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Deactivating a Location Without Losing Contact Data

When a location is no longer active, you may want to ensure you are not billed for users or marketing contacts while still keeping access to any associated data in case the location is reactivated or transferred.

Step 1: Deactivate Users

If there are users associated with the location:

  1. Go to Settings > Users & Teams

  2. Find the relevant users

  3. Click the gear icon next to each user

  4. Select Deactivate

This removes their access and prevents any ongoing user charges.

Step 2: Remove Contacts from Marketing Status

To avoid charges for marketing contacts:

  1. Filter for contacts linked to the location using a relevant property (such as Location, Team, or Owner)

  2. Use a bulk action to update their status to "non-marketing contact"

This keeps the contacts in your CRM without counting toward your marketing contact limit.

NOTE: If you deactivate a user in HubSpot, any records (contacts, deals, companies, etc.) they owned will still show them as the owner, but their name will appear as:

[User Name] (Deactivated)

This means:

  • Ownership is preserved (the association remains intact)

  • The user can no longer log in

  • You are not charged for the user license

  • You can still filter or reassign records later

 

  • If the location is later reopened, you can reactivate the user or transfer ownership to a new one.