Skip to main content
Skip table of contents

Users & Roles (F)

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.

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.

Example:

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.

Note on Merchant Users:
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 Login

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

Step 2: In the Users menu, click the (plus) 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 (plus)ADD USER button.

Note on Role Access Levels:
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 if they so chose.

Note on Access Templates:

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.

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.


Parent User vs Child User

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 will and must be tied to an entity (likely a merchant account).

Parent User Visibility of Child Users

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 Login to view a Child User’s Portal:

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.

Warning – DO NOT Deactivate Referrer-Level Parent Users.

Deactivating Referrer-level Parent users that are associated with the entity’s API key or are the primary parent user login will remove access from all associated Child Users to their respective entity.

Instead of Deactivating A Parent Login..

In the event that a person acting as the Parent User needs to be changed, use the steps below to repurpose the Parent User with new information and login credentials.

  1. Change the user’s email address to a new and relevant company email address.

  2. Confirm the new email address via verification email sent from the platform.

  3. Login to the Parent User using the new email address and update relevant information: Username, Password, Name etc.


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.

Referrer Access Roles vs Merchant Access Roles

Within the Default Access Roles, there are Referrer and Merchant-level access roles (as shown above).

The Referrer has the unique ability to create and manage ALL merchants under a Referrer as well as manage Sub-Referrers. The Referrer also has the ability to login to view the merchant portal.

Whereas the Merchant Access Roles only allow for the management of that respective Merchant and its Sub-Merchants.

Setting Default User Roles

To set the default (primary access) roles for a new user:

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

Step 2: In the Users menu, click the (plus) 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.

Setting Custom User Roles

Start by following Steps 1-3 above.

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.


More on Role Resources

Default Roles

Default Roles determine the level of Portal access for a user.

Click to expand the list of available User Default Roles.
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. 

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:

Role Categories

  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

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:

Click to expand the list of Bank Accounts Sub-Resources.
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:

Click to expand the list of Recurring Payments Sub-Resources.
plans
  • Access to create, view, and edit recurring payment plans:

    • Payment Amount

    • Merchant

    • Payment Schedule

    • Payment Status

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

subscriptions
  • Access to view and edit existing recurring payment plans (subscriptions).

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

subscriptionTokens
  • Access to create, view and edit credit card tokens used for the recurring payment plan.

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

tokens
  • Access to create, view and edit recurring payment plan token details represented in the Token ID:

    • Expiration Date

    • Last 4 Digits of Credit Card

    • CVV

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

customers
  • Access to create, view and edit customer data records associated with a recurring payment plan.

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

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:

Click to expand the list of Merchant Sub-Resources.
entities
  • Access to setup, view, and edit the top-level API resource of a business:

    • Merchant

    • Referrer

    • Payment Facilitator

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

merchants
  • Access to setup, view and update a merchant that collects money from their clients via transaction processing.

  • Available in Full View, Summary View & Update role categories.

members
  • Access to create, view and edit a member’s (person) data associated with a merchant.

    • One member associated with each merchant will be the “primary” member that has the most ownership share for that merchant.

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

contacts
  • Access to create, view, and edit a person's data records associated with an entity.

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

terminals
  • Access to create, view, and edit the information for the device/software used to process transactions.

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

funds 
  • Access to view the amount of money for a specific entity including:

    • pending balance,

    • available balance,

    • total balance, and;

    • any funds that are in reserve. 

  • Available in Full View & Summary View role categories.

fundOrigins 

Access to view the source of where funds were processed for an entity. 

  • Available in Full View & Summary View role categories.

entries

Access to view the movement of funds from an entity. 

  • Available in Full View & Summary View role categories.

pendingEntries 

Access to view an entry that will be created in the future (such as a refund that has been submitted reducing the available balance but has not been captured). 

  • Available in Full View & Summary View role categories.

entryOrigins

Access to view the origin of an entry (such as a transaction and where it was funded). 

  • Available in Full View & Summary View role categories.

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:

Click to expand the list of Groups Sub-Resources.
orgs
  • Access to create, view, and edit the collection of entities within a group.

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

orgEntities
  • Access to create, view, and edit the relationship between an org (group) and a specific entity.

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

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:

Click to expand the list of Payments Sub-Resources.
txns
  • Access to create, view, and edit a payment used to charge a merchant’s customer. Such as:

    • Credit Card,

    • eCheck, or;

    • Payment Token

  • Available in Create, Full View & Update role categories.

txnResults
  • Access to view the details of a specific transaction, including:

    • type of transaction, and;

    • any associated decline and validation message with CVV and AVS.

  • Available in the Full View role category.

batches
  • Access to create, view, and update a group of transactions sent to the processor for settlement.

  • Available in Create, Full View & Update role categories.

entityReturns
  • Access to view ACH transactions that have been rejected.

  • Available in the Full View role category.

items
  • Access to create, view and update a line item associated with a particular transaction that is used to describe the cost, quantity, and other item details. 

  • Available in Create, Full View & Update role categories.

txnDatas
  • Access to view the base64 image of a signature when creating a transaction and save within the txnDatas endpoint.

  • Available in the Full View role category.

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:

Click to expand the list of Risk Management Sub-Resources.

holds 

  • Access to create and view a reviewable action taken on a transaction. 

  • Available in Create, & Full View role categories.

notes

  • Access to create, view, update, and delete risk management notes regarding why a transaction or merchant was reviewed and (if applicable) released. 

  • Available in Create, Full View, Update, & Delete role categories.

decisions

  • Access to create, view, update, and delete create, view, update and delete the schedule and rules for a transaction check such as validating AVS/CVV. 

  • Available in Create, Full View, Update, & Delete role categories.

decisionRules

  • Access to create, view, update, and delete the conditions that make a risk decision apply during a specific circumstance such as not allowing a transaction over a specific amount to process. 

  • Available in Create, Full View, Update, & Delete role categories.

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:

Click to expand the list of Alerts Sub-Resources.

alerts: 

  • Access to create, view, update, and delete a specific event notification. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

alertActions: 

  • Access to create, view, update, and delete the action taken on an alert event such as:

    • sending an email or;

    • using a webhook notification. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

alertTriggers: 

The triggering event that causes an alert to be sent such as a transaction failing or a payout being disbursed. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

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:

Click to expand the list of User Management Sub-Resources.
logins 
  • Access to create, view, update, and delete a user associated with a specific login including:

    • username,

    • password,

    • email,

    • first/last name,

    • address, and;

    • association with a partition & division. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

apikeys 
  • Access to create, view, update, and delete a permanent method of authentication to the API. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

iplists 
  • Access to create, view, update, and delete the list of IP (Internet Protocol) addresses that is used to whitelist or deny for a specific login so only specific IP addresses can be used. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

messages 
  • Access to create, view, update, and delete the message associated to a specific user such as if a transaction has been placed on hold. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

messageThreads 
  • Access to create, view, update, and delete the sender, receiver, and subject of a message resource. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

teams 
  • Access to create, view, update, and delete the collection of logins that is associated with a team to grant additional permissions such as access to multiple merchants. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

teamLogins 
  • Access to create, view, update, and delete the link between a Login and a Team in addition to the Login's rights such as View Only or Admin on the team. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

aggregations 
  • Access to create, view, update, and delete the application of desired calculations such as a count, sum, min/mac to a given resource within a search query. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

mappings 
  • Access to create, view, update (re-map), and delete fields in the API for either input or output such as if the system uses a different format for output data than what is sent to the API. 

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

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:

Click to expand the list of Disputes Sub-Resources.
chargebacks
  • Access to view a chargeback filed on a transaction such as a duplicate charge or an item not being as described.

  • Available in the Summary View role category.

chargebackMessages
  • Access to create and view the message sent by a merchant, processor, or bank in relation to a chargeback. 

  • Available in Create, Full View, & Summary View role categories.

chargebackStatuses
  • Access to view the status of a chargeback such as if it is in Retrieval, Arbitration, Lost, or Won.

  • Available in the Summary View role category.

chargebackMessageResults
  • Access to view the result of a message associated with a chargeback.

  • Available in the Summary View role category.

chargebackDocuments
  • Access to create and view any file related to a chargeback.

  • Available in Create, Full View, Summary View, Update, & Delete role categories.

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:

Click to expand the list of Invoices Sub-Resources.
invoices 
  • Access to create, view, and delete:

    • invoices for customers,

    • email an invoice,

    • pay an invoice, and;

    • track payments for a specific invoice. 

  • Available in Create, Full View, Summary View, & Delete role categories.

invoiceItems
  • Access to create, view, and delete the line item details specific to an invoice resource. 

  • Available in Create, Full View, Summary View, & Delete role categories.

invoiceLineItems 
  • Access to create, view, and delete an invoice item by holding information such as quantity and pricing of each item. 

  • Available in Create, Full View, Summary View, & Delete role categories.

invoiceResults 
  • Access to create and view the status of an invoice such as if it was successful or failed and additional details associated with a particular invoice. 

  • Available in Create, Full View, & Summary View role categories.

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:

Click to expand the list of Withdrawal History Sub-Resources.
Splitsdisbursements 
  • Access to view a breakdown of what was paid out to an entity account based on sales, fees, chargebacks, and returns. etc. 

  • Available in Full View, & Summary View role categories.

disbursementResults 
  • Access to view a specific disbursement result such as if it was successful or failed.

  • Available in Full View, & Summary View role categories.

entityReturns 
  • Access to view a disbursement that has been rejected. 

  • Available in Full View, & Summary View role categories.

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:

Click to expand the list of Splits Sub-Resources.
profitShareResults
  • Access to view an entity to have earnings/expenses shared with another entity. 

  • Available in Full View, & Summary View role categories.

adjustments
  • Access to view monetary adjustments made to an entity's funds. 

  • Available in Full View, & Summary View role categories.

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:

Click to expand the list of Quick Charge Sub-Resources.
quickCharge
  • Access to view and use the quick charge (virtual terminal) to process a transaction on a merchant entity. 

  • Available in the Full View role category.

cc
  • Access to view and use the quick charge to process a credit card transaction.

  • Available in the Full View role category.

eCheck
  • Access to view and use the quick charge to process an eCheck transaction.

  • Available in the Full View role category.

JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.