Inviting Team Members

Collaboration is central to every deal. Vetting Vault lets you invite unlimited team members — buyers, sellers, advisors, lawyers, accountants, and anyone else involved — at no additional cost.

Overview

Deals are rarely a one-person effort. A typical M&A transaction involves buyers, sellers, legal counsel on both sides, accountants, consultants, and sometimes dozens of other participants. Vetting Vault is built for this reality.

When you invite someone to a deal, they get full access to collaborate, upload documents, track progress, and communicate with the rest of the team. There is no per-seat fee and no limit on how many people you can invite.

How Invitations Work

The invitation process is straightforward and takes just a few seconds per person:

1. You send an invite — From inside the deal, enter the person's email address and select their role.
2. They receive an email — The recipient gets an invitation email with a direct link to the deal.
3. They create an account or log in — If they are new to Vetting Vault, they sign up for a free account. If they already have an account, they simply log in.
4. Immediate access — Once logged in, they are taken directly to the deal and can start collaborating right away.

Invitees do not need to navigate the platform on their own or figure out where to go. The invitation link brings them straight into the deal workspace.

Roles and Access Levels

Vetting Vault uses a simple role system to control what each participant can do within a deal. You assign a role when sending the invitation, and you can change it at any time.

Deal Admin

Deal Admins have full control over the deal. This is typically the person who created the deal, but you can grant admin access to others as well.

• Create and configure deals
• Manage the request list (add, edit, delete categories and items)
• Invite and remove participants
• Change roles and permissions for any team member
• Access all deal settings, including timeline and feature toggles
• Export deal data and generate reports

Deal Contributor

Contributors are the most common role. They have full collaboration capabilities within the deal but cannot change deal-level settings or manage other participants.

• View the complete request list and all deal information
• Upload documents against any request item
• Update request statuses (e.g., mark items as "submitted" or "to discuss")
• Comment on individual requests with questions or context
• Participate in deal chat with @mentions and replies
• Use Q&A threads to ask and answer questions
• Receive real-time notifications for updates and assignments

The Contributor role is completely free. This includes everyone on both sides of the deal: the buyer's team, the seller's team, lawyers, accountants, consultants, and any other advisors.

Guest / Viewer

The Guest or Viewer role provides read-only access for participants who need visibility into the deal but do not need to upload documents or interact with the request list.

• View the request list and uploaded documents
• View deal chat messages and Q&A threads
• Download documents for review
• Cannot upload files, change statuses, or leave comments

This role is useful for board members, senior stakeholders, or anyone who needs to monitor progress without actively participating in the day-to-day workflow.

Inviting from the Deal Page

To invite team members, follow these steps from within a deal:

1. Navigate to the deal you want to add people to.
2. Click the "Invite" button, located near the top of the deal page alongside the participant list.
3. Enter one or more email addresses. You can type multiple addresses separated by commas to invite several people at once.
4. Select the role for the invitees: Deal Admin, Contributor, or Guest. All invitees in a single batch receive the same role. If different people need different roles, send separate invitations.
5. Add an optional message that will be included in the invitation email. This is a good place to provide context, such as "Please upload last 3 years of tax returns under the Financial category."
6. Click "Send Invitations". Each person receives an email immediately.

Intake Form Links

Sometimes you need to collect documents from someone who does not need to see the full deal — for example, a business owner submitting financial records, or a third party providing a single report. Intake Form Links are designed for exactly this scenario.

An Intake Form Link creates a focused upload portal where the recipient can:

• See only the specific requests assigned to them
• Upload documents directly against each request
• Download any attached PDF templates (e.g., forms they need to fill out and re-upload)
• Track their own submission progress

The key difference from a standard invitation is that no account is required. The recipient opens the link, sees what is needed, and uploads their files. They never see the rest of the deal, the other participants, or any information beyond what you have specifically included in the intake form.

To create an Intake Form Link:

1. Go to the deal and open the Intake Forms section.
2. Select which request items to include in the form.
3. Optionally attach PDF templates that the recipient should download, complete, and re-upload.
4. Generate the link and share it via email, text, or any other channel.

Managing Team Members

As a Deal Admin, you have full control over who is in the deal and what they can do. From the deal's participant list, you can:

• View all participants — See everyone who has access to the deal, along with their role, email address, and when they last accessed the deal.
• Change roles — Promote a Contributor to Admin, or change an Admin to a Contributor. Role changes take effect immediately.
• Remove access — Revoke a participant's access to the deal. They will no longer be able to view or interact with the deal in any way.
• View activity — See a log of what each participant has done, including uploads, status changes, and comments. This is useful for tracking engagement and identifying bottlenecks.
• Resend invitations — If someone has not accepted their invitation, you can resend it with a single click.

Next Steps

With your team in place, you are ready to start working through the deal. Explore these guides to make the most of your collaboration:

• Deal Management — Learn how to manage and monitor deal progress
• Request Lists — Master the request list workflow, including statuses and assignments
• Deal Chat — Use @mentions and threaded conversations to keep communication organized
• Intake Forms — Set up document collection portals for external contributors
• Team & Roles — Advanced role configuration and permission management