settings permissions and an assigned Service Seat to use and manage all features in the customer success workspace, according to HubSpot.
• Treat view edits as temporary. Changes to customer success workspace views, such as adding or editing columns, are temporary and will revert when you refresh the page or navigate away, according to HubSpot.
• Know the 30-day record window. On the Customers tab, you can view records you own, records assigned within the last 30 days, or custom views, according to HubSpot.
• Track the 14-day alert cycle. Alerts will expire after 14 days, and there can be more than 25 active alerts at a time, according to HubSpot.

Before opening any configuration screens, verify that your user account meets the access gate for the customer success workspace. According to HubSpot, Super Admin or Manage Customer Success Settings permissions and an assigned Service Seat are required to use and manage all features in the customer success workspace. This requirement applies to the full range of workspace capabilities, not just specific views or reports. If your current role lacks either the specified permission level or the Service Seat assignment, you will not be able to use or manage all features in the customer success workspace.

Check your permissions list in your HubSpot account settings to confirm which of the two permission types is assigned to your user profile. The permission must be either Super Admin or Manage Customer Success Settings; other administrative roles do not satisfy this specific requirement for the customer success workspace. Simultaneously, verify that a Service Seat is assigned to your user. The Service Seat is a distinct component from permissions and must be explicitly assigned to the user account. Both conditions must be met: the correct permission level and the Service Seat assignment.

With permissions confirmed, navigate to the customer success workspace to begin configuring your daily account view. Once inside, the platform allows you to review reminders for daily tasks, create custom views to see only the data most relevant to your specific needs, and monitor activities from your key accounts according to HubSpot. This setup supports the routine monitoring required for a book of 50+ accounts by centralizing task reminders and account activity in one place.

Step 2: Open the workspace

Access the workspace through your standard navigation path. The interface is designed to let you easily review reminders for daily tasks and monitor activities from key accounts according to HubSpot. Before choosing a Customers tab view, decide whether you want to review records you own, records assigned within the last 30 days, or a custom view.

Step 3: Choose a Customers tab view

On the Customers tab, you can view records you own, records assigned within the last 30 days, or custom views according to HubSpot. The "Assigned in the last 30 days" option specifically allows you to view records assigned to you in the last 30 days according to HubSpot. For a new CSM managing a growing book, the "records you own" view is often the most stable starting point, while the 30-day assigned view helps track recent handoffs or reassignments.

Important limitation regarding view changes: Any changes you make to customer success workspace views, such as adding or editing columns, are temporary and will revert when you refresh the page or navigate away according to HubSpot. This means that if you add a column to track a specific metric or adjust the layout for better readability, that configuration will not persist if you leave the page. To maintain a consistent daily view, you must re-apply your preferred column settings each time you open the workspace or after any page refresh. This temporary nature of view edits is a critical operational detail for planning your daily workflow.

Step 4: Read the alerts

Within the workspace, you will encounter alerts that highlight specific account conditions. Alerts will expire after 14 days, and there can be more than 25 active alerts at a time according to HubSpot. The 14-day expiration window means that any alert not addressed or resolved within two weeks will disappear from the active list. The capacity for more than 25 active alerts simultaneously indicates that the system can handle a high volume of concurrent signals across your account base.

When reviewing alerts, prioritize those that have been active for the longest duration, as they are closest to their 14-day expiration threshold. Since the system allows for more than 25 active alerts, you may need to filter or sort them to identify the most critical issues for your current focus. Changes to workspace views, including column additions or edits, revert when you refresh the page or navigate away, according to HubSpot.

Consider keeping a personal note of your preferred workspace columns so you can restore them after refreshing the page or navigating away. This approach ensures that you can quickly restore your optimal view after any page refresh, minimizing the time spent reconfiguring your workspace each day. The combination of the 14-day alert expiration and the temporary view settings requires a disciplined approach to daily review to ensure no critical account signals are missed or lost due to interface resets.

Configure a tailored health score and understand Pendo Track Events structure and limits before sending data.

Step 5: Set a health score

You can set up health scores to track trends and risks by grading customers based on a score tailored to your business's priorities, according to HubSpot. The documentation notes that you can learn more about customizing a health score in the customer success workspace, according to HubSpot. The score is tailored to your business's priorities, so adjust the grading criteria to match what matters most for your accounts. For a deeper look at how to structure these weights and criteria, see Health score setup: 8 rules for weights and validity.

Step 6: Bring in usage events

Treat this step as an optional review of Pendo usage tracking: Track Events use website code snippets to record visitor actions that click events might miss, according to Pendo. Each action generates an event, and each event has properties associated with it, according to Pendo. For example, a "Registered" event might include properties like "plan" or "accountType," according to Pendo. Before configuring Track Events, it's important to understand the structure and limitations of the data you plan to send to Pendo, according to Pendo. Review the data structure and limits before you start adding code snippets to your site. For guidance on verifying health score items across different tools, see Verify 8 customer health score items in 4 tools.

Select the objects you need to review, then choose how much associated data to include. In the export settings, you can pick the associated record name, such as a contact name or company name, to see which records connect to your main selection. You also choose between including up to 1,000 associated records, which is the standard option, or selecting all associated records if you are creating a CSV file, as noted in the documentation for using the customer success workspace HubSpot.

Before you finish, note that download links to export files will expire after 30 days, according to HubSpot. If you need the data for a later review or to share with a team member, download the file within that window. Saving the file to your local drive or a shared folder keeps the data available even after the link stops working.

Check when your HubSpot account was created to see which objects you can select. Accounts created on or after December 1st, 2025, can select Projects and Custom Objects, according to HubSpot. Check whether your account meets the stated creation-date condition for selecting Projects and Custom Objects.

Action step: Download your export file immediately after generating it and store it in a secure location accessible to your team.

The table below lists the documented limits and windows for each publisher. Use it to verify which constraints apply to your specific setup before configuring views, alerts, or exports.

Check your account creation date against the HubSpot row to confirm which objects you can select, and note the 14-day alert window when planning your review cadence.

How do I set up the HubSpot customer success workspace?

Confirm your user has Super Admin or Manage Customer Success Settings permissions and an assigned Service Seat before proceeding. Once access is confirmed, create views, review alerts, and set up a health score inside the workspace. These components form the core of the setup process for managing your book of accounts.

What permissions do I need to use the customer success workspace?

You require Super Admin or Manage Customer Success Settings permissions to use and manage all features. An assigned Service Seat is also mandatory for full functionality. Without both of these access elements, you cannot utilize the workspace capabilities as described in the documentation.

Does a change to a workspace view stay saved after I refresh the page?

No, changes such as adding or editing columns are temporary. They will revert when you refresh the page or navigate away from the view. This behavior applies to customer success workspace views specifically, so plan your column configuration accordingly before relying on the layout.

Does the date my HubSpot account was created change which objects I can select?

Yes, the account creation date determines available object selection. Accounts created on or after December 1st, 2025, can select Projects and Custom Objects.

How long do export download links last?

Download links to export files will expire after 30 days. You should retrieve any necessary data within this window to avoid losing access. If you need the data later, you will likely need to generate a new export to obtain a fresh link.

This post is general operational information, not legal advice about notice periods or renewal clauses. It does not promise that any method keeps a customer. A review model checked the facts once, and that check can miss errors, so open the sources before you act.