For the person adding colleagues to Introw and being asked why some of them cost a seat and some do not.Introw has two kinds of access for your own team, and the difference is where the person works. A CRM user works only inside HubSpot, on the Introw app cards, and takes no paid seat. An Admin gets the full Introw application: every module, every setting, and a paid seat. Both are set on the role you give the person, so the same colleague can move from one to the other later.
What you’ll achieve
A rule you can apply per colleague: which access type they get, what it costs you, and what changes for them on day one.CRM user and Admin, side by side
Admin is not the only counterpart. Introw has four access types, and three of them are full Introw users on a paid seat. CRM only user is the one that is not.
The four access types
You pick one of these when you build a role on the Roles tab of Team.
See Create an internal role for how to build one.
What a CRM user can do
A CRM user gets the full in-HubSpot experience: whatever the Introw app cards offer on the record they have open. For a seller, that is the whole job.- See the linked partner on a deal or ticket, with their tier, their collaborators, and the champion or partner manager.
- Share the deal or ticket with a partner, which is what gives the partner visibility of it in their portal.
- Comment back and forth with the partner’s sellers, with the thread staying attached to the HubSpot record. See Collaborate from HubSpot deals and tickets.
- Register or link a partner deal from the card. See Register a deal from HubSpot.
- Open the partner’s portal from the card to see what the partner sees.
- Follow partner activity and engagement on the record.
What a CRM user cannot do
1
Open Introw itself
Any link into Introw sends a CRM user to a short screen that explains their access is limited and points them back to HubSpot. Only the in-HubSpot pages are reachable.
2
Configure anything
Every permission category is off for a CRM-only role, and the role editor disables them, because these users never enter Introw. That covers CRM mapping, experiences and portals, tiers, journeys, commissions, goals, courses, forms, reports, announcements, workflows, team and roles.
3
Create a partner
Creating a partner needs partner write permission, which a CRM-only role does not carry. Leave partner creation to a full Introw user, or to the automatic partner sync. See Sync partners and contacts.
4
Be limited to their own partners
A CRM-only role always covers every partner in the program. If a rep should only ever see the partners assigned to them, that is the Partner manager access type, and it uses a paid seat.
5
Receive most notifications
A CRM-only role can only receive notifications for CRM object updates. Every other notification type is off, and the Notifications step of the role editor hides them.
6
Work from Salesforce
CRM only user is a HubSpot access type. It appears as an option only when HubSpot is your connected CRM.
Seats and billing
Your plan counts internal seats. CRM users sit outside that count.- A colleague on Admin, Custom or Partner manager consumes one internal seat.
- A colleague on a CRM-only role consumes none, however many of them you add.
- When your seats are full, the invite dialog says so and still lets you continue with a CRM-only role.
- When your seats are full, you cannot move an existing CRM user onto a paid role. Introw refuses the change and tells you to add seats first.
How to give someone each kind of access
1
Use the CRM User role that already exists
Connecting HubSpot creates a CRM User role in your organisation, so it is in the role list from the start and you do not have to build it. If you build your own, pick the CRM only user access type, or start from the Sales rep template, which is a CRM-only role when HubSpot is your CRM.
2
Invite the person into that role
On the Users tab of Team, select Invite team member, enter their email, and pick the role. The role is what decides both their access and their seat type. See Invite a team member.
3
Or let them ask from HubSpot
A HubSpot user who opens an Introw card without an Introw account sees a Request access action. They appear on your Users tab as Requested, and you accept them and set their role from there. This is the path most reps take, because they meet Introw on a deal rather than in an invite email.
4
Change the role later if the job changes
Change the role on the person’s row on the Users tab. Nothing is lost: it is the same user with the same history, gaining or losing access to Introw. Moving someone onto a paid role needs a free seat.
A new CRM user signs in to Introw once, from the invitation, to activate their account. Until they do, the Introw card in HubSpot tells them to complete their registration at app.introw.io/login first. Every visit after that lands on the limited-access screen and points them back to HubSpot.
Which one to give
The default for a sales team is a CRM-only role.
Reps get partner context on the record they already have open, at no seat cost, and the program stays configured by the few people who own it.
Verify it worked
Open the Users tab of Team. The person shows the role you assigned, and your remaining paid seats did not change for a CRM user. Then check it from their side. On a HubSpot deal linked to a partner, the Introw card loads for them and they can share and comment. A visit to Introw shows them the limited-access screen instead of the application.Related
Invite a team member
Add the person and pick the role.
Create an internal role
Build the role and its access type.
Set up Introw inside HubSpot
The app cards a CRM user works from.
Collaborate from HubSpot
The job a CRM user does all day.
What your plan meters
Seats, portals and the rest of the counts.
Implementation reference
Full configuration options.