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Managing Employee Roles and Settings

The information in this article pertains to merchants who have signed up for Helcim from June 1, 2020, onward. If you are using Helcim's Legacy system, please click here.

You can add your employees as users on your account and assign default or custom roles to meet your business needs.

To view your existing employees or add a new employee, click on Employees under My Business. You will now see a list of the existing employees who have access to the account, along with their title and user permissions.

Adding a New Employee

To add a new employee, click on the New Employee button in the top right-hand corner of the Employees page. Next, use the text boxes to enter the employee’s information. Employee First and Last Name: Use the text box to enter the employee’s name.
Job Title: Enter the employee’s job title.
Role: Begin typing the employee’s assigned role for your Helcim account, you can also click on the search icon to find the role you’re looking for. You can choose from the default system roles or a custom role that you have created. We will review how to create custom roles further down in this article.
Email Address: Enter the employee’s email address.
Cellphone Number: Enter the employee's phone number.

Once you have created a new employee and assigned their role, the employee can go to the Helcim account login screen and enter their email, then click Reset Password to create a new password for their account.

Click on Save to create a new employee profile.

The employee you added will receive an email at the address you entered that includes a link they can use to create their password. They will use this email and password combination to login to your Helcim account.

System Default Roles

Your Helcim account will automatically include System Default roles, to review the permissions associated with these roles, click on Employees under My Business, then click on Manage Roles in the top right-hand corner of the screen. Next, click on the System Default Roles option in the middle of the screen to view the default roles and the role descriptions. Clicking on the roles will let you view the associated permissions for that role. You cannot customize these permissions, for default roles the overview page is view only.

Custom Roles

Your Helcim account includes the option to create Custom Roles to meet your specific business needs. To create a custom role, click on Employees under My Business, then click on Manage Roles in the top right-hand corner of the screen. Next, click on the Custom Roles option in the middle of the screen to view any existing customer roles that you have created and the role descriptions. If you want to create a new custom role click on New Custom Role in the top right-hand corner of the screen. Next, enter the name you want to identify the role by and a brief description of the role using the text boxes. Once you have entered the role details, click on Create. A confirmation message will pop-up confirming that the new role has been created. Next, click on Modify to assign unique permissions for the role. You can now scroll through and assign the specific permission options you want to assign for the role. Clicking on the button next to the role will activate those permissions. When the icon is blue it indicates that permission has been granted for that function. Be sure to scroll through all the options to assign all the required permissions. You can go back and edit the permissions at any time. Click on Save when you’re done to apply the changes.

You have now created a custom role and will be able to view it on the Roles and Permissions overview page.

Updating Employee Information

If you need to update an employee's information, simply click on their name from the list of available employees and then select Modify in their profile. You can now edit their name, role, and permissions.

If an employee has Administrator access and they need to update their information they will need to edit it themselves, other employees are not able to edit an Administrators information.

Deactivating or Deleting an Employee

If you want to delete or deactivate an employee from your account or if you no longer want an employee to have access to your account, you can do so using the actions options under Employees.

To do this, select the employee you want to remove from your account, then click on Actions and select either Deactivate Employee or Delete Employee.

Related Articles

Editing Your User Settings
Dashboard and Notifications
Managing Your Merchant Account Information
Default User Settings
Editing Business Locations and Addresses
Updating Banking Information
Viewing Statements and Settlement Information
Ordering New Equipment or Viewing Equipment Orders
Completing or Renewing Your PCI Compliance
Creating a Support Ticket
Understanding Bank Deposits
Bank Deposits
Contact Helcim Support
How to Send a Referral
Form 1099-K Overview

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