> ## Documentation Index
> Fetch the complete documentation index at: https://docs.introw.io/llms.txt
> Use this file to discover all available pages before exploring further.

# CRM users vs Admin users in HubSpot

> The two kinds of Introw access for your own team: a CRM user who works only from the Introw cards in HubSpot and takes no paid seat, and a full Introw user such as an Admin. What each one can do, what each one costs, and which to give.

> 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

|                                                                                                 | **CRM user**                                                   | **Admin**                                           |
| ----------------------------------------------------------------------------------------------- | -------------------------------------------------------------- | --------------------------------------------------- |
| Where they work                                                                                 | Only in HubSpot, on the Introw app cards                       | Anywhere in Introw, and on the cards in HubSpot too |
| Signing in to Introw                                                                            | Lands on a short screen that points them back to HubSpot       | Full application                                    |
| Paid seat                                                                                       | No, they never count against your seat allowance               | Yes                                                 |
| Configuration (mappings, experiences, tiers, commissions, goals, courses, forms, reports, team) | None. Every permission category is off and cannot be turned on | All of it                                           |
| Partner scope                                                                                   | Every partner in the program                                   | Every partner in the program                        |
| Email notifications                                                                             | CRM object updates only                                        | Anything you switch on for the role                 |
| Available when                                                                                  | HubSpot is your connected CRM                                  | Always                                              |

<Note>
  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.
</Note>

## The four access types

You pick one of these when you build a role on the **Roles** tab of [Team](https://app.introw.io/settings/team).

| Access type         | What it grants                                                                | Seat |
| ------------------- | ----------------------------------------------------------------------------- | ---- |
| **Admin**           | Every permission on every partner, including Team, Integrations and Billing   | Paid |
| **Custom**          | The permission categories you switch on, one by one, on all partners          | Paid |
| **Partner manager** | The categories you switch on, limited to the partners assigned to that person | Paid |
| **CRM only user**   | Nothing inside Introw. The person works from the Introw cards in HubSpot      | Free |

See [Create an internal role](/features/access/team-management/guides/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](./collaborate-from-hubspot-deals-and-tickets).
* Register or link a partner deal from the card. See [Register a deal from HubSpot](./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.

The cards have to be on your record layouts for any of this to be visible.
See [Set up Introw inside HubSpot with app cards](./set-up-the-hubspot-partner-connect-card).

## What a CRM user cannot do

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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](./sync-partners-and-contacts).
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Work from Salesforce">
    **CRM only user** is a HubSpot access type. It appears as an option only when HubSpot is your connected CRM.
  </Step>
</Steps>

## 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.

Partner contacts are never seats at all: partners reach their portal without an Introw seat and without a seat in your CRM.
For what else your plan meters, see [What your plan meters](/features/access/team-management/guides/understand-your-plan-limits).
For seat pricing, see [introw.io/pricing](https://introw.io/pricing).

## How to give someone each kind of access

<Steps>
  <Step title="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.
  </Step>

  <Step title="Invite the person into that role">
    On the **Users** tab of [Team](https://app.introw.io/settings/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](/features/access/team-management/guides/invite-a-team-member).
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Note>
  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](https://app.introw.io/login) first. Every visit after that lands on the limited-access screen and points them back to HubSpot.
</Note>

<Warning>
  Only an Admin can create an Admin role or assign one. A colleague without Admin can rename an Admin role and change its notifications, but cannot grant, strip or edit its permissions, and cannot hand Admin to anyone. Keep at least two Admins so you are never locked out.
</Warning>

## Which one to give

| Their job                                                    | Give them                                 | Seat |
| ------------------------------------------------------------ | ----------------------------------------- | ---- |
| An AE or SDR who co-sells with partners on their own deals   | **CRM only user**                         | Free |
| A support rep who works partner tickets                      | **CRM only user**                         | Free |
| A partner manager who owns a book of partners                | **Partner manager**                       | Paid |
| Partner ops running parts of the program                     | **Custom**, with the categories they need | Paid |
| The program owner who configures Introw and manages the team | **Admin**                                 | Paid |

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](https://app.introw.io/settings/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

<CardGroup cols={2}>
  <Card title="Invite a team member" icon="user-plus" href="/features/access/team-management/guides/invite-a-team-member">
    Add the person and pick the role.
  </Card>

  <Card title="Create an internal role" icon="lock" href="/features/access/team-management/guides/create-an-internal-role">
    Build the role and its access type.
  </Card>

  <Card title="Set up Introw inside HubSpot" icon="id-card" href="./set-up-the-hubspot-partner-connect-card">
    The app cards a CRM user works from.
  </Card>

  <Card title="Collaborate from HubSpot" icon="comments" href="./collaborate-from-hubspot-deals-and-tickets">
    The job a CRM user does all day.
  </Card>

  <Card title="What your plan meters" icon="gauge" href="/features/access/team-management/guides/understand-your-plan-limits">
    Seats, portals and the rest of the counts.
  </Card>

  <Card title="Implementation reference" icon="screwdriver-wrench" href="../technical">
    Full configuration options.
  </Card>
</CardGroup>