Posted on April 3, 2026 by Travis Peterson
Simple Guide to Managing Your Vault Users Effectively
One View Customer Success Team
A clean user list keeps Vault secure, accountable, and audit-ready. Here are the four moments that matter most.
Adding a New User
Navigate to Administration > Organizations, select the store, open Manage Security > Edit Users, and click + Add User. The new user will receive a Welcome email with a temporary login automatically.
Before you set them up:
- Assign the correct User Group (Sales, Controller, Front Office, etc.) — this controls folder access and actions
- Start with minimum necessary access and expand as needed
- Log the setup date, role, and access level internally
One View recommends keeping all users tied to a defined User Group rather than building individual custom permissions. It’s easier to manage and scales better as your folder structure grows.
When Someone Changes Roles
Go to Edit Users, locate the employee, and update their User Group via the dropdown on their store assignment. Vault will automatically realign their permissions to the new group. Keep in mind they may lose access from their previous role, which is the intended outcome.
If the new role doesn’t fit an existing group, you can use Modify Permissions to build a custom profile. Vault will flag this user as CUSTOM. Use sparingly and document why.
Running a Quarterly Audit
Pull your user list under Edit Users and compare it to your active employee roster. Flag:
- Stale accounts for employees no longer at the store
- Permission mismatches where access doesn’t match the current role
- CUSTOM-flagged users who may need a group reassignment
- Shared or generic logins (individual logins are required for a reliable audit trail)
When Someone Leaves
Disable the account the same day. Navigate to Edit Users, select the employee, and click Delete to remove them and all store permissions.
Before closing the account:
- Check for any pending workflow items to reassign
- Note the termination date in your internal access log
- If the departing employee was your Local Admin, you cannot reassign this role yourself. Contact One View’s Customer Success Team at (317) 915-9039. Signed dealer approval is required.
Need Help?
If your user list has grown without much structure, we can help. Reach out to our Support Team or (800) 923-8439 and we’ll walk through it together.