Who on your team can see what
The five roles, and what each one can and cannot reach.
Roles run from most to least privileged. Each includes everything below it.
Owner — everything an Administrator can do, plus seeing billing and executing the Business Associate Agreement.
Administrator — everything operational: members, numbers, security settings, API keys.
Manager — the full working surface plus queues, workflows and team visibility. Not security settings or billing.
Staff — send, receive, documents, contacts, tasks. The day-to-day role.
Read only — can see faxes and documents, cannot send or change anything. Right for an auditor or a temporary reviewer.
Closing an account
No role includes closing the account, because it is not a button. Email support and we will confirm what happens to your documents first: a closure interacts with the retention period you set, with any agreement in force, and with whatever is still owed or owing. Those are things to settle in writing before anything is switched off, not after.
Your data is exportable while the account is open. Export first.
What no role grants
No role lets one organization see another's data. That is not a permission; it is a boundary enforced on every read and write.
VitalFax staff cannot open your documents either, unless your organization has explicitly allowed support access and a specific grant is made with a written reason. The grant expires on its own and every use appears in your own audit log. With support access switched off, there is no mechanism by which it can happen at all.
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Last reviewed 2026-10-28. Help articles live in the VitalFax repository and are changed alongside the behaviour they describe, so an article and the product cannot drift apart unnoticed.