Hand Off HubSpot Email-Sending Access Without Risking Your Domain

Why marketing email is high-stakes

One misconfigured sender or leaked credential can tank deliverability—or expose customer data. Give HubSpot access with tight roles and authenticate the domain correctly before anyone hits “send.”

Before you invite anyone

• Authenticate your sending (DKIM/SPF) and set DMARC for the domain.
• Use a dedicated subdomain for marketing (news.example.com) so reputation issues don’t impact your primary example.com.
• Warm up the new subdomain gradually—start with engaged segments.

Safe access pattern

1. Invite by email with the least privilege (content creation vs. publish vs. super admin).
2. Require MFA/SSO for everyone. Need a strong master passphrase? How to Create Strong Passphrases.
3. Verify invites out-of-band before clicking. Habit guide: Verify Links Like a Pro.

Assets & data handling

• Don’t email CSVs of contacts. Deliver via one-time, expiring links with a separate access code. Basics: Share Sensitive Photos & Documents Safely.
• Disable link previews when sharing protected links to avoid auto-fetch: Prevent Accidental Link Previews.

Offboarding & incidents

• Remove users who no longer need access and rotate any tokens they touched. Checklist: Employee Offboarding.
• Deliverability or compromise concerns? Pause sends, review recent changes, and follow a quick response: The Simple Incident Playbook for Leaked Passwords.

Useful external references

• HubSpot: Set up email domain authentication (DKIM) 🔗
• Google: SPF record guidelines 🔗
• DMARC.org: Overview 🔗

Bottom line

Authenticate first, use a marketing subdomain, assign narrow roles with MFA, and deliver lists securely. That keeps your sender reputation (and brand) intact.

Secure One-Time Messages - Send confidential messages that self-destruct after being read once. Your privacy is our priority. →.