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User Access Templates & Teams (R)

What is an Access Template?

An Access Template determines what capabilities a merchant has while logged in to the Portal.

Using an Access Template, roles can be automatically configured to a new user during setup in the Portal.

For example, an Access Template can be configured for a new user that does not allow them to send or configure additional signup forms for new merchants.

See all available role resources that can be applied to an Access Template here.

How to Setup an Access Template:

Step 1: From the Portal Dashboard menu, click Access Templates (from the Users sub-menu – under the Management tab.)

Step 2: From the Access Templates menu, click the (plus) ADD ACCESS TEMPLATE button.

Step 3: Select the desired default role from the Select Role dropdown.

Step 4: Name the new Access Template and set the desired custom role resources and sub-resources, then click Save.

For more information regarding role resource, click here.

Important Note on Access Templates:

  • Access Templates can only be applied by creating a user.

  • Only one access template can be applied per user.

Access Templates vs. Teams vs Groups

Access Templates are different than Teams (below) and Groups (article here) in that:

  • Access Templates determine a merchant’s Portal capabilities.

  • Teams determine the merchant account(s) a user has Portal access to.

  • Groups determine the fees, risk decisions, and other parameters of multiple merchants (entities).

What is a Team?

A Team is a set of role resources that will be set and can apply to multiple users at once.

Teams allow users to share pre-assigned default and custom role resources of the portal (after an initial setup of permissions, based on role(s).)

This also applies to the visibility of merchants and referrers from user to user.

How to Setup and Apply a Team to a User:

Step 1: From the Portal Dashboard menu, click Teams (from the Users sub-menu – under the Management tab.)

Step 2: Click the (plus) ADD TEAM button in the Teams menu.

Step 3: Enter a Team Name and Description, then click the ADD to reveal the Create a Team lightbox.

Step 4: Click on the newly created Team from the Teams menu to visit the Team Profile menu.

Step 5: In the Team Profile menu, you can now see your basic Team information, from here you can add users to the team by visiting the Users tab of the Team Profile menu.

Step 6: Click the (plus) ADD USER button in the Users sub-menu.

Step 7 Select the desired user(s) from the list of available users and click the checkmark icon next to the user you wish to enroll in the team

Step 8: Click the ADD USERS button to finish adding the user to the Team.

How to Add a User to a Team from the Teams Menu:

Step 1: Dashboard → Users

Step 2: Click the desired User from the list.

Step 3: In the User Profile, click Teams from the User Profile menu on the left hand side.

Step 4: Click the (plus) button next to “Enrolled Teams“

Step 5: Select the Team you wish to add the user to, then select the desired level of access from the “Allowed Access” dropdown.

Step 6: Click the small checkmark icon next to confirm the change.

Adding a User to Multiple Teams

To add a user to multiple teams:

  • Follow Steps 1-5 above and simply select another Team from the “select Team” dropdown to add the user to another team. After adding additional teams, proceed to Step 6.

A user being in multiple teams allows that user to access multiple merchant accounts from their single login within the Portal.

This could be particularly useful in the example use case described below.

Example Use Case – One Merchant with Multiple Locations

Click to expand the example use case.

One merchant (Merchant A - User 2) wants access to view and edit another merchant (Merchant B) in the portal.

  • In this example, User 1 (Referrer) would provide User 2 (Merchant A) with an “Admin” role resource using a Team (Team 1) that allows User 2 (Merchant A) to setup User 3 (Merchant B), User 4 (Merchant C), and so on with a “No Access” role resource using a separate Team (Team 2).

  • This ensures that User 3 (Merchant B) and User 4 (Merchant C) only have access to their respective merchant accounts in the portal associated to their login ID, but cannot access the accounts of User 1 or User 2.

  • However, by having “Admin” role resources (or being a user within “Team 1”), User 1 (Referrer) and User 2 (Merchant A) do have the ability to log in to the Portal as User 3 (Merchant B) or User 4 (Merchant C).

This solution works for a merchant (Merchant A) with multiple franchise locations acting as sub-merchants (Merchant B - User 3, Merchant C - User 4, etc.), seeking a payment acceptance solution provided from the same referrer & parent user (Referrer - User 1) used by the primary merchant (Merchant A).

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