When one HubSpot account is no longer enough: How centralized multi-account management works

Organizations with multiple companies, brands, or teams often face a common challenge: how to maintain clarity, structure, and data protection without losing control. This is exactly where HubSpot’s multi-account management comes into play. The solution is designed for organizations that need to clearly separate their units while managing them from one central access point.

Whether you’re a franchisor, NGO, or holding company, the more complex the structure, the more essential a clear system becomes.

One login, many realities: What multi-account management enables

With HubSpot’s multi-account approach, several independent portals can be bundled under a single login. Each unit works autonomously in its own system, while central teams retain access to all connected accounts through one user profile.

Common use cases include:

• Associations with diverse members

• Agencies managing multiple client projects

• Corporate groups with independent subsidiaries

• NGOs operating country offices across different regions

• Educational or social institutions with regional branches

Each account retains full control over its own data, processes, and permissions – and still remains part of an overarching, connected system.

Four strong reasons to use multiple accounts

Multi-account management is more than just an IT setup. It creates real added value in day-to-day operations.

1. Clear structure without friction
Separate databases prevent overlap. Each account manages its own contacts, pipelines, domains, and assets.

2. Flexible instead of rigid
Different hubs and license models can be activated per account as needed. One entity may use Marketing Hub Enterprise, while another works with Sales Hub only.

3. Fewer logins, more visibility
Central users need just one login to switch between accounts quickly and easily.

4. Data protection without extra complexity
Because each portal stands on its own, sensitive data remains isolated. There’s no need to configure complex permissions across teams.

Why business units aren’t the same

At first glance, Business Units and multi-account management may seem similar. But in practice, they follow different principles.

Business Units exist within a single HubSpot portal. They are ideal for multiple brands operating under the same organization and managed by the same teams. Data, contacts, and reporting remain within one system and are separated by roles and permissions.

Multi-account management, on the other hand, focuses on complete separation. Each account is its own portal with individual reporting, billing, and compliance controls. The only link is the shared user access at the top level.

If your setup demands data sovereignty per entity, isolated processes, and high scalability, multi-account management is the better choice.

When multi-account management is worth it

Not every organization needs multiple accounts. But for some, it’s almost essential.

This includes:

• Franchises with local partners

• Associations with independent member organizations

• Foundations managing distinct projects

• Agencies serving diverse client needs

• NGOs with country-specific operations and data privacy regulations

• Educational and social institutions with decentralized locations

For example, an NGO operates offices in several countries. Each team follows its own processes, communication strategies, and target groups. Multi-account management allows each office to have its own HubSpot portal while remaining connected to the central HQ for oversight and coordination.

Turning four accounts into one cohesive system

HubSpot sets clear requirements for multi-account setups. The central account must be licensed with Marketing Hub Enterprise. All additional portals need at least a Professional license. Free and Starter versions are not compatible.

All accounts must share the same data hosting region. Currently, European and US-based data centers cannot be combined. Up to four accounts can be linked at this time.

Two features make the system especially efficient:

Data mirroring
Activities such as emails or deals can be made visible across connected accounts. Contacts appear as “Connected Records,” and visibility settings can be adjusted per user role.

Asset duplication
Forms, active lists, and automated marketing emails can be copied from one account to another. This streamlines recurring processes and ensures consistent content with only minimal edits.

Currently, workflows, web pages, and dashboards cannot be duplicated – though this is a commonly requested feature.

Individual billing instead of bundled pricing

Each HubSpot account is billed and licensed separately. There is no centralized multi-account plan. Pricing depends on the features and hubs activated per account.

To access multiple portals, users must hold a Sales or Service seat with the required permissions. Certified partners and agencies may benefit from special pricing via HubSpot's partner programs.

Conclusion: Clarity for complex organizations

Multi-account management offers a structured way to manage multiple organizational units independently. It combines autonomy with centralized oversight, ensures compliance, and brings clarity to even the most complex setups.

If your organization is growing internationally, managing multiple clients, or coordinating decentralized teams, this is a scalable solution that fits.

If you’re unsure whether Business Units or multi-account management is the right approach for you, we’re happy to help you make the right decision. Just reach out.

Learn more about HubSpot now!