Understanding User Roles

Administrator

The Administrator is the most powerful role in VaultN. This role covers every area of the platform, ensuring full control over both operational and strategic settings.

Distribution: In Distribution, an Administrator can view stock levels, upload and extract keys, and create, assign, reassign, or refill stockpools. The only restriction is that Administrators cannot transfer keys, which is intentionally excluded to maintain security.
Dashboard: They have access to the Dashboard, including full sales data and insights.
Catalog: In the Catalog, Administrators can do everything: view and search products, create and edit them, delist or archive SKUs, and maintain a complete product library.
Vault Settings: In Vault Settings, they can create and edit geographic regions and change the default settings of price lists.
Price Lists: For Price Lists, they can view, create, and edit lists.
Promotions: For Promotions, they can view, create, edit, and assign promotions to connections or pricelists.
Finance: In Finance, Administrators can generate and download all available reports, including sales, invoicing, inventory, and key movement reports. They can also view order lists and order details.
Network: They have complete Network permissions: viewing connections, inviting new ones, accepting requests, and editing connection settings.
Account Settings: In Account Settings, they can view and edit company information, as well as create and edit users.
Technical: In Technical areas, Administrators can configure exchange rates, manage external key repository connections, upload API certificates, and view API certificates and documentation.

In short, the Administrator has complete oversight and control over the platform, except for key transfers, which remain restricted.

Product Admin

The Product Admin role is focused entirely on managing the product catalog.

Catalog: Product Admins can view and search the catalog, as well as create, edit, delist, and archive products and SKUs.
Vault Settings: They can also manage regions within Vault settings.
Shared SKUs: They can view shared SKU details when working with partners.
Account Settings: They are also allowed to edit company account settings.

However, Product Admins do not have any access to stock distribution, cannot manage price lists or promotions, cannot see detailed finance reports or sales insights on the dashboard, and cannot configure technical or API-related settings. This role is best for catalog managers who should not interact with distribution or finance.

Product Member

The Product Member is a catalog-focused role with creation and deletion capabilities.

Catalog: They can view and search products in the catalog. They can also create products, delist products, and create and archive SKUs.
Dashboard: They can view the Dashboard but do not have access to sales data and insights.
Shared SKUs: They can view details of shared SKUs.
Account Settings: They can view company account settings.

They cannot edit existing products, generate reports, manage price lists, promotions, stock, or users. This role is designed for team members who need visibility into the catalog and specific product creation rights.

Finance Admin

The Finance Admin role is designed for financial controllers or managers.

Finance: They can access Finance fully: generating and downloading reports on sales, invoicing, key movements, and inventory.
Orders: They can also view order lists and details to track financial transactions.
Catalog & Promotions: Finance Admins can view (but not edit) price lists and promotions.
Dashboard: On the Dashboard, they can view overall sales insights.
Network: They can also view network connections.
Account Settings: In Account Settings, Finance Admins can both view and edit company account information.

They cannot create or edit users, manage products, stock distribution, price list creation, or technical/API settings. Their permissions are centered entirely on financial control and oversight.

Finance Member

The Finance Member role is a read-only version of Finance Admin.

Finance: They can view and download reports for sales, inventory, and key movements. They can also generate reports, including invoicing reports.
Orders & Pricing: They can view order lists and details, price lists, promotions, and overall sales data in the Dashboard.
General: They can also view company account settings and network connections.

This role is strictly limited to visibility. Finance Members cannot create users, edit account settings, or interact with the catalog, stock, or promotions.

Sales Admin

The Sales Admin role is designed for managing all sales and distribution activities.

Distribution: In Distribution, they can view stock levels, upload and extract keys, and manage stockpools (create, assign, reassign, refill). They cannot transfer keys.
Dashboard: On the Dashboard, they can see sales insights.
Catalog: In the Catalog, Sales Admins have full permissions: creating, editing, delisting, and archiving products and SKUs.
Vault Settings: In Vault Settings, they can manage regions and price list defaults.
Price Lists & Promotions: For Price Lists and Promotions, they can view, create, edit, and assign them.
Finance: In Finance, they can view and generate reports across sales, invoicing, inventory, and key movements. They can also view orders and order details.
Network: For Network, they can view connections, invite new partners, accept requests, and edit settings.
Account Settings: In Account Settings, they can view and edit company info.

This role is comprehensive for commercial operations but excludes key transfers, technical/API configurations, and user management.

Sales Member

The Sales Member role provides focused access for sales teams.

Distribution: In Distribution, they can view stock levels and sell-through rates, and upload keys.
Stockpools: They can also reassign and refill stockpools (but not create new ones or extract keys).
Dashboard: On the Dashboard, they can view sales insights.
Catalog: In the Catalog, they can view/search products and view shared SKU details.
General: They can view price lists, promotions, connections, and orders. They can assign promotions to a connection or pricelist. They can also generate inventory reports and view company account settings.

They cannot create or edit products, create promotions, or edit users. This role is for sales staff who need visibility and specific operational input.

Technical Admin

The Technical Admin manages all API and integration settings.

API: They can upload API authentication certificates and view API certificates and documentation.
Vault Settings: In Vault Settings, they can configure exchange rates and connect external key repositories.
Account Settings: They can view company account settings.

They do not have access to catalog, distribution, sales, finance, or promotions. Their role is highly specialized, limited to system integrations.

User Admin

The User Admin manages the people using VaultN.

User Management: They can create and edit user accounts.
Settings: They can view company account settings and Vault settings.

They cannot access catalog, distribution, finance, sales, promotions, or technical/API settings. Their role is strictly focused on user lifecycle management.

The overall table view of roles:

Area	Permission	Role Type	Administrator	Product Admin	Product Member	Finance Admin	Finance Member	Sales Admin	Sales Member	Technical Admin	User Admin
Distribution	View stock levels & sell-through rates	Publisher	Yes	No	No	Yes	No	Yes	Yes	No	No
Distribution	Upload keys	Publisher	Yes	No	No	No	No	Yes	Yes	No	No
Distribution	Extract keys	Publisher	Yes	No	No	No	No	Yes	No	No	No
Distribution	Transfer keys	Publisher	No	No	No	No	No	No	No	No	No
Distribution	Create & assign stockpools	Publisher	Yes	No	No	No	No	Yes	No	No	No
Distribution	Reassign & Refill stockpools	Publisher	Yes	No	No	No	No	Yes	Yes	No	No
Distribution	View details on shared SKUs	Retailer	Yes	Yes	Yes	Yes	Yes	Yes	Yes	No	No
Dashboard	Sales data & insights	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	Yes	No	No
Catalog	View & search products	Publisher & Retailer	Yes	Yes	Yes	Yes	Yes	Yes	Yes	No	No
Catalog	Create products	Publisher	Yes	Yes	Yes	No	No	Yes	No	No	No
Catalog	Edit products	Publisher	Yes	Yes	No	No	No	Yes	No	No	No
Catalog	Delist products	Publisher	Yes	Yes	Yes	No	No	Yes	No	No	No
Catalog	Create SKUs	Publisher	Yes	Yes	Yes	No	No	Yes	No	No	No
Catalog	Archive SKUs	Publisher	Yes	Yes	Yes	No	No	Yes	No	No	No
Vault settings	Create/edit Regions	Publisher	Yes	Yes	No	No	No	Yes	No	No	No
Distribution	View price lists	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	Yes	No	No
Distribution	Create price lists	Publisher	Yes	No	No	No	No	Yes	No	No	No
Distribution	Edit price lists	Publisher	Yes	No	No	No	No	Yes	No	No	No
Vault settings	Edit default settings of price lists	Publisher	Yes	No	No	No	No	Yes	No	No	No
Promotions	View promotions	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	Yes	No	No
Promotions	Create promotions	Publisher	Yes	No	No	No	No	Yes	No	No	No
Promotions	Edit promotions	Publisher	Yes	No	No	No	No	Yes	No	No	No
Promotions	Assign promotion to Connection/Pricelist	Publisher	Yes	No	No	No	No	Yes	Yes	No	No
Finance	View & download generated reports	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	No	No	No
Finance	Generate new reports - Sales (Finance)	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	No	No	No
Finance	Generate new reports - Key movements (KBK)	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	No	No	No
Finance	Generate new reports - Invoicing	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	No	No	No
Finance	Generate new reports - Inventory reports	Publisher	Yes	No	No	Yes	Yes	Yes	Yes	No	No
Finance	View order list	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	Yes	No	No
Finance	View order details	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	Yes	No	No
Network	View connections	Publisher & Retailer	Yes	No	No	Yes	Yes	Yes	Yes	No	No
Network	Invite connection	Publisher & Retailer	Yes	No	No	No	No	Yes	No	No	No
Network	Accept connection	Publisher & Retailer	Yes	No	No	No	No	Yes	No	No	No
Network	Edit connection settings	Publisher	Yes	No	No	No	No	Yes	No	No	No
Account settings	View company account settings	publisher & Retailer	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Account settings	Edit company account settings	Publisher & Retailer	Yes	Yes	No	Yes	No	Yes	No	No	No
Account settings	Upload API Auth certificate	Retailer	Yes	No	No	No	No	No	No	Yes	No
Account settings	Create users	publisher & Retailer	Yes	No	No	No	No	No	No	No	Yes
Account settings	Edit users	Publisher & Retailer	Yes	No	No	No	No	No	No	No	Yes
Vault settings	View vault settings	Publisher & Retailer	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Vault settings	Configure exchange rate settings	Publisher	Yes	No	No	No	No	No	No	Yes	No
Vault settings	Configure external key repository connection	Publisher	Yes	No	No	No	No	No	No	Yes	No
Vault settings	View API certificates	Retailer	Yes	No	No	No	No	No	No	Yes	No
Vault settings	View API documentation	Publisher & Retailer	Yes	No	No	No	No	No	No	Yes	No