Getting Started
How teammates get OutboundSync account access
How teammates get OutboundSync access — sign in at app.outboundsync.com and connect HubSpot or Salesforce with CRM system administrator rights.
When to use this guide: Use this guide when a coworker needs to manage sources, logs, or Connected Accounts for your company’s HubSpot or Salesforce connection.
OutboundSync does not use workspace invites. Each person who needs access signs in at app.outboundsync.com with their work email and connects the CRM themselves. That CRM connection is what grants access.
What sign-in alone does
Section titled “What sign-in alone does”- Go to app.outboundsync.com and complete passwordless email login.
- On first successful login with a new address, OutboundSync creates an account for that email.
Sign-in alone does not show another teammate’s CRM-backed sources or settings. See Create your OutboundSync account for the sign-in flow.
What the CRM connection grants
Section titled “What the CRM connection grants”When someone connects HubSpot or Salesforce from OutboundSync:
- They must use a CRM system administrator account — HubSpot Super Admin, or Salesforce System Administrator (or equivalent).
- After OAuth succeeds, that login can view and manage sources, logs, and Connected Accounts for that CRM portal or org.
- The OAuth user is the CRM identity on the connection. On Salesforce, Created By on API-written records reflects that user — not every teammate who can open the UI. Details: Identifying OutboundSync activity in Salesforce.
Adding teammates
Section titled “Adding teammates”Use this path when a coworker needs the same CRM-backed workspace you already use:
- Have each teammate sign in once at app.outboundsync.com with their work email.
- Each teammate connects the same HubSpot portal or Salesforce org from OutboundSync, using their own CRM admin credentials. For HubSpot, use Connected Accounts or the HubSpot dashboard in the app.
- Confirm they can see the expected sources and Connected Accounts. Create or verify sources using the HubSpot setup guide or Salesforce setup guide if needed.
There is no step to contact support to be added or “permissioned” onto an account.
When the person who set up OutboundSync left
Section titled “When the person who set up OutboundSync left”This comes up often for HubSpot customers: the teammate who first connected OutboundSync left the company, and someone new needs access.
- A remaining HubSpot Super Admin (or Salesforce System Administrator) signs in at app.outboundsync.com with their work email.
- They connect the same CRM — for HubSpot, open HubSpot in Connected Accounts and complete OAuth.
- HubSpot sync usually keeps running at the portal level even if the original authorizing user is gone — see Disconnect CRM after connecting to OutboundSync?. On Salesforce, keep the authorizing integration user active or reconnect with a dedicated admin user.
For billing or subscription questions (not CRM access), email support@outboundsync.com.
OutboundSync login vs CRM OAuth user
Section titled “OutboundSync login vs CRM OAuth user”| Role | What it controls |
|---|---|
| OutboundSync login | Which email receives the OTP and which profile you use after sign-in |
| CRM-connected admin | Who can manage that CRM’s sources and settings in OutboundSync — granted by connecting the CRM as a system administrator |
| Salesforce (or HubSpot) OAuth user | Which CRM identity authorized the connection; on Salesforce, who appears as Created By on synced records |
Keep the Salesforce OAuth user active. Deactivating that CRM user breaks the integration even if other teammates can still sign in — see Disconnect CRM after connecting to OutboundSync?.
Source owner (who owns newly created Leads/Tasks) is a separate setting on each source and is not the same as who can open the OutboundSync UI.
Agencies and consultants connecting a client CRM — including multi-client setups and post-engagement handoff — should follow Agency and consultant access handoff.
Practical tips
Section titled “Practical tips”- Prefer a durable company or integration email for the primary OutboundSync login when one person owns billing or long-term admin tasks.
- Connect Salesforce with a Salesforce admin (or dedicated integration user) that will remain active.
- Each teammate should use their own email login and their own CRM admin OAuth — do not share a single mailbox OTP unless that is an intentional shared-inbox setup.
