Skip to main content

Admin Users and Roles

Add a New Admin User​

Do you need to add a new admin user to your ChargeOver company account?

  1. Go to your Settings menu

  1. Select Admin Users & Roles from the left menu

  1. Click the New Admin User button

  1. Fill in the required field and click Save

An email will be sent immediately to your new team member, with instructions on how to log in to ChargeOver.

The new team member will use their email address to log in, and will be able to set their own password.

Excellent! Now you're building your team on ChargeOver!

A Note About Admin Rolls​

The permissions your team members have are based on what admin roles and permissions you assign them to.

Think carefully about what each team member should have access to when assigning roles.

What Do Admins See?​

If you want admin users to only see records they own (for example, you might want your sales reps to only see the customers and subscriptions they own), you can set what the admin users sees by default.

Note that your admin users will still be able to find and view customers that belong to other team members by searching.

Admin Permissions​

Overview​

ChargeOver supports customizable roles and permissions. Use permissions and roles to give specific users access to specific pieces of data or actions within ChargeOver.

For example — you might allow your salespeople to create and edit recurring packages, invoices, and payments, but deny them permission to void or refund payments. Meanwhile, your accountant can be given access to do those refunds and voids instead.

Set Admin Role Permissions​

  1. Go to your Settings and select Admin Users & Roles in the left menu

  2. On the next page, select the Admin Roles Tab

Create a New Admin Role​

  1. Click the New Role button

  2. Enter a name for the role, and choose the permissions you want the role to have

  3. Click the Save button at the bottom of the form

Delete Admin User​

There are times when you have an admin user who no longer works at your company or no longer needs access to their ChargeOver login.

In those cases, you should work quickly to revoke their access to ChargeOver.

  1. To get started, head over to your Settings and select Admin Users and Roles

  2. Select the name of the person you want to remove access to ChargeOver from

  1. On the next page, you should see a bright red Delete Admin User button. Once you select that option, you'll be prompted to confirm your decision
note

This cannot be undone, so please proceed with caution.

Once you're done, the user will be removed from your Admin User's list. They will no longer have access to ChargeOver.

Delete or Disable Access for an Admin User​

Sometimes you may let go of an employee who was set as an Admin user in your account, but now you need to change their Admin permissions. You can do this a few different ways.

Delete the Admin​

This option completely deletes the user from your account.

  1. Go to your Settings and Admin Users and Roles

  1. In the Admin Users section, there will be a list of all the Admin users that have access to your account. Click the name of the person you want to edit

  2. There will be a Delete Admin User button in the top right of their profile

  1. After you click on that, the user will be permanently deleted

Restrict Login Access​

This option restricts the Admin from logging into your account, so their name will still be on your list of Admins, but will not have the ability to edit anything in app.

  1. Go to your Settings and Admin Users and Roles

  2. In the Admin Users section, there will be a list of all the Admin users that have access to your account. Click the name of the person you want to edit

  3. You will see an option called "User Type." Hit the drop down and select This user can NOT log in ...etc

  1. Save your changes

Revoke Admin Permissions​

This option will change someone's status as an Admin to another role title.

  1. Go to your Settings and Admin Users and Roles

  2. In the Admin Users section, there will be a list of all the Admin users that have access to your account. Click the name of the person you want to edit

  3. You will see a "Roles" option. From there you can decide which role you want to change the Admin to

  1. If you hover over the "See detailed permissions" it will show all the permissions that role comes enabled with

  2. Un-check the Administrator box and check the new role you want the person to have

  3. Save your changes

Delete an Admin Role​

You might have too many Admin roles available for use in your instance, or maybe you want your staff to avoid accidentally selecting the wrong Admin role for new staff. Whatever the reason, you can delete admin roles.

  1. Go to Settings then Admin Users and Roles

  2. Select the role you would like to delete

  3. In the upper right hand corner select Delete Role

You Cannot Delete an Admin Role if​

  • The role is a built in role like: Administrator, Sales or Accounting
  • The role is in use by an existing admin

Inactivity Timer​

For security purposes, ChargeOver signs an admin user out after a period of inactivity. The default time is set to sign out after 1 hour of inactivity. You can adjust this time frame easily.

  1. Head over to your Setting menu and select Admin Users & Roles from the menu on the left
  2. Then select the tab, Options

  1. Select the time frame from the drop-down "Sign out for inactivity" and click Save