What roles and permissions can I give to my team members?

When you invite someone to your Vantage Space organisation via the web app (https://my.vantagespace.com), you control what they can do using user type and optional permissions.

Organisation owner

One person is the organisation owner. They control billing and core account ownership. The owner has full access to all organisation settings.

Team vs External

When you invite people under Manage Team (left sidebar → Organisation settings → Manage Team), you choose:

Team — people who work inside your organisation on the website. Team members can create, edit, and delete studies, and can view organisation settings, study options, team members, and credit activity (depending on permissions).

External — people mainly meant for data collection, such as observers or clients. External users typically use the observation app to collect data. By default they cannot see or manage study data on the website — but you can grant website access on each study's setup page if needed (see below).

Optional permissions for Team members

For Team members, you can enable specific abilities:

• Manage Team — invite and remove users, manage permissions
• Manage core settings — view and edit organisation details and billing-related settings
• View and download invoices — access the Purchases section and download PDF invoices
• Manage study options — add, edit, and delete organisation-level workspace types, activities, and technologies

Per-study permissions

On each study's setup page, you can give External users extra access for that study:

• Study Manager — can manage that study on the website
• Dashboard access — can see results for that study
• Progress access — can see the progress page for that study while it's live

This means an External user is not always limited to the app only. If you need a client or observer to log into the website for a specific study, grant Study Manager and/or Dashboard access on that study's setup page.

Recruiting observers

For step-by-step instructions on finding Manage Team and inviting observers, see the sections below.

Where to invite people

1. Sign in to https://my.vantagespace.com
2. In the left sidebar, under Organisation settings, click Manage Team
3. Click Invite New Team Member(s) (top right of the page)

Inviting observers

The process of recruitment is up to you. Common approaches include:

• Students or facilities-management trainees
• Staffing agencies or commercial real estate consultancies
• Your own employees or facilities-management subcontractors

Once you have observers, invite them via Manage Team. Each person receives an email invitation and sets their own password. For most observers, choose External as the user type.

After inviting, assign them to studies and workspaces on each study's setup page.

One account per observer

We strongly recommend creating individual accounts for each observer. Sharing one login across multiple people or devices makes it hard to track performance, causes sync problems, and risks data loss.

There is no limit to the number of users you can invite.

Showing a client data from one study only

To give a client access to results for a single study without exposing other studies:

1. Invite them as an External user via Manage Team
2. On that study's setup page, grant Dashboard access (and Study Manager if they need to manage the study on the website)
3. Assign them only to the relevant study

They will only see studies and data you assign to them.

Re-assigning workspaces during a live study

If you need to move workspace assignments to a different team member during an active study, use Manage Team to ensure the new person is invited and assigned as an observer on the study, then update workspace assignments on the study setup page.

Support for setting up observers

Training and onboarding materials are available via Help & Support in the left sidebar after you sign in. For further help, email team@vantagespace.com.

Only the organisation owner or team members with permission to manage studies and team can edit study setup and invite people.

Note: Everybody must accept their email invitation before they can log into the website or observation app.

Updated on: 05/06/2026