Plan the HubSpot operating team.

This guidance recommends steady-state HubSpot capacity for the current scope of 354 Sales Enterprise seats and 105 Rev Hub seats. It separates operating capacity from Super Admin access.

01Recommendation

Assign two dedicated roles to run HubSpot.

Ongoing Esri capacity: 2.0 dedicated FTE for HubSpot operations, plus 0.5 to 1.0 FTE of shared capacity across Business Applications, integrations, IT, security, and marketing operations.

Super Admin access: three named internal Super Admins. Other contributors should use permission sets and scoped access.

This recommendation assumes 459 seat allocations if the two seat groups are additive. Confirm the unique active-user count before finalising headcount if the allocations overlap.

HubSpot does not publish a user-to-admin ratio. Review the allocation after the first quarter of live operations, using actual support demand, integration workload, and change volume.

Headcount should cover platform ownership, revenue operations, data, automation, integrations, reporting, training, and security governance. User administration is only one part of the work.

02Sizing

Base headcount on scope and operating complexity.

Factor	Operating effect	Resourcing response
354 Sales Enterprise seats and 105 Rev Hub seats	A large user population creates continuous demand for access, support, reporting, training, and process changes.	Plan for two dedicated FTE, supported by shared specialist capacity.
Business-critical CRM use	HubSpot will support revenue processes, reporting, customer data, and operational decisions.	Give one person clear platform authority and release ownership.
Regional and identity complexity	Multiple teams or Microsoft Entra environments increase permission, provisioning, and data-access work.	Assign recurring IT and security oversight.
Integrations and data migration	Connected systems require monitoring, data ownership, error handling, and controlled releases.	Assign named Business Applications and integration capacity alongside the two dedicated roles.
Security and audit requirements	Access, exports, partner permissions, connected apps, AI settings, and audit evidence need regular review.	Include IT and security within the shared 0.5 to 1.0 FTE allocation.

03Ongoing ownership

Assign clear client ownership.

Esri role	Capacity	Access model	Owns
HubSpot Platform Owner	1.0 FTE	Primary Super Admin	Platform authority, releases, backlog, user model, permissions, standards, and documentation.
RevOps Systems Admin or Analyst	1.0 FTE	Scoped admin access. Deputy Super Admin only if required.	Revenue processes, workflows, reporting, user support, data standards, training content, and user acceptance testing.
Business Applications and Integration Owner	Part of 0.5 to 1.0 FTE shared	Scoped integration and data access	Connected apps, integration health, data flows, middleware ownership, sandbox connectors, and technical escalation.
IT or Security Owner	Part of 0.5 to 1.0 FTE shared	Security reviewer and emergency access	SSO, SCIM, audit evidence, Security Health, exports, sensitive data, AI settings, and access reviews.
Marketing Operations Owner	Part of 0.5 to 1.0 FTE shared	Scoped marketing and automation access	Lead capture, lifecycle stages, marketing automation, attribution, campaign reporting, and data quality.
Business Champions	Part-time by function	Standard team access	Process validation, feedback, local communication, and adoption support.

Two dedicated FTE provide daily ownership without duplicating existing specialist functions.

Use permission sets and scoped access for daily work. Keep Super Admin access to the platform owner, a trained deputy, and a named IT or security owner for emergency coverage.

04Transition

Validate the current Salesforce operating model.

Public information cannot establish Esri Australia's current Salesforce headcount, role allocation, or access levels. Confirm the operating model directly with the people doing the work.

Existing Salesforce capability may transfer into the HubSpot platform owner, RevOps, or data and integration roles. Use a skills assessment and workload review before assigning roles.

Confirm	Use the answer to
Who configures Salesforce today, and how much time they spend on it	Identify transferable skills and capacity gaps.
Who owns integrations, data quality, reporting, and release approval	Map current accountability to the future HubSpot roles.
How much unresolved work sits in the current support and change backlog	Set realistic transition support capacity.
Which responsibilities stay with IT, security, RevOps, and business teams	Prevent ownership gaps in the future state.
Who will be trained for ongoing HubSpot ownership	Build a handover plan with named owners and deputies.

05Scale triggers

Add capacity when the work changes shape.

Use these planning triggers to review capacity. They are operating signals, not vendor limits or fixed staffing ratios.

Trigger	Review
Active-user count or support demand changes materially	Review user support, training, permissions, reporting, and change capacity.
Integration inventory or error volume grows	Increase dedicated integration ownership and monitoring.
Integration, data quality, or release work becomes a sustained full-time workload	Add a third dedicated HubSpot role.
Regional, identity, or data-access requirements expand	Increase IT and security governance capacity.
Release cadence becomes weekly	Assign release management, sandbox ownership, and regression testing.
Security, audit, or sensitive-data requirements increase	Increase access review, audit evidence, and control testing capacity.

06Cadence

Set a recurring operating rhythm.

Cadence	Admin work	Owner
Weekly	Support queue, change triage, workflow issues, integration errors, and data quality exceptions.	Platform Owner and RevOps Admin.
Fortnightly	Release review, sandbox testing, stakeholder sign-off, and training updates.	Platform Owner with business champions.
Monthly	Security Health, connected apps, export audit, backup evidence, inactive users, and AI settings.	Platform Owner with IT or Security Owner.
Quarterly	Permission sets, teams, Super Admin access, external partner permissions, sensitive data, and integration inventory.	Security, Business Applications, and RevOps.

07Next steps

Confirm the operating model.

Action	Outcome
Confirm unique active users and any overlap between seat groups.	Validated user population and support demand.
Map current Salesforce responsibilities and available capacity.	Named candidates for the future HubSpot roles.
Inventory integrations, data flows, reports, and security controls.	Confirmed workload and ownership boundaries.
Appoint the platform owner, deputy, and IT or security owner.	Clear decision rights before configuration begins.
Agree the training and transition plan.	Internal capability in place before ongoing ownership begins.

08References

Use the agreed scope and current HubSpot guidance.

Commercial scope

354 Sales Enterprise seats and 105 Rev Hub seats, provided for this advisory.

HubSpot user permissions guide

Used for role, object, and permission complexity.

HubSpot CRM administration guide

Used for distributed ownership across CRM administration, operations, and IT.

HubSpot Security Health

Used for Super Admin, inactive user, critical permission, and partner access governance.

HubSpot sandboxes

Used for sandbox permissions and integration considerations.

HubSpot Systems Administrator learning path

Used for administrator training scope.

HubSpot Super Admin Bootcamp

Used for Super Admin training scope across hubs.

Appendix AImplementation

Review the Kongo implementation team.

This appendix is separate from the steady-state headcount recommendation. Kongo will provide five specialist roles, with each role's allocation changing by delivery phase.

Kongo role	Primary responsibility	Peak involvement
Solutions Architect	Owns solution architecture, design decisions, governance, security alignment, and technical quality.	Discovery, solution design, release planning, and go-live.
GTM Engineer	Translates revenue processes into data models, automation, integrations, permissions, and reporting.	Discovery, design, build, and testing.
Build Support	Supports configuration, data preparation, quality assurance, defect resolution, and build documentation.	Build, testing, migration, and hypercare.
Customer Success Specialist	Maintains delivery cadence, stakeholder alignment, risk visibility, adoption planning, and support handover.	Throughout implementation and hypercare.
Change Management and Training Lead	Owns change impacts, communications, training, champion enablement, readiness, and adoption measures.	Design, readiness, go-live, and hypercare.

This is a five-person multidisciplinary team, not five full-time resources for every project week.

Kongo will adjust each role's allocation as the work moves through implementation. These roles deliver the platform and transfer capability. They do not replace Esri Australia's internal ownership.

Kongo staff will access the portal through HubSpot partner seats with task-specific permissions. Kongo will not receive Super Admin access.