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Invite Users & Manage Roles ​

Every person who uses Vigil — whether your own staff or a contractor — needs an invitation and a role. This page covers how to send invites, what the roles mean, and how to change someone's access.

Prerequisites: Org Admin role (or roles.manage permission).

Sending an invitation ​

  1. Go to Org Settings → Team.
  2. Click the Invite tab.
  3. Fill in:
    • Email (required) — the person's work email.
    • Role (required) — see Role descriptions below.
    • Contractor (required only for SP roles) — if the role is sp_admin or sp_technician, select which Service Provider they belong to.
    • Store access (optional for org users) — restrict an org user to specific sites. Leave empty to grant access to all sites.
  4. Click Send invite.

The invitee receives an email. They click the link, verify with an email code, and land in the appropriate app (web for org users, Vigil Service for SP users).

Roles ​

Org Admin ​

Full access to everything within the organization — create and edit sites, assets, work orders, service providers; manage users, roles, billing, and integrations.

Use for: your operations manager or anyone who administers the platform.

Org Operator ​

Day-to-day operations access. Can read assets, create and manage issues and work orders, assign work to service providers, and verify completed work. Cannot manage users or org-level settings.

Use for: facility supervisors and senior operators.

Org User ​

Read access plus the ability to create and submit issues. Site-restricted — can only see data for the sites they've been granted access to. Cannot assign work orders or manage settings.

Use for: store-level staff who report problems.

SP Admin ​

Contractor-company admin. Can manage their own company's technicians within Vigil. Sees only work orders assigned to their service provider. Web app blocked — uses Vigil Service app only.

Use for: the contact person at your contractor company.

SP Technician ​

Individual technician. Can check in, do work, collect evidence, and submit jobs for review. Sees only work orders assigned to them at sites their company has access to. Uses Vigil Service app only.

Use for: individual repair technicians.

Managing existing team members ​

  1. Go to Org Settings → Team → Current Team.
  2. Click any team member's row to open their edit panel.
  3. From here you can:
    • Change role — select a new role from the dropdown.
    • Edit site access — check/uncheck stores (for org users with restricted access).
    • Remove — revokes access immediately.

Pending invites ​

The Pending tab shows invites that have been sent but not yet accepted.

From here you can:

  • Resend — sends the invite email again.
  • Revoke — cancels the invite before it's accepted.

What's next? ​

With your team and service providers in place, start recording work:

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