Team & Permissions

Team Overview

Navigate to Settings → Team to manage your workspace members.

Team List

Team Members (12)
─────────────────────────────────────────
Name            Email                Role      Status
John Smith      john@company.com     Owner     Active
Jane Doe        jane@company.com     Admin     Active
Mike Johnson    mike@company.com     Manager   Active
Sarah Wilson    sarah@company.com    Member    Active
Alex Brown      alex@company.com     Member    Invited
Contractor A    freelance@mail.com   Contractor Active

User Roles

Role Hierarchy

Role Permissions

Inviting Team Members

Invitation Email

Subject: You've been invited to join [Agency] on Vantage

Hi Sarah,

John Smith has invited you to join [Agency] on Vantage.

[Accept Invitation]

This invitation expires in 7 days.

Managing Members

Edit User

Click any user to edit:

• Name and contact info
• Role and permissions
• Department
• Capacity settings
• Cost/bill rates

Deactivate User

When someone leaves:

1. Go to their profile
2. Click Deactivate
3. Their data is preserved
4. They can no longer log in
5. License is freed up

Reactivate User

Bring someone back:

1. Go to Team → Show Inactive
2. Find the user
3. Click Reactivate
4. They can log in again

Granular Permissions

Override role defaults with custom permissions.

Available Permissions

Setting Custom Permissions

1. Go to user profile
2. Expand Custom Permissions
3. Toggle individual permissions
4. Save changes

Departments

Organize your team by department:

• Engineering
• Design
• Project Management
• Account Management
• Support

Setting Up Departments

1. Go to Settings → Departments
2. Add departments
3. Assign users to departments
4. Filter reports by department

Department Benefits

• Filter capacity by department
• Department-level utilization reports
• Organize team views

Cost & Bill Rates

User Rates

Each user can have:

Setting Rates

1. Go to user profile
2. Expand Rates
3. Enter:
   • Cost rate per hour
   • Default bill rate
4. Save

Who Can See Rates?

Contractors

External contractors have limited access:

Contractor Restrictions

• Can only see assigned projects
• Can log time and view tickets
• Cannot see other team members’ time
• Cannot see rates or financials
• Cannot access reports

Setting Up Contractors

1. Invite with role Contractor
2. Assign to specific projects
3. They only see those projects
4. Bill at different rates if needed

Single Sign-On (SSO)

Enterprise plans can enable SSO:

Supported Providers

• Google Workspace
• Microsoft Entra ID (Azure AD)
• Okta
• Custom SAML

Setting Up SSO

1. Go to Settings → Security → SSO
2. Select provider
3. Configure connection
4. Test login
5. Enable for workspace

Two-Factor Authentication (2FA)

Enabling 2FA

Users enable 2FA in their profile:

1. Profile → Security
2. Click Enable 2FA
3. Scan QR code
4. Enter verification code
5. Save recovery codes

Requiring 2FA

Admins can require 2FA for all users:

1. Settings → Security
2. Enable Require 2FA
3. Users must enable within 7 days

Activity & Audit Log

Track who did what:

Viewing Activity

Settings → Audit Log shows:

• User logins
• Record changes
• Permission changes
• Settings updates

Filtering

Filter by:

• User
• Action type
• Date range
• Resource type

Best Practices

Role Assignment

Least Privilege

Give users the minimum access needed:

• Start with Member role
• Add permissions as needed
• Review quarterly

Offboarding Checklist

When someone leaves:

1. Deactivate account
2. Reassign open tickets
3. Reassign project ownership
4. Transfer client relationships
5. Revoke API keys
6. Review shared credentials

Keyboard Shortcuts

Next Steps

• Capacity Planning - Team utilization
• Time Tracking - Team time
• Reporting - Team analytics