Understanding Teams
A Team is a feature that enables users across different accounts, such as Merchants or Referrers, to share access, permissions, and visibility with each other. Teams are useful for business owners or administrators managing multiple locations, franchises needing to separate Merchant accounts to identify locations or users who need general shared access across different business entities.
Teams are created on the Teams page in the portal. Each user added as a member within a Team can share access with the other members, based on the Allowed Access assigned. Team members can belong to either Merchant or Referrer access levels, or in some cases both.
Teams enable users to:
Share Access, Views, and Abilities: Team members can lend their views and abilities to one another, surpassing the average user's default capabilities.
Share Visibility: Teams enable users to share the visibility of Merchants and Referrers, making it easier to collaborate and manage business operations.
Modify Access Levels: Teams enable adjustments to individual users' access levels through the Team user addition form to customize permissions for each Team member as needed.
Cross-Account Access: Teams share access between users from separate Merchant accounts and locations, which is particularly useful for franchises.
Share Notifications: Teams enable users to set up web and email alerts for specific user actions. These alerts are tailored to individual users to ensure that Team members' actions can trigger events from their respective accounts.
Note
Referrers can add Merchant-level users to their Team, but Merchants cannot add Referrer-level users to their Team.
Team members are not required to have any access. You can establish one-way visibility by setting Allowed Access to None. This enables Team owners to view a user, but the user can’t view the Team owner.
Allowed Access versus User Roles
User Roles determine what a user can do within their own Merchant or Referrer account. However, Teams enable users to share access across multiple accounts, and in some cases, a user can gain broader access to another Merchant or Referrer account through a Team than they would have on their own account.
This means that while User Roles normally limit a user’s abilities within their assigned Merchant or Referrer account, their Allowed Access level within a Team can override these limitations when accessing another Merchant or Referrer account through the Team.
Set Allowed Access
When adding a user to your Team, you can assign their specific Allowed Access level. This setting controls what they can do within the Team, meaning other Team members' Merchant or Referrer accounts they are now provided access to. The four Allowed Access levels are:
None: The user cannot see other Team members' accounts.
View: The user can only view other Team members' accounts.
Edit: The user can make changes to other Team members' accounts.
Admin: The user has full administrative access to other Team members' accounts.
Set Up a Team
To create a new Team:
Click Users in the left navigation panel.
Click Teams, available under Users.
Click Add Team to open the Create a Team dialog.
Enter a Name and optional Description for the Team.
Click Add to finish creating your new Team.
Result: Your new Team has been created and is displayed on the Teams page table. From here, you can begin enrolling users to activate and apply your Team permissions.
Add Users to a Team
To add Users to your new Team:
Select your new Team from the Teams table to open the Team Profile page.
Click Users on the left side of the page to open the Users tab.
Click Add User to open the Add Users dialog.
Locate users by reviewing the list or search by name.
Select the Checkbox to add the user to your Team.
Select the Allowed Access for each user to set their general permissions within your Team.
Important!
Allowed Access levels within a Team can extend a user’s access beyond their preset User Roles when accessing other Merchant or Referrer accounts in the Team. Ensure that Allowed Access levels are assigned carefully to avoid unintended access.
Click Add Users to finish adding the users to your new Team.
Result: Each new user is shown on the Users tab of the Team Profile page.
Example of a Multi-Merchant Franchise
Imagine you own a fast food business, ChompWay, with five locations, and each location needs its own separate Merchant account. As the owner, you want your corporate manager to oversee all five locations, but they only have a user account with one location.
Note
The example assumes each location is treated as a separate Merchant account, with each location’s manager as its respective admin user. These admin users must be added to the Team because they act as the link between the Team and each Merchant account.
To grant access:
Create a Team, called ChompWay Stores.
When adding users, assign the required Allowed Access levels:
Corporate Manager: Assign Edit access.
Location Managers: Assign None access.
Result: Now even though your corporate manager does not have a direct user account at all five ChompWay locations, their Team membership allows them to view and manage data across all five Merchant accounts.
Similarly, the location managers are not able to view or modify data on the corporate manager’s Merchant account, or the other locations' Merchant accounts.
Example of Payment Processing Support
Imagine you are the payment services provider, PaySprocket Solutions, acting as the Referrer over a portfolio of more than 100 Merchants using Payrix Pro for payment processing. Each Merchant has its own account, but PaySprocket wants direct and secure access for its support agents to assist with reporting and other portal features. As the Support manager, you want a way to make sure your Support group has the appropriate access to help Merchants troubleshoot issues.
To grant access:
Create a Team, called PaySprocket Support.
When adding the Support Manager and Specialists from the Referrer level and adding the Merchant employees, assign the required Allowed Access levels:
Support Manager: Assign Edit access.
Support Specialists: Assign View access.
Merchants' Employees: Assign None access.
Result: PaySprocket Support can now log in and view Merchant accounts within the Team with the appropriate access for Support Specialists to review a Merchant’s issue. The Support Manager can make authorized changes as needed to resolve the issue without full administrative access to any Merchant account.