How Virtuous built a Notion-powered partner management system

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The Problem

With 200+ software and service partners in its ecosystem, the Virtuous team knew the importance of partnerships—but the program had become increasingly complex to manage. The team relied on Notion and HubSpot internally, but for partners, the experience was still spread across emails and disconnected tools.

“We wanted partners to refer clients, access resources, and update their profiles, but we couldn’t justify spending $30,000 on a partner relationship management (PRM) platform that didn’t match our exact needs,” said Amanda Lewis, Partner Manager at Virtuous.

Instead, the team needed a flexible system that could:

• Let partners submit and track referrals (and see payment status) in real time
• Allow partners to update profile and company information themselves
• Centralize resources, training, and meeting updates in one branded spot
• Work seamlessly with Notion, the team’s system of record

The Solution

While searching for PRM alternatives, Amanda discovered Softr—and built Virtuous’s new PRM system in under 5 hours using Notion as the backend.

With Softr’s user groups and permissions, Amanda set up custom views for each partner so they only see the information relevant to them, including referrals, meeting notes, and marketing assets. 

She also used Softr forms with conditional logic and identity-matching rules to power partner applications and referral forms, reducing friction and saving the cost of using a third-party form tool. 

Here are the 8 key workflows the PRM covers: 

• Partner onboarding: Softr’s magic link system made it easy to invite and onboard partners (no accounts to create, no passwords to manage).
• Partner agreements: Agreements are signed directly in the portal via Softr’s built-in signature field and stored in each partner’s profile.
• Referral submissions: Partners fill out a referral form, which syncs to Notion and triggers a Slack alert to the Virtuous team. Referrals sync to HubSpot once verified, ensuring clean, centralized data and no manual entries.
• Referral status updates: Each partner has a dashboard showing their submitted referrals, statuses, and payouts.
• Profile management: Company and user profiles are editable by partners, including verticals served, collateral, and contact info.
• Training & product update delivery: Partners access segmented resources, event links, and product news based on their partner tier or region.
• Meeting notes and follow-ups: Notes from check-ins and quarterly reviews are pushed from a database in Notion and visible for partners to reference or comment on.
• Internal feedback loop: Partners can request product features or improvements via a form, which flows to Jira through Notion and Zapier.

The Impact

By using Softr, the Virtuous team avoided a $30,000+ software spend, and rolled out a custom solution on top of their existing data in just a few hours. Notion remains the internal system of record, while Softr acts as the user interface for partners, resulting in less admin work and fewer emails. 

“Our team lives in Notion,” said Amanda. “But if they want to check the portal or help a partner, they can. The interface is beautiful, so it reflects well on us.”

More importantly, 200+ Virtuous partners now have a better experience and single source of truth. They can log in, see updates, submit leads, and manage their data—all without emailing their partner manager. 

The build was quick and intuitive. Amanda started without training, but found Softr’s support videos helpful for accelerating progress: “Even if you’re a button clicker like me, watching the videos made it go faster.”

By combining flexibility, ease of use, and a two-way data sync with Notion, Softr gave Virtuous exactly what they needed, without the cost and training overhead of a traditional PRM platform.