Set up users and roles

Overview

Your admin account has both Merchant Admin and Merchant Supervisor access, which provides access to all features of the OnlinePay dashboard. You can create additional user accounts and assign roles to them when you log in using this account.

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Important

You, the merchant, are responsible for the administration and establishment of user accounts and their appropriate access levels. You can set up as many user accounts as required. Users can have multiple roles. User accounts are established using an email address, which must be unique.

We recommend ensuring that you delete any user accounts that are no longer required. We have included some information here to help you choose your roles.

Users with Merchant Admin permission can create and manage users in the dashboard via Administration > Account Setup > Users.

Create a new user

Merchant Admin users can create new users in the dashboard. To create a new user, follow these steps:

1. Log in to the dashboard.

2. Navigate to Administration > Account Setup > Users.

3. Click Add new user.

4. Complete the user details form :

5. Click Save.

The new user details screen shows the user's details, including the user's role and status. From here you can edit the user's details, or disable the user account.

Merchant roles

Merchant Admin

This Administrative role is required to establish settings to get you started, including setting up and managing users, blocking rules, and notification services.

Merchant Admin users can create and manage users (including resetting user passwords) in the dashboard by navigating to Administration > Account Setup > Users.

Merchant Supervisor

This user can use all payment tools (e.g., Virtual Terminal, Payment Links) and perform all payment actions (including refunds).

Merchant Cashier

This role can access all payment tools but cannot process refunds.

Merchant Reviewer

The Merchant Reviewer role is a read-only access role that grants users viewing permissions across the dashboard but without the ability to perform any actions. This role is suitable for users in junior finance or technical roles who need to view the number of transactions, settlements, and authentications, but are not required to generate reports.

Merchant User

This role provides read-only access to the dashboard, with the ability to run and export reports. Merchant users can view transactions but are prevented from performing actions. They can view payments, settlements, and reports, and may be a suitable role for a user in a finance or accounting role.

Merchant External Partner

This role grants access to a user outside of of the merchant company, for example, a web developer or other non-financial role, such as logistics. These users are trusted with access to order and transaction data, but are restricted from performing any payment actions.

Example role assignment scenarios

The following example scenarios may help you to understand which roles to assign to users in your organisation.

Sole Traders

An admin account is set up with Merchant Admin and Merchant Supervisor, which may suit the sole trader, as all features can be accessed under these roles. The sole trader could also grant another person (for example, an accountant) access to a Merchant User role, which provides read access to transactions only.

A small company with fewer than five employees

An admin account is set up with Merchant Admin and Merchant Supervisor roles, with all features accessible to these roles. The Merchant Admin user may choose to provide Merchant Cashier role to staff members who can view transactions and run reports but restrict refund processing to management under the Merchant Supervisor role.

A web developer you have hired to build your new online store

You have contracted a web developer to build your new online store. You can provide them with a Merchant External Partner` role, which allows them to access the dashboard to view information to confirm that their integration is working correctly, but they cannot perform any payment actions.

Disable a user account

You can disable a user account if the user no longer requires access to the dashboard. To disable a user account, follow these steps:

1. Log in to the dashboard.

2. Navigate to Administration > Account Setup > Users.

3. Click the name of the user that you want to disable from the list, or use the search function to find the user, then click their name.

4. Click Disable user.

5. The confirmation screen advises that disabling the user account means they will no longer be able to log in to the dashboard. Click Disable user to confirm, or Keep user enabled if you do not want to remove their access.

You can re-enable a user account at any time by clicking Enable user on the user details screen of a user account that has been disabled.

Delete a user account

You can delete a user account that has been disabled if you no longer require the user account. This will permanently delete their account.

1. In the OnlinePay dashboard, navigate to Administration > Account Setup > Users.

2. Click the name of the user that you want to delete from the list, or use the search function to find the user, then click their name.

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   Note

   You can only delete a user account that has been disabled. If you want to delete an active user account, you must first disable the account. See Disable a user account for more information.

3. Click Delete user.

4. The confirmation screen advises that deleting the user account will permanently remove the user from the dashboard.

   Select a reason for deleting the user from the available options:

   • This user is no longer required.
   • Wrong email address has been added.
   • Others

   When you have selected a reason, click Delete user to confirm, or Keep user if you do not want to delete the user account.

The user account is permanently deleted and no longer appears in the list of users in the dashboard.