Roles & Permissions
How Vega roles and permissions work: grant event, billing, and staff access, build custom roles, and fix permission errors for your team.
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Vega uses a granular permission system that lets you control exactly what each team member can do. Instead of rigid preset roles, you create custom roles with the specific permissions your team needs.
How It Works
- Permissions are individual capabilities (e.g., “Request events” or “Add and edit staff”)
- Roles are collections of permissions that you name and assign to team members
- Each team member is assigned one role within your organization
Available Permissions
Vega’s permissions are action-based: each one grants the ability to do something or manage part of the platform. In the role editor they are grouped by area, and each group shows how many of its permissions are on. Areas your organization doesn’t use (Reservations, for example) don’t appear. These are the ones you’ll use most:
Events & requests
| Permission | What It Allows |
|---|---|
| Request events | Create events; view and edit only the events you create |
| Approve and manage all events | Create, edit, and approve any event in the organization |
Tickets & box office
| Permission | What It Allows |
|---|---|
| Scan tickets at the door | Check people in by scanning their tickets |
| Sell tickets in person | Sell tickets at the door by card reader, tap to pay, or as a comp |
| Issue refunds | Refund tickets, passes, shop orders, and in-person sales without full access |
| Manage card readers | Pair and unpair the organization’s card readers (not needed just to sell on one) |
Shop & customers
| Permission | What It Allows |
|---|---|
| Manage the shop | Set up shops, products, and stock, and read shop sales |
| View customers | See the people who buy tickets, passes, and shop orders, with their purchase history |
| Manage customers | Edit customer records, merge duplicates, and export the customer list |
Reservations
Reservation permissions include View reservations, Manage reservations, Approve reservations, Assign reservation staff, Submit completion reports, View reservation reports, and Manage reservation settings.
Vendors & site maps
| Permission | What It Allows |
|---|---|
| Manage vendors | Set up vendor programs, booths, and fees, decide on applications, and message vendors |
| Review vendor applications | Read and score vendor applications (cannot approve or change anything) |
| Manage site maps | Upload site maps, draw booths and other shapes, and link shapes to vendor booths |
Credentials & work orders
| Permission | What It Allows |
|---|---|
| Manage credentials | Set up access zones, checkpoints, and credential types; issue, change, and revoke credentials |
| Look up and print credentials | Find VIP guests at the door and print their badges (cannot issue or revoke) |
| Manage work orders | Set up work-order teams and categories, and work every work order |
People & groups
| Permission | What It Allows |
|---|---|
| Manage groups | Create groups and edit any group in the organization |
| Add and edit staff | Invite staff and change their roles |
Organization setup
| Permission | What It Allows |
|---|---|
| Add and edit spaces | Create and edit the organization’s spaces |
| Manage organization settings | Edit the organization’s profile, such as its description and logo |
| Manage the form library | Create and edit shared forms (not needed to attach an existing form to an event) |
Vega AI
| Permission | What It Allows |
|---|---|
| Use the organization’s AI credits | Spend, buy, and view the organization’s AI credits. Without it, staff use their own personal credits |
Full access
Full access sits apart from the groups at the bottom of the role editor. It lets someone change anything across the whole organization, including billing and subscriptions. When it’s on, the other switches are locked on.
⚠️ Warning
Creating a Custom Role
- Click Staff in the sidebar and open the Roles tab
- Click Add role
- In the Create role panel, give the role a name (e.g., “Event Coordinator”), a description, and a card color
- To save time, pick a Start from option such as Door Staff, Box Office, or Reservations Manager, or leave it on Blank
- Open each group and switch on the permissions this role should have
- Click Create role
To change a role later, open it from the Roles tab, adjust the switches, and click Save role. The Owner role always has every permission and can’t be changed.
💡 Tip
Example Roles
Here are some common role configurations:
Event Coordinator
- Approve and manage all events, Add and edit spaces
Front Desk / Door Staff
- Scan tickets at the door
Organization Admin
- Full access
Marketing / Content
- Request events, Manage groups
Assigning Roles
When you invite a team member or update an existing member, select the role you want to assign them. Each member gets exactly one role.
Related
- User Management — Invite and manage team members
- Organization Onboarding — Initial setup including role creation