User types
Vantage has two user types: Full users and Lite users.
Full user
Full users have access to the web dashboard and mobile app. Invite anyone who manages, coordinates, or needs visibility over work from the office or on the go. Each Full user counts as a paid seat.
Lite user
Lite users are mobile-app-only. They see only the events assigned to them and have no dashboard access or visibility over other work. Invite field installers and on-site crews as Lite users. Each Lite user also counts as a seat.
Vendors are not users inside your workspace. Each vendor company has their own Vantage workspace linked to yours. Their users do not count against your seat limit.
Permission levels for Full users
Full users are assigned one of four permission levels when they are invited. This controls what they can see and do in the dashboard.
Admin
Admins have full access to everything, including Workspace Settings, user management, and all records. Assign this to owners, operations managers, and anyone responsible for configuring the workspace.
Standard
Standard users have full access to day-to-day work: events, projects, clients, Schedule, and media. They cannot access Workspace Settings or manage users. This level is for project managers, coordinators, and salespeople.
Restricted
Restricted users are limited to records they are assigned to or own. They cannot see the full events list or all clients. Use this for team members who should only see their own work.
Custom permission groups beyond the four defaults are configured by the Vantage team, not by workspace admins. Let us know if the default permission levels do not fit your needs.
Who gets access to what: quick reference
Use this table as a starting point when deciding what to assign each person on your team.
Role | User type | Permission level |
Owner / operations manager | Full user | Admin |
Project manager / coordinator | Full user | Standard |
Salesperson | Full user | Standard or Restricted |
Finance / accounts | Full user | Standard or View only |
Field installer / crew | Lite user (installer) | Lite (fixed, not configurable) |
External subcontractor company | Vendor (separate workspace) | Not applicable |
End customer | Client Portal | Not applicable |
Changing a user's permission level
To change a Full user's permission level, go to the Users page, open the user's record, and update their permission group. You can do this at any time.
You cannot convert a Lite user to a Full user or vice versa after invitation. To change a user's type, deactivate the existing account and re-invite them with the correct type.
FAQ
Can a Lite user access the web dashboard?
Can a Lite user access the web dashboard?
Lite users are mobile-app-only. They see only the events assigned to them and cannot access the web dashboard. If someone needs dashboard access, invite them as a Full user instead.
Can I create custom permission groups?
Can I create custom permission groups?
Custom permission groups are configured by the Vantage team. Let us know the permission levels you need and we can set them up for your workspace.
How many Admins should I have?
How many Admins should I have?
At least two, so there is always a backup if one person is unavailable. More than four or five can make it hard to keep workspace configuration consistent.