Understanding Users & Roles

Owned by Miles Graves
Last updated: Jul 16, 2024
17 min read

What is a User?

When a Referrer or Merchant entity is added to the platform and API, creating a User Login (User) is necessary in order for that entity to access the Portal. An example

Creating a User Login requires a unique email address, a username, and a password. By default, a user’s access to the Portal is dependent on the type of account it is associated with. A Merchant’s User Login will only give them access to the parts of the Portal that are relevant to Merchants, while a User Login connected to a Referrer entity will have access to additional sections relevant to them.

Referrer partners have the flexibility to give or restrict their clients access to the Portal. Depending on your portfolio’s specific needs, we offer a number of integration options that allow your clients to perform essential Payrix functions directly on your platform or for you to manage these aspects on their behalf.

Create a User

When Merchants or Referrers want to add a new user to their business on the platform (add a new user associated with their entity). The user will need to provide some information, name, phone number, and email as examples, to get started. From here the user will be provided with a Role, username, and password associated with that information and tied to the entity that created the User. The steps below will demonstrate how to set up a new User with a login.

Step 1: From the Portal Dashboard menu, click Users (under the Management tab.)

Step 2: In the Users menu, click the Add User Button to reveal the Create a New User lightbox.

 

Step 3: Set the new user’s Role, Username, Password, Full Name, and Email Address. Then click the ADD USER button.

Step 4: After being returned to the Users menu, click on the user you created to be redirected to that user’s User Profile menu.

 

Step 5: In the User Profile Menu, you can edit individual settings for the specific user.

  • USER - Provides access to the user’s information, such as username, password, and contact information. This information can be edited using the edit icon in the upper right hand corner.

 

  • ROLE - Provides access to view the levels and capabilities of the user’s portal access.
    See more on how to set user Roles below.

 

  • TEAMS - Provides access to add and edit the Teams that the user is enrolled to.
    See more on how to enroll users in Teams here.

  • INVOICE SETTINGS - Allows the setup of a Token for the payment of invoices from Merchant to Referrer.

Note: An Access Template can be used while creating a new user by clicking the ADD A TEMPLATE link in the Create a New User lightbox.

Access Templates can set predetermined roles for new users to streamline the process. Read more about Access Templates here.

Warning: Role access levels can only be assigned to new users based on the level of access the parent user has. For example, a Merchant can not give “Referrer Full Access” to another user, but a Referrer can grant this level of access to a Merchant.

Parent & Child Users

A Parent User is a user that was the first to be set up to access an entity. (Such as a Merchant. In some cases, a Referrer). The Parent User owns the Merchant resource and has access to the login to be able to impersonate their view. Each entity can only have one Parent User login setup and by default, that login will have access to the entity account they are associated with. A single user can be associated with multiple entities; however, by default, the login associated with an entity will be the user who first has access to that account.

A Child User is any user created by a Parent User. Either using the Portal or via API. Each Child User must be tied to an entity (likely a Merchant account).

Note: The Parent User of any Child user has the ability to access and view the Child user’s associated entity (Merchant) because it’s hierarchy is the source of the Child user’s access to the portal.

As a result, the Parent User will have full view of the Child User’s Merchant account. The Child user however is unable to view the Parent User’s view.

How to Log In to View a Child User’s Portal

In scenarios where a Parent User (Referrer) would like to view a Child User’s (Merchant) Portal view for troubleshooting, support, or reasons related to fraud and risk, the steps below will demonstrate how to access this portal view.

Step 1: From the Portal Dashboard menu, click Merchants (under the Management tab.)

 

Step 2: Click on the Login icon (located in the right-hand column of the Merchant list) to log in as the desired user (see below).

Step 3: You will now be redirected to the Dashboard that your Child User sees, with Full Admin Access typically being available to the Parent User to Add, Edit, View, or Change certain information.

 

What are Roles?

Roles are used to determine how much access a user has to see, edit, create, or delete information on the portal. Roles can be assigned to users to further provide or extract the access capabilities they're intended to have.

Each user has a set of default Roles, as well as customizable parameters allowing you to restrict or allow access to specific pages and functions of the Portal.

Set Default User (Primary Access) Roles

Step 1: From the Portal Dashboard menu, click Users (under the Management tab.)

 

Step 2: In the Users menu, click the Add User Button to reveal the Create a User lightbox.

Step 3: Select the desired Default Role from the Role drop-down. Then, set the Username, Password, Full Name, and Email Address and click the ADD USER button.

Set Custom User Roles

Step 1: After being returned to the Users menu, click on the user you created to be redirected to that user’s User Profile menu.

Step 2: Select the Role tab from the User Profile Menu bar

Step 3: Click the “Select resources to allow” drop-down next to each desired Role Category

Step 4: Toggle the desired Role Resources check boxes.
(Select All to apply all Role Resources, or None to apply no Role Resources from the respective Role Category)

Step 5: To enable sub-resources of Role Resources, click the Advanced toggle switch in the upper right-hand corner of the window.

Step 6: Click the arrow located next to the desired Role Category to reveal each category’s role resources.

Step 7: Clicking the arrow next to each Role Resource will reveal each resource’s sub-resource access options.

Step 8: Toggle each Role Sub-Resource you would like to enable for the User.

Step 9: After selecting all desired Role Resources and Sub-Resources, click Save in the upper right-hand corner to enable and save changes in the user’s access.

Role Resources

Role resources determine the specific abilities that a user will have when navigating the Portal. In many cases, the Default Roles available for Referrers and Merchant-level Users provide the necessary access capabilities that most Users need to perform daily actions such as creating Transactions or Withdrawals. For unique cases where Default Roles don’t satisfy the specific criteria required by the Parent Entity or Users, Custom Roles allow individual assignment of specific resources (see below) with sub-resources for a completely modular

Default Roles

Default Roles determine the level of Portal access for a user. Referrer-Level Access Roles are roles available to users of a Referrer-level entity, while Merchant-Level Access Roles are available to users of a Merchant-level entity.

Default Referrer-Level Access Roles

  • Referrer Admin Full Access - This level of access allows a user to view and edit/manage all Merchants underneath a Referrer hierarchy in addition to managing sub-Referrer accounts underneath a client Division.

  • Referrer Admin View Only - This level of access allows a user to view only all Merchants underneath a Referrer hierarchy in addition to viewing any sub-Referrer accounts underneath a client Division. 

  • Referrer Full Access - This level of access allows a user to view and edit/manage all Merchants underneath the Referrer account. 

  • Referrer View Only - This level of access allows a user to view only all Merchants underneath the Referrer account. 

Default Merchant-Level Access Roles

  • Merchant Admin Full Access - This level of access allows a user to view and edit/manage the Merchant account(s) they are associated with, in addition to managing sub-Merchant accounts. 

  • Merchant Admin View Only - This level of access allows a user to view the Merchant account they are associated with in addition to viewing sub-Merchant accounts. 

  • Merchant Full Access - This level of access allows a user to view and edit/manage the Merchant account(s) they are associated with. 

  • Merchant View Only - This level of access allows a user to view only the Merchant account they are associated with. 

Custom Roles

Custom Roles provide five Role categories which contain fifteen Role resources:

  1. Create - Gives User access to create content from the allowed role resources.

  2. Full View - Gives User access to view content from the allowed role resources.

  3. Summary View - Gives User access to view monetary totals from the allowed role resources.

  4. Update - Gives User access to update content from the allowed role resources

  5. Delete - Gives User access to delete content from the allowed role resources.

Custom Role Resources

The Custom Role Resources allow the user’s access to be refined by specific resources or actions on the platform. See the available Custom Role Resources below:

Bank Accounts

The Bank Accounts role resource allows the user to add bank accounts for payouts or debits to an entity, such as a Referrer or Merchant.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete)

There are two available sub-resources for this role resource:

accounts

  • Access to view the bank account(s) associated with an entity.

  • Available in Full View and Summary View role categories.

accountVerifications

  • Access to view attempts to verify ownership of a bank account through deposit verification or credential.

  • Available in Full View and Summary View role categories.

Recurring Payments

The Recurring Payments role resource allows the user to set up recurring payments/subscriptions for a Merchant.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete).

There are five available sub-resources for this role resource:

Merchant

The Merchant role resource allows the user to set up, view, and edit Merchants under a Referrer.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete).

There are ten available sub-resources for this role resource:

Groups

The Groups role resource allows the user to group Merchants together to set up specific rules for risk management and fees, as well as enable specific parameters.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete)

There are two available sub-resources for this role resource:

Withdrawal Schedules 

The Withdrawal Schedule role resource allows the user to set a withdrawal/payout for an entity in order to disburse funds or collect funds from the associated account.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete)

There are no available sub-resources for this role resource.

Payments

The Payments role resource allows the user to view transactions/payments.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete).

There are six available sub-resources for this role resource:

Risk Management

The Risk Management role resource allows the user to manage Merchant/transaction risk factors that are open, reviewed, approved, or blocked.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete).

There are four available sub-resources for this role resource:

Alerts

The Alerts role resource allows the user to manage the particular event that invokes a notification sent to an end-user

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete).

There are three available sub-resources for this role resource:

Track Pending Merchants

The Track Pending Merchants role resource allows the user to view the Request More Info page in the Portal as a Referrer.

There are no available sub-resources for this role resource.

User Management 

The User Management role resource allows the user to manage a specific user (login) associated with an entity.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete).

There are nine available sub-resources for this role resource:

Disputes

The Disputes role resource allows the user to manage disputes (chargebacks) that are open, closed, won, or lost.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete).

There are five available sub-resources for this role resource:

Invoices

The Invoices role resource allows the user to manage invoices sent to clients to collect money for a specific transaction or event.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete).

There are four available sub-resources for this role resource:

Invoice Configuration

The Invoice Configuration role resource allows the user to configure how an invoice is created such as by providing a set address, message, token, or logo for an invoice.

This role resource is available in all role categories (Create, Full View, Summary View, Update, & Delete)

There are no available sub-resources for this role resource.

Withdrawal History

The Withdrawal History role resource allows the user to view the history on disbursements that have been processed or failed for a specific entity.

This role resource is available in two role categories (Full View & Summary View).

There are three available sub-resources for this role resource:

Splits 

The Splits role resource allows the user to split an entry between two entities.

This role resource is available in the Full View role category.

There are two available sub-resources for this role resource:

Quick Charge

The Quick Charge role resource allows the user to view and use the Quick Charge section as found on the user's Payrix dashboard.

This role resource is available in the Full View role category.

There are three available sub-resources for this role resource: