Learn how to give each team member the right level of access in VRTrust by assigning a team role, and how to add the ACH Payer permission for anyone who sends ACH payments.
Who This Applies To: This article is intended for VRTrust users who are inviting team members, changing a teammate's access, or deciding who on their team can manage settings, publish owner statements, or send ACH payments.
Overview
VRTrust uses team roles to control what each person on your team can see and do. Instead of choosing between Admin and User, you can now give each team member a role that matches their job, from full administrative control to view-only access.
Every team member has one base role. Team members who send ACH payments also need the ACH Payer add-on.
Roles help you share the day-to-day work across your team while keeping sensitive actions, like managing bank details, sending money, or changing who has access, with the right people.
Team Roles at a Glance
Team Admin
Give this to: the owner or manager who runs your VRTrust account.
Team Admins have full access to VRTrust. They are the only role that can invite and remove team members, change roles, manage API keys, control what your accounting partner's staff can do, and save owner or vendor ACH bank details. Sending ACH payments needs the ACH Payer add-on, even for a Team Admin.
Standard Member
Give this to: your bookkeeper, accountant, or anyone who does the full accounting workflow every day.
Standard Members can work across accounting, reconciliation, owner statements, reports, settings, integrations, bank accounts and feeds, and general ledger setup. They cannot manage team access, API keys, partner access, or owner and vendor ACH bank details.
Operations
Give this to: operations staff who enter expenses and prepare owner statements, but don't need access to banking or the general ledger.
Operations team members can:
View listings, owners, vendors, accounts, reservations, and transactions
Add and edit expenses, and add vendors
Mark an expense as paid when it was paid outside your bank accounts (choose Non-Trust Account as the payment source)
View and upload files
Edit, publish, and export owner statements
View and export owner statement summaries
View fees, tax rates, and statement layouts
Operations team members cannot access bank management, bank reconciliation, the general ledger, dashboard metrics, PM statements, or financial reports. They also cannot delete expenses, mark an expense paid from a bank account, edit reservations, delete owner statements, change statement layouts, record statement payouts, or send ACH payments.
Read Only
Give this to: an outside CPA, auditor, or stakeholder who needs to review your books without changing anything.
Read Only team members can view and export reports, owner statements, reservations, transactions, accounts, contacts, listings, and bank records. They can also view your settings and integrations. They cannot create, edit, delete, post, or pay anything.
The ACH Payer Add-On
ACH Payer is an add-on permission, not a standalone role. It lets a team member send ACH payments to owners and vendors through your Ramp connection.
ACH Payer can only be added on top of Team Admin or Standard Member.
Team Admin does not include ACH Payer automatically. If a Team Admin needs to send payments, add ACH Payer to their roles.
Saving owner or vendor ACH bank details is limited to Team Admins.
This separation lets one person manage bank details while another sends payments, so no single action moves money without the right oversight.
If your team uses Ramp: Please note that a Team Admin needs to add ACH Payer for each person who sends ACH payments. Until then, no one on your team can send them.
Audit Log Switch
You may also see an Audit Log switch when inviting someone or editing their roles. It's reserved for a team activity log that isn't available yet, so you can leave it off.
Role Comparison
Task | Team Admin | Standard Member | Operations | Read Only |
View and export data | Yes | Yes | Limited | Yes |
Enter expenses and add vendors | Yes | Yes | Yes | No |
Mark expenses as paid | Yes | Yes | Non-Trust Account only | No |
Publish owner statements | Yes | Yes | Yes | No |
Bank reconciliation and general ledger | Yes | Yes | No | View only |
Financial reports | Yes | Yes | No | View and export |
Settings and integrations | Yes | Yes | No | View only |
Save owner or vendor ACH bank details | Yes | No | No | No |
Send ACH payments | With ACH Payer | With ACH Payer | No | No |
Invite members and change roles | Yes | No | No | No |
Manage API keys and partner access | Yes | No | No | No |
Steps
Step 1: Open Team Members
Navigate to Settings.
Under Team, select Members.
You'll see a list of everyone on your team and the roles currently assigned to them. Only Team Admins can make changes on this screen.
Step 2: Invite a New Team Member
Click Invite member.
Enter the team member's email address.
Select a base role: Team Admin, Standard Member, Operations, or Read Only.
If this person will send ACH payments, also turn on ACH Payer. The switch appears once you pick Team Admin or Standard Member.
Click Submit.
The team member receives an email invitation and gets the access you selected once they accept.
Step 3: Change an Existing Team Member's Role
In Settings → Team → Members, find the team member.
Click the ellipsis (⋯) at the end of their row.
Select Edit roles.
Choose the new base role and add or remove ACH Payer as needed.
Save your changes.
The new access takes effect right away. Selecting a new base role replaces the previous one.
Example
A property management company with 60 listings has four people using VRTrust:
The owner is a Team Admin + ACH Payer. She manages the team, saves owner bank details, and sends monthly owner payouts.
The bookkeeper is a Standard Member. He reconciles bank accounts, reviews the general ledger, and prepares owner statements, but can't change who has access.
The operations coordinator is Operations. She records cleaning and maintenance expenses, adds new vendors, and publishes owner statements once they're reviewed.
The outside CPA is Read Only. He exports reports at year-end without any risk of changing the books.
Each person has what they need to do their job, and sensitive actions stay with the right people.
Important Considerations
Every team member needs exactly one base role. ACH Payer can't be assigned on its own.
ACH Payer can only be combined with Team Admin or Standard Member.
You can change your own roles, but VRTrust won't let you remove or downgrade the last Team Admin on your team, so your account always has someone who can manage access. To step down, make someone else a Team Admin first.
Existing team members were moved to the new roles automatically: Admins became Team Admins and Users became Standard Members. Nobody received ACH Payer automatically. Review your team list to confirm everyone has the access they need.
Roles apply across your whole team. They can't be limited to specific bank accounts or listings.
Owners are not team members. Invite owners from the Owners page instead.
If an accounting partner manages your team, their staff appear as a single Partner row. You can't invite or edit partner staff from your Members page. See the FAQ below.
Troubleshooting
I don't see the Edit roles option
Only Team Admins can change roles. Confirm your own role in Settings → Team → Members.
The Partner row can't be edited here. Your accounting partner manages their own staff.
"Cannot remove the last team access manager"
You're trying to remove or downgrade the only Team Admin. Make another team member a Team Admin first, then try again.
A team member can't find a page or button they need
Their role may not include that area. Check the role comparison above and update their role if needed.
ACH Payer isn't available for a team member
ACH Payer only works with Team Admin or Standard Member. Change their base role first, then add ACH Payer.
Nobody can send ACH payments
Each person who sends payments needs ACH Payer. Add it in Edit roles.
If your accounting partner's staff send payments for you, check the Deny partner ACH execution setting described in the FAQ below.
Frequently Asked Questions
How do I let someone send owner payouts?
Give them the Team Admin or Standard Member role and add ACH Payer. A Team Admin will also need to save the owner's ACH bank details before a payment can be sent.
How do I give my bookkeeper full access without letting them manage the team?
Assign Standard Member. They can do all accounting work and change settings, but can't invite people, change roles, or manage API keys.
Why can't my operations team member reconcile the bank or run reports?
The Operations role is designed for expense entry and owner statements. If they need bank reconciliation or financial reports, assign Standard Member instead.
How do accounting partners fit in?
If an accounting partner manages your team, their staff reach your team through the partner, not as individual team members. On your Members page they appear as a single Partner row. The partner decides which of their staff can access your team and what role each person has, from their partner console. You can't invite partner staff directly or change their roles.
You do control whether partner staff can send ACH payments for your team. The Deny partner ACH execution setting (Settings → Accounting → ACH payments) is on by default, which stops partner staff from sending ACH payments even if their role would allow it. A Team Admin on your team can turn it off if you want your partner to send payments for you.