Team & Roles

Vetting Vault uses a simple but effective role system. Only deal creators and admins pay — everyone else collaborates for free with full access.

Overview

Deals involve many people: buyers, sellers, lawyers, accountants, bankers, and advisors on both sides. Vetting Vault makes it easy to bring everyone into a single workspace with the right level of access. The role system is intentionally simple — no complex permission matrices or confusing access tiers.

There are three roles: Deal Admin, Deal Contributor, and Guest/Viewer. The key distinction is that only Deal Admins need a paid subscription. Everyone else gets full access for free. This means you can invite as many people as your deal requires without worrying about per-seat costs.

Role Types

Each role has a clear purpose and a defined set of capabilities.

Deal Admin

The Deal Admin is the person who creates and manages the deal. This is typically the buyer, broker, investment banker, or lender running the transaction.

• Creates new deals and sets up the request list
• Invites and removes team members
• Assigns roles and manages permissions
• Full control over deal settings, templates, and branding
• Can archive or close deals
• Requires a paid subscription

A deal can have multiple admins. If your firm has several people who need to create and manage deals independently, each needs their own admin subscription.

Deal Contributor

Deal Contributors are invited to a deal by an admin. They get full collaboration access at no cost.

• Upload documents and files to requests
• Comment on requests and participate in Q&A
• Send and receive messages in Deal Chat
• View all deal information, request statuses, and progress
• Receive notifications for assignments and @mentions
• Completely free — no subscription required

Contributors have the access they need to participate fully in the deal. They can upload, comment, chat, and collaborate without any limitations on their day-to-day work.

Guest / Viewer

Guest access is provided through Guest View Links. Guests can see deal information without creating an account.

• Read-only access to the deal or specific sections
• View documents and request statuses
• No account required — access via a shared link
• Cannot upload, comment, or participate in chat
• Completely free — no account needed

Guest View Links are useful for stakeholders who need visibility into deal progress but do not need to contribute. Examples include board members reviewing deal status, senior partners monitoring progress, or clients checking on their transaction.

Team Management

Managing your deal team is straightforward:

• View all team members — See everyone who has access to a deal, including their role and when they last accessed the workspace.
• Invite new members — Add people by email address. They receive an invitation with a link to join the deal. New contributors create a free account during the process.
• Change roles — Adjust a team member’s role on a specific deal. For example, upgrade a contributor to admin if they need to manage the deal.
• Remove members — Remove someone from a deal when their involvement is complete. Access is revoked immediately.
• Cross-deal view — Admins can see which deals each team member has access to, making it easy to manage people across multiple active deals.

Access Control

Access in Vetting Vault is managed at the deal level, giving you precise control:

• Independent per deal — Each deal has its own access settings. A person can be an admin on one deal and a contributor on another, or have access to some deals and not others.
• Immediate revocation — When you remove someone from a deal, their access is revoked immediately. They can no longer see the deal or any of its contents.
• Audit trail — All access changes are logged. You can see when someone was added, when their role changed, and when they were removed. This is important for compliance and for answering questions about who had access to what and when.
• Confidentiality boundaries — The deal workspace respects the boundaries you set. Contributors see what they are supposed to see based on the deal admin’s configuration.

Pricing Implications

The role system directly ties to Vetting Vault’s pricing model, which is intentionally different from per-seat pricing:

• Only admins pay — Deal creators and admins are the only users who need a paid subscription. One subscription lets you create and manage multiple deals simultaneously.
• Unlimited contributors — There is no limit to how many contributors you can invite to a deal, and there is no additional cost per contributor. Invite your entire team and the counterparty’s entire team.
• Real-world example — A PE firm running an acquisition invites 20 people: their deal team, lawyers, accountants, the seller’s management team, the seller’s counsel, and a quality of earnings firm. All 20 collaborate daily. Only the PE firm’s deal lead pays for a subscription.
• No surprise costs — You will never get a bill because too many people accessed a deal. Invite everyone who needs to be involved without hesitation.

Best Practices

A few guidelines for managing your team effectively:

• Assign the admin role to the transaction lead — The person managing the deal process should be the admin. This is typically the buyer, broker, or lender who is driving the timeline and coordinating the parties.
• Give contributor access generously — Since it is free, there is no downside to inviting people early. Having everyone in the workspace from the start means communication stays centralized from day one.
• Use Guest View Links for observation-only access — For stakeholders who need to see progress but do not need to contribute, Guest View Links provide exactly the right level of access without cluttering the team roster.
• Review access for closed deals — After a deal closes, review the team roster and remove anyone who no longer needs access. This is good practice for data security and keeps your access records clean.
• Document role expectations — When inviting someone to a deal, briefly explain what they should do in the workspace: upload documents, respond to comments, review requests, etc. Clear expectations help new participants get productive quickly.