Seat access. Activity. Contract terms.
Review each user's seat and required features alongside available login and activity evidence. State the observation window and any gaps; missing events alone do not prove a user has never used the platform.
Seat types and their access requirements
Seat options depend on subscription and pricing model. Verify the assigned type, included capabilities and purchased quantities before calculating a potential reduction.
| Seat / licence class | What it is | Billable |
|---|---|---|
| Core Seat | Base access to the platform, priced by tier — Starter, Professional or Enterprise | Yes |
| Sales Seat | Advanced selling capabilities for Sales Hub Professional or Enterprise | Yes |
| Service Seat | Advanced service capabilities for Service Hub Professional or Enterprise | Yes |
| Revenue Seat | Revenue Hub Professional or Enterprise capabilities where subscribed | Yes |
| View-Only Seat | Read access to records, reports and dashboards with no editing capability | No |
| Partner Seat | Access for eligible HubSpot Solutions Partner employees | No |
| Developer Seat | Access for developer users working against the platform | No |
Use your order form and invoices to price seats. Public pricing is a reference, and older accounts may use a legacy model. View-Only and specialist seats have distinct eligibility and feature limits.
Cleaner model, weaker evidence — and the honest consequence
Use available last-active indicators and login evidence together. Their coverage, definitions and retention determine which conclusions can be supported.
A window, not a lifetime
State the reviewed period and any missing channels. No observed human login in the available evidence is a narrower claim than no use of the platform.
Free seats are a real remedy
View-Only seats cost nothing and cover a substantial share of light users — people who read records, check dashboards and need no editing capability. Check whether reclassification meets the actual workflow before considering a separate portal.
Authorship corroborates; it never convicts
Engagement authorship is a useful corroborating signal and a legitimate veto — a seat holder living in dashboards and forecasts creates no engagement objects and is genuinely active. We use it to rescue seats from the list, not to condemn them to it.
Where HubSpot estates leak
Paid seats doing view-only work
Identify users whose required work may fit View-Only access, then validate feature restrictions and the contractual scope for reducing paid seats.
Archived owners still holding paid seats
Deactivated or archived users whose seat assignment was never released. Billed in full, attached to nobody, and invisible unless assignment is reconciled against user status.
Sales or Service seats without the activity
Check whether a specialised Sales or Service seat is required, or whether a Core or View-Only seat meets the verified workflow. Confirm subscription quantities separately.
Seat role and billing status disagreeing
Where a role implies a paid seat but the seat assignment says otherwise, the disagreement is flagged in the report rather than silently resolved. A discrepancy you surface is credibility; one you quietly pick a side on is a liability.
Time it properly
Stage 00 is a 30-minute qualifying call at no cost. If the timing or the estate does not justify an engagement, we say so on that call.