Roles and what each one can do
In short
Each team member has one of five roles. Owners and Admins manage people, settings and billing; Managers handle suppliers, requests and uploads; Reviewers review documents and record decisions; Viewers read records and previews only. Each workspace has one Owner, who alone can close it or hand ownership to someone else. Supplier contacts and auditors aren't team members and don't count toward your plan.
Every member of your team has one role in the workspace. The role decides which actions Vendarity offers them and which it accepts, and it applies across the whole workspace.
What is each role for?
- Owner: everything an Admin can do, plus closing the workspace and transferring ownership.
- Admin: manage people, settings, billing and documents. Needs an authenticator app.
- Manager: manage suppliers, requests and uploads. Managers don’t record review decisions or publish requirements.
- Reviewer: review documents, record approval decisions and export records.
- Viewer: read records and see document previews. Cannot download original files, export or make changes.
Who can do what?
| Action | Owner | Admin | Manager | Reviewer | Viewer |
|---|---|---|---|---|---|
| See suppliers, documents and reports | Yes | Yes | Yes | Yes | Yes |
| Download original files | Yes | Yes | Yes | Yes | No |
| Add suppliers and contacts | Yes | Yes | Yes | No | No |
| Assign requirements and send requests | Yes | Yes | Yes | No | No |
| Upload a document for a supplier | Yes | Yes | Yes | Yes | No |
| Review documents and record approval decisions | Yes | Yes | No | Yes | No |
| Export reports and build evidence packs | Yes | Yes | Yes | Yes | No |
| Create and publish requirements | Yes | Yes | No | No | No |
| Record temporary exceptions | Yes | Yes | No | No | No |
| Publish approval rules and audit checklists | Yes | Yes | No | No | No |
| Decide approval stages, assess audits and verify corrective actions | Yes | Yes | No | Yes | No |
| Schedule audits and plan corrective actions | Yes | Yes | Yes | Yes | No |
| Manage the team, settings and billing | Yes | Yes | No | No | No |
| See and export the workspace history | Yes | Yes | No | No | No |
| Share an evidence pack with an auditor | Yes | Yes | No | No | No |
| Transfer ownership or close the workspace | Yes | No | No | No | No |
When a workspace is read-only, for example after a trial ends, actions that change records pause for every role. Reading, exporting and ending someone’s access keep working.
What extra security do Owners and Admins need?
Owners and Admins of every workspace must set up an authenticator app before they can open it. It is a one-time step. Some sensitive actions, such as transferring ownership, recording an exception or shortening how long replaced documents are kept, also ask you to sign in again if your last sign-in was not recent. See Secure your account.
Can we require an authenticator for every member?
Open Team & access
As an Owner or Admin, choose Settings, then Team & access. The member list shows each person's Authenticator status, Authenticator set up or No authenticator, and their Last sign-in.
Check who it affects
Under Authenticator requirement, Vendarity says how many members have no authenticator yet. It sends them no email.
Turn it on
Choose Require an authenticator for every member. The next time a member without one opens the workspace, Vendarity opens Account security for them to set one up; then they choose Open your workspace.
To go back to requiring it for Owners and Admins only, choose Require for Owners and Admins only. Because this lowers protection, Vendarity asks you to sign in again first if your last sign-in was more than five minutes ago. Both changes are recorded in the workspace history. While the workspace is read-only, the requirement can't be changed.
How many team members can we have?
Each plan sets how many team members a workspace can have: 3 in the trial, 5 on Core and 15 on Growth. Pending invitations count too. Supplier contacts and invited auditors don’t count.
Common questions
- Can a Manager accept a document?
- No. Review decisions belong to Reviewers, Admins and the Owner. Managers prepare requests and upload documents.
- Why can’t a Viewer download a file?
- Viewers see previews but can’t download original files or export. Give them the Reviewer role if they need exports.
- Can a workspace have two Owners?
- No. Each workspace has one Owner. The Owner can transfer ownership to another member and becomes an Admin.
- Does requiring an authenticator affect supplier contacts or auditors?
- No. They are not members of your workspace and sign in with a code sent to their email instead.
- Do supplier contacts count as team members?
- No. Your plan counts your own team members and pending invitations only. Supplier contacts and invited auditors don’t count.
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