Roles & Permissions
VLX provides two layers of user access control: Organization-level roles and Team-level roles. This structure ensures you can manage access to templates, inspections, and projects across your company while maintaining flexibility within each operational team.
Organization Roles
Organization roles define what a user can manage at the account level. These permissions apply across all teams and control access to users, teams, settings, and billing. While Owners, Super Admins, and Admins have organization-wide authority, Members have no global permissions by default—their access is defined entirely by the role they are assigned within each team.
Owner
The Owner is the user who originally created the organization. This role has full control over the account, including billing, subscription management, user and team management, and all data across the organization. Only the Owner can delete the organization. Ownership can be transferred to another user if needed.
Super Admin
Full administrative access without the ability to delete the organization. Super Admins can manage users, teams, settings, inspections, projects, templates, and billing.
Admin
Operational control across the organization. Admins can manage users, teams, and all content, but do not have access to billing or subscription management.
Member
The base organization role. Members have no organization-wide permissions. What they can see and do is determined entirely by the role they are assigned within each team.
Organization Role Permissions Overview
Permission Area | Owner | Super Admin | Admin | Member (Team Level) |
|---|---|---|---|---|
Manage organization details & branding | ✔︎ | ✔︎ | ✔︎ | ✖︎ |
Delete organization | ✔︎ | ✖︎ | ✖︎ | ✖︎ |
Add/remove users, manage roles | ✔︎ | ✔︎ | ✔︎ | ✖︎ |
Billing & subscription management | ✔︎ | ✔︎ | ✖︎ | ✖︎ |
Create teams | ✔︎ | ✔︎ | ✔︎ | ✖︎ |
View all teams | ✔︎ | ✔︎ | ✔︎ | ✖︎ |
Delete teams | ✔︎ | ✔︎ | ✔︎ | ✖︎ |
Change team settings | ✔︎ | ✔︎ | ✔︎ | Team role |
View inspections/projects/templates | ✔︎ | ✔︎ | ✔︎ | Team role |
Edit inspections/projects/templates | ✔︎ | ✔︎ | ✔︎ | Team role |
Create inspections/projects/templates | ✔︎ | ✔︎ | ✔︎ | Team role |
Legend
- ✔︎ = Allowed
- ✖︎ = Not allowed
- Team role = Determined by the user’s role within each team
Note: The organization role defines global permissions but does not automatically grant access to inspections, templates, or reports. That’s controlled at the team level.
Team Roles
Team roles provide a granular access control and define what a user can see and do within a specific team.
Admin
Full control of the team.
- Manage team members and roles.
- Manage team settings.
- Create, view, and edit all projects and inspections.
Contributor
Contributors can create and update projects and inspections based on their Access Level:
- Full Access
- Edit: All inspections and projects
- View: All inspections and projects
Use for team leads and managers who need full team operational access.
- Limited Access
- Edit: Own / Assigned inspections
- View: All inspections and projects
Use for contributors who work on their own items but need visibility into the team’s work.
- Focused Access
- Edit: Own / Assigned inspections
- View: Own / Assigned inspections
Use for field users and collaborators who should only see their own work.
Viewer
View-only access.
- Can view inspections and reports shared with the team.
- Cannot create, edit, or submit inspections.
- No access to projects, templates, or team settings.
🔁 Users can have different roles in different teams. For example, someone could be an Admin in the "Cleaning Crew" team and just a Viewer in the "Maintenance" team.
How to Invite and Assign Roles
Invite to the Organization
- Go to the Users tab in the sidebar.
- Click Invite User.
- Enter their email and assign their org-level role (Super Admin, Admin, or Member).
- Click Send Invitation.
Add to a Team
- Go to the Teams tab.
- Select the team you want.
- Click Add User.
- Enter their email and assign a team-specific role.
- Choose what level of access you want them to have within that team.
Quick Example
You want your regional manager to oversee multiple teams, but only give field inspectors access to their own work.
- Assign the manager an Admin org role and make them a Team Admin in all relevant teams.
- Assign field inspectors the Member org role and then make them Contributor (Limited) in their assigned team.