User Roles determine which areas of Vega a user can access and what actions they are permitted to perform.
When creating or editing a user from Admin > User Maintenance, you assign a role that provides a default set of permissions. These permissions can then be customised using the available permission checkboxes to suit individual users.
Note
Only System Admin users can:
- Access the Admin area.
- Create, edit, and manage other users.
- Make users inactive.
- View contact notes secured with System Administrator permissions.
For more information on creating users, refer to the User Maintenance article.
Accessing User Roles
Navigate to:
Admin > User Maintenance
When creating or editing a user, select the appropriate User Role. The available permission checkboxes will automatically update based on the selected role.
Some permissions are not available for certain roles and will be hidden.
Permission Settings
Each role includes a set of permission checkboxes that control access to different areas of Vega.
Contact Permissions
| Permission | Description |
|---|---|
| Contacts | Allows the user to view, create, and edit contacts, access the Contacts tab, and use the Query Tool. |
| My Contacts | Restricts the user to only contacts assigned to them through lists or linked attributes. |
| Contact Payments | Allows the user to view, create, and edit payments from within a Contact Dashboard. |
| Contact Mailings | Allows access to the Campaigns and Mailings tabs on a contact. |
| Contact Notes | Allows access to the Notes tab on a contact. |
Notes
Contacts
If disabled, the Contacts tab is hidden and users cannot open Contact Dashboards. Users with access to the Money tab can still search for contacts while processing payments but cannot open the contact record.
My Contacts
When enabled, searches are restricted to assigned contacts only, and users cannot access Vega Preset Queries, My Queries, or My Lists.
Contact Payments
If disabled, the Payments & Recurring tab is hidden from the Contact Dashboard. Users with the Money permission can still manage payments through batches.
Other Permissions
| Permission | Description |
| Money | Access batches, payments, recurring payments, and financial processing. |
| Engage | Access campaigns and marketing functionality. |
| Insights | Access reporting dashboards and analytics. |
| Documents | Create, edit, and manage document templates. |
| Attributes | Create, edit, and manage attributes. |
Notes
Money
If disabled, the Money tab is hidden. Users with Contact Payments enabled can still manage payments from within Contact Dashboards.
Engage
If disabled, the Engage tab is hidden. Users can still view Campaigns and Mailings on contacts if Contact Mailings is enabled.
Insights
Disabling this permission hides the Insights tab but does not affect access to queries available through the Contacts area.
User Roles
Each User Role provides a different level of access and is intended for specific types of users.
System Admin
Purpose
Provides unrestricted access to all areas of Vega.
Default Access
- Admin
- Contacts
- Money
- Engage
- Insights
- Solutions
- User Management
Typical Users
- CRM Administrators
- System Administrators
- IT Managers
System Admin users have full access to all functionality within Vega and can customise permissions for other users.
General Staff
Purpose
Designed for users who actively manage contacts, campaigns, and payments but do not require access to system administration.
Default Access
- Home
- Contacts
- Engage
- Money
- Insights
- Solutions
Permissions can be customised to allow access to Document Templates and Attribute Maintenance where required.
Typical Users
- Fundraising staff
- Database administrators
- Customer service staff
Dashboard View
Purpose
Provides access to organisational reporting without operational functionality.
Can View
- Contact reports
- Payment reports
- Recurring payment reports
Users cannot access contact records or perform administrative tasks.
Typical Users
- Executives
- Senior Managers
- Board Members
- Contact reports include the following metrics:
- Active Contacts
- Active Contacts by Contact Preference
- Active Contacts by Recruit Year
- Active Contacts by Recruit Campaign
- New Contacts This Month
- Average New Contacts Per Month
- Payment reports can be filtered by date range and campaign, and include the following metrics:
- Active Contacts
- Total Payment Value
- Average Payment Value
- Average Payment Value by Campaign
- Payment Value by Payment Type
- Payment Value by GL Code
- Payment Value by Campaign
- Recurring Payment reports can also be filtered by date range and campaign, and include:
- Active Contacts
- Total Value Processed
- Average Value Processed
- Average Value Processed by Campaign
- Recurring Contacts
- Recurring Values
- Value by Payment Type
- Value by GL Code
- Value by Campaign
| All Payments | Recurring Payments |
Telefundraiser
Purpose
Provides limited access for users making fundraising or supporter calls.
Default Access
- Contacts
- Solutions
By default, My Contacts is enabled so users only see contacts assigned to them. This restriction can be removed if required.
Telefundraisers see their Current Call List instead of Recent Contacts.
Typical Users
- Telephone fundraisers
- Call centre staff
For more information, see the Telefundraising article.
Volunteer Admin
Purpose
Provides limited access for staff coordinating volunteers or managing specific contact groups.
Default Access
- Contacts
- Solutions
By default:
- My Contacts is enabled.
- Contact Payments is disabled.
- Contact Mailings is disabled.
These permissions can be customised if additional access is required.
Typical Users
- Volunteer Coordinators
- Community Engagement staff
Read Only
Purpose
Allows users to view information without making changes.
Default Access
- Home
- Contacts
- Money
- Insights
- Solutions
Read Only users:
- Cannot edit data.
- Cannot create or modify queries.
- Cannot perform administrative functions.
- Can view organisation and preset queries.
Typical Users
- Senior Management
- Auditors
- Executive Staff
Role Comparison
| Role | Contacts | Money | Engage | Insights | Admin | Edit Data |
| System Admin | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| General Staff | ✓ | ✓ | ✓ | ✓ | ✗ | ✓ |
| Dashboard View | Reports Only | Reports Only | ✗ | Dashboard | ✗ | ✗ |
| Telefundraiser | Limited | ✗ | ✗ | ✗ | ✗ | Limited |
| Volunteer Admin | Limited | Optional | ✗ | ✗ | ✗ | Limited |
| Read Only | ✓ | ✓ | ✓ | ✓ | ✗ | ✗ |
Choosing the Right Role
Use the table below as a guide when deciding which role to assign.
| If the user needs to... | Recommended Role |
| Administer the entire Vega system | System Admin |
| Manage contacts, payments, and campaigns | General Staff |
| Make fundraising calls | Telefundraiser |
| Coordinate volunteers | Volunteer Admin |
| View reports only | Dashboard View |
| View data without editing | Read Only |
Tips
- Begin with the role that most closely matches the user's responsibilities.
- Use the permission checkboxes to customise access where required.
- Apply the My Contacts permission to restrict users to only their assigned contacts.
- Review user permissions regularly to ensure users have appropriate access as their responsibilities change.
“Some content in this article may have been developed with the assistance of AI tools and reviewed by staff.”
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