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.
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.
Deactivating an Employee
If you no longer want an employee to have access to your account, you can deactivate the role so their login will no longer be active.
To do this, select the employee you want to remove from your account, then click on Deactivate Employee
until the Actions menu.