Security

Access follows the job

Visual Tracking runs inside your Business Central tenant and uses Business Central roles to decide who sees what. Each person gets the smallest role that covers their work, and project finances stay restricted by default.

How access works

Access is controlled by roles assigned to each user in Business Central, under their permission sets. A user can hold more than one role; a page opens when the user has at least one of the roles it requires. Role changes take effect at the next login.

There are six VTS roles. The Business Central SUPER permission set is separate: it grants full system access and is reserved for administrators and developers, assigned on top of a VTS role only when someone needs system-level work.

The six roles

Role	Intended for
VTS ADMIN	Internal administrators. Full VTS access, including Finance and the Dashboard Admin view.
VTS PROJECT	Project managers. Planning, finance, and all operational views.
VTS SALES	Sales and customer-facing staff. Production and purchase views, not Finance.
VTS PURCHASE	Procurement. Production and purchase views, not Finance.
VTS MANAGER	Work centre and production managers. Capacity and reporting tools.
VTS USER	General operators. Day-to-day production, quality, and task pages.

Find your role

Company titles do not map one to one onto VTS roles. Treat this as a starting point: give a person the smallest role that covers what they do, and combine roles when someone wears two hats.

Your role in the company	VTS role	What you get
Operator, shop floor	VTS USER	Operations, Queue, Work Center, NCR, Tasks, Reports, Documents, Messages.
Quality or HSEQ lead	VTS USER	NCR and Root Cause. Add VTS MANAGER if you also need capacity views.
Planner, work centre manager	VTS MANAGER	Adds Work Center Load, Production Load, Report Builder, and TFMC Import.
Production manager	VTS MANAGER	Capacity and reporting tools across the work centres.
Project manager	VTS PROJECT	Adds Budget Revision for your own projects, On Time Delivery, Purchase Order, Long Lead Items, and Inventory.
Purchaser, procurement	VTS PURCHASE	Production and purchase views, without Finance.
Sales, customer-facing	VTS SALES	The same views as Purchase, without Finance.
Finance lead	VTS ADMIN	Full finance, including the Budget Dashboard across all projects.
Project sponsor, executive	VTS ADMIN	Cross-project overview and finance visibility.
Administrator, BC admin	VTS ADMIN	Full VTS, including the Dashboard Admin tab. Pair with SUPER only for system-level work.

Two rules worth calling out

Budget Revision is gated twice. A user needs the VTS ADMIN or VTS PROJECT role to open it, and a project manager only sees revisions for projects where they are the assigned manager. VTS ADMIN sees every project.

The team-wide task overview, the Dashboard Admin tab, is visible only to VTS ADMIN.

The full per-page access matrix and the staged rollout plan live in the onboarding guide we share after a meeting. For how the extension installs and where your data lives, see the notes for Business Central administrators.

Set up roles on your own tenant

Book a meeting and we will walk your Business Central environment, map your team onto VTS roles, and share the onboarding guide with the full access matrix. If it is not a fit, we will say so.

How the install works Book a meeting