Overview
The Magentrix Portal User Options card in HubSpot allows administrators to change a user's security role directly from HubSpot without logging into Magentrix. Security roles control what modules, features, and data users can access in the portal. Changing a user's role is useful when their responsibilities change, they need access to different features, or you need to adjust their permission level.
Learn more about flexible partner portal management with Magentrix.
Prerequisites
Before changing a portal user's role from HubSpot, ensure:
- Portal Options Card Configured: The Magentrix Portal User Options card must be added to your HubSpot contact page layout. See Configuring Magentrix Portal Options.
- User Currently Active: The contact must be enabled as an active portal user to change their role.
- Available Roles: You must have appropriate security roles configured in Magentrix for assignment.
- Administrator Permissions: You need appropriate administrative permissions in HubSpot to manage contacts.
Understanding Security Roles
Security roles determine:
- Module Access: Which portal modules and features the user can see and use (e.g., LMS, Document Library, Community Forums)
- Data Visibility: What records and information the user can view
- Permissions: What actions the user can perform (create, edit, delete)
- License Type: Roles are tied to Partner or Customer license types
Important Role Type Restrictions:
- Partner roles can only be assigned to Partner users
- Customer roles can only be assigned to Customer users
- Users can switch between Partner and Customer roles if you have available licenses for both types
- Employee roles cannot be assigned to Partner/Customer users (and vice versa)
Steps to Change a User's Role
Follow these steps to change a portal user's security role:
Open the contact record in HubSpot for the user whose role you want to change.
Locate the Magentrix Portal User Options card in the right sidebar of the contact page.
Click the Actions dropdown within the Magentrix Portal User Options card.
Select "Change Role" from the available options.
Choose the new security role from the list of available roles in the dialog.
Confirm the change by clicking Save or Apply.
Result: The user's security role is immediately updated, and their permissions change to match the new role. They do not need to log out and back in—the new permissions take effect on their next action in the portal.
What Happens After Changing a Role
Once you change a user's role:
- Immediate Permission Update: The user's access permissions are updated instantly to reflect the new security role.
- No Logout Required: The user does not need to log out and back in. New permissions take effect on their next action.
- Access May Change: The user may gain or lose access to certain modules, features, or data depending on the new role.
- No Email Notification: The user does not receive an automated notification about the role change (you should communicate changes directly).
- License Consideration: If switching between Partner and Customer role types, ensure you have available licenses for the new role type.
- Contact Record Updated: The HubSpot contact record reflects the user's updated role assignment.
Common Role Change Scenarios
Promoting a User
Scenario: Partner needs access to additional features or data
Example: Changing from "Partner - Basic" to "Partner - Advanced"
Impact: User gains additional permissions and module access while maintaining Partner status
Adjusting Access Level
Scenario: User's responsibilities change within their organization
Example: Changing from "Partner - Standard User" to "Partner - Team Manager"
Impact: User gains ability to manage their team's portal access through Team Access features
Switching Between Partner and Customer
Scenario: Business relationship changes (e.g., partner becomes customer)
Example: Changing from "Partner - Basic" to "Customer - Standard"
Impact: User's data visibility and available modules change to reflect their new relationship type
Requirement: You must have available licenses for the target role type
Downgrading Access
Scenario: User no longer needs elevated permissions
Example: Changing from "Partner - Advanced" to "Partner - Basic"
Impact: User loses access to modules and data they previously could access
Troubleshooting
I don't see the "Change Role" option
Solution:
- Verify the contact is currently an active portal user. Inactive users must be enabled before their role can be changed.
- Confirm the Magentrix Portal User Options card is properly configured on your contact layout.
- Check that you have administrative permissions in HubSpot.
- Refresh the HubSpot contact page and try again.
The role change didn't take effect
Solution:
- The change should be immediate. Have the user refresh their browser or perform an action in the portal to trigger the permission update.
- Verify the role change in Magentrix by checking Setup > Security > Manage Users.
- Check for any error messages that may have appeared during the role change process.
- Ensure your HubSpot integration with Magentrix is properly connected and syncing.
The new role isn't available in the dropdown
Solution:
- The security role may not be configured in Magentrix. Contact your Magentrix administrator.
- Verify that the role is the correct type (Partner vs Customer) for this user's license type.
- Check that the role is active and not archived in Magentrix.
- Some roles may only be assignable by full administrators, not through HubSpot.
I get an error about license availability
Solution: If switching between Partner and Customer role types:
- Verify you have available licenses for the target role type (e.g., Customer licenses available when switching from Partner to Customer role).
- Check your current license usage in Magentrix Setup > Company Preferences.
- Deactivate unused users or contact your Magentrix sales team to increase licenses.
- Consider assigning a different role of the same type instead.
The user lost access to important features
Solution:
- This is expected behavior—different roles have different permissions.
- Review the permissions associated with the new role in Magentrix (Setup > Security > Security Roles).
- If the user needs access to those features, assign a different role with appropriate permissions.
- Consider whether you need to create a custom security role that meets their specific needs.
The user's data visibility changed unexpectedly
Solution:
- Security roles control what data users can see based on their Account and Contact associations.
- Review the data access settings for the new security role in Magentrix.
- Verify that the user's Account and Contact associations are correct in your CRM.
- Contact your Magentrix administrator if the data visibility doesn't match business requirements.
Best Practices
Planning Role Changes
- Communicate Changes: Always inform users before changing their roles so they understand what access changes to expect.
- Document Role Purposes: Maintain clear documentation about what each security role is intended for and who should receive it.
- Test Before Deployment: Test new roles with a sample user before assigning to multiple people.
- Consider Impact: Review what modules and data the user will gain or lose access to before making the change.
Security Considerations
- Principle of Least Privilege: Assign users the minimum permissions necessary to perform their job functions.
- Regular Audits: Periodically review user role assignments to ensure they still align with current responsibilities.
- Monitor Changes: Track role changes for compliance and security auditing purposes.
- Limit Team Manager Roles: Only assign Team Manager-enabled roles to users who need to manage other users.
Operational Guidelines
- Timing: Consider making role changes during off-peak hours if they significantly impact user access.
- Training: Provide training or documentation when users receive new permissions or access to new modules.
- Feedback Loop: Gather user feedback after role changes to ensure they have appropriate access for their needs.
- Role Consolidation: Minimize the number of different security roles to simplify management.
Understanding Role Types
Partner Roles
- For external partners, distributors, resellers, or other business partners
- Data access limited to their specific Account and Contact records
- Common examples: Partner - Basic, Partner - Advanced, Partner - Team Manager
Customer Roles
- For customers accessing support, resources, or community features
- Data access limited to their specific Account and Contact records
- Common examples: Customer - Standard, Customer - Premium, Customer - Support
Cannot Be Assigned from HubSpot
- Employee Roles: Internal staff roles that require Employee licenses (cannot be assigned to Partner/Customer users)
- Administrator Roles: Full system administrator access (must be assigned within Magentrix)
- Guest Roles: Public visitor access (not applicable to authenticated portal users)
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