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Access Requirements for Custom Development Projects

A simple guide to help us get your custom solution built smoothly and on time.

Why We Ask for Access 🔍

Custom development projects often involve building integrations, automations, or custom functionality that connects HubSpot with other tools or systems.

To do this safely and effectively, our developers need certain types of access — just like a contractor needs keys before renovating a building.

This guide explains:

  • What kind of access we may need

  • Why it’s important

  • What decisions you may need to make before development starts

Our goal is to make this process clear, secure, and as easy as possible.

👤 Who Should Be Involved from Your Side?

One of the first things we’ll ask is whether there’s someone who manages your technical systems.

This might be:

  • An in-house IT team

  • A third-party IT or security provider

  • Or, in some cases, no dedicated IT contact

If you do have an IT contact, we’ll ask for their name and email address so we can coordinate access securely and avoid unnecessary delays.

Why this matters:
Custom development often requires approvals, credentials, or infrastructure changes that only an IT administrator can provide.

🔑 What Do We Mean by “Access”?

Depending on your project, access may include things like:

  • Admin-level permissions: Admin access allows us to configure settings, create integrations, and troubleshoot issues that aren’t available to standard user roles. We only use this level of access when it’s required to build or maintain your solution.

  • API keys or tokens: API keys or tokens are secure credentials that let different systems communicate with each other automatically. They allow data to move safely between platforms without exposing user passwords.

  • Database or server access: This access allows us to view, read, or securely interact with the system where your data or application is stored. It’s sometimes necessary for setting up integrations, running tests, or resolving technical issues.

  • Hosting environments: A hosting environment is the infrastructure where custom code runs in the background. It ensures your integration operates reliably, securely, and continuously without manual intervention.

  • Integration credentials: Integration credentials are login details or access permissions created specifically for a system-to-system connection. They help keep integrations secure and separate from individual user accounts.

We’ll always request only what’s necessary, and we follow security best practices at every step.

⏳ When Is Access Needed?

We typically require all necessary access to be in place within 2 weeks of the kickoff call.

Providing access early allows us to:

  • Start development on time

  • Avoid timeline delays

  • Identify technical risks sooner

🔐 Security & Compliance Considerations

If your organization has cybersecurity policies or IT security requirements, we want to know upfront.

This may include:

  • VPN access requirements

  • Approval workflows

  • Data residency rules

  • IP allowlists

  • Restricted environments

Sharing this early helps us design a solution that aligns with your security standards from day one.

🔧 Choosing the Right Type of Integration

We’ll ask how you’d like your systems to be connected. There are generally two options:

1️⃣ Custom Integration

Best for complex, scalable, or highly specific needs.

Examples:

      • API-based integrations

      • Custom-coded solutions

      • Middleware services

These typically require more technical access and a hosting environment.

2️⃣ Simple Automation

Best for straightforward workflows.

Examples:

      • Make.com

      • Zapier

These usually require fewer credentials and less setup.

☁️ Where Will the Integration Be Hosted?

If a custom integration is needed, it must “live” somewhere — this is called hosting.

Common options include:

  • Cloud platforms (AWS, Azure, GCP, DigitalOcean)

  • Your own local or on-premise server

  • Another preferred environment

In simple terms:
Hosting is the environment that runs the code, keeps it secure, and ensures it works reliably in the background.

🖥 Remote Access

If your integration runs on a local server or internal machine, we may ask whether remote access can be provided.

This can help with:

  • Installing required tools

  • Testing and troubleshooting

  • Ensuring everything runs correctly

🔗 What Systems Are You Integrating with HubSpot?

We’ll also ask which systems you want to connect to HubSpot, such as:

  • ERP systems

  • Billing platforms

  • Internal tools

  • Custom databases

The more detail you can provide here, the better we can design the solution.

📝 Anything Else We Should Know?

Finally, we’ll ask if there’s any additional context that could help us succeed — for example:

  • Known technical challenges

  • Past integration issues

  • Tight timelines or dependencies

There’s no such thing as “too much information” at this stage.

✅ Our Commitment to You

  • We request only necessary access

  • We treat your systems and data with care

  • We follow secure development and access best practices

  • We communicate clearly if something is missing or blocking progress

Providing access early helps us deliver your custom solution faster, safer, and with fewer surprises.