## Overview

The admin users and roles add on is where you can determine who can login to your ChargeOver account and view and edit certain things in your account. You can create different permissions for different types of admin users and you can also delete admin users at any time, if you have the role of Administrator.

Watch the video: [YouTube video player](https://www.youtube.com/watch?v=UZk4cGw5QcI)

## Add a new admin user

1. Go to your **Settings** menu
2. Select **Admin Users & Roles** from the left menu
3. Click the ==New Admin User== button

![](20240515105451.png)

4. Fill in the required fields and click ==Save==

![Invite new admin user form](invite-new-admin-user-form.png)

:::note

The job title and job category fields are not related to admin roles and permissions.

Admin users can change these fields themselves in the [profile settings](https://help.chargeover.com/docs/your-chargeover-account/admin-user-profiles/).

:::

An email will be sent immediately to the 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.

:::info

The permissions your team members have are based on what [admin roles and permissions](#admin-permissions) you assign them to.

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

:::

### Only show records a user owns

If you want admin users to, by default, see any records they own right away when they login, there is a setting for it under each admin user.

The option below is meant to de-clutter ChargeOver for the admin user and allow them to find the customers they are responsible for, quickly.

:::warning

The admin user will still be able to find and view other customers and records that belong to other team members by using the search bar in the ChargeOver account. This does not block other records from being found by the admin user. Only adjusting their permissions can do that.

:::

![](./restrict-to-your-owned-records.png)

## 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.


<iframe
    src="https://www.loom.com/embed/60874de1607f4b9baedeca2952e41900?sid=658241db-b281-4c05-92bd-ad834e84a67d"
    frameBorder={0}
    webkitallowfullscreen=""
    mozallowfullscreen=""
    allowFullScreen=""
    style={{
      width: "100%",
      height: "500px"
    }}
  />


### 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

![](./ad62bdb0-c291-4973-a5d3-ccf20ff18ad5-dj8.png)

## 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

![](./1686173240079-nh4.png)

## Edit an admin roles permissions

Sometimes you may want to edit a users admin role permissions. To do this, you may have to create a new, custom
admin role for this user, if they are going to have unique permissions that only apply to them. 

1. Go to your settings and the `Admin Users & Roles` tab. Click the blue link 'View roles' to see what role the user is assigned to

![](admin_viewrole.png)

2. Then click the `Admin Roles` tab and find the current role the user is assigned to. Decide if you want to edit the role they have now (if it 
is a custom role), or if they need to have a new custom role created for them. 

![](admin-roles.png)

3. If you decide to create a new role for the user, follow the steps to do that [here](https://help.chargeover.com/docs/customization/admin-users-and-roles/#create-a-new-admin-role). 
Or, if you are editing an existing custom roles permissions, click the roles name to edit it

![](admin-editas.png)

4. Use the check boxes to check which permissions the new role should have. Once you are done, ==Save== your changes

![](admin-permedit.png)

5. If you created a new role, click the name of the admin user to edit the role they are assigned to and select the new role. ==Save== your changes. Now the admin user has a 
new role assigned, with new permissions! 

![](admin-new-role.png)

## Delete an 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

![](./revoke1-xeq.png)

3. Select the three vertical dots and then click **"Delete Admin User"**

   ![](./admin-delete.png)


:::warning

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.
However, the user will not be removed as a sales rep from customers automatically, nor will scheduled reports to the admins
email be unscheduled. You will have to make sure their email is not getting any automatic emails anymore. 

### An admin is still getting emails after being deleted 

Even after you delete an admin user from your account, scheduled reports that were scheduled to send to their email will not be unscheduled and 
still send. This is how you check to see what emails are scheduled to send to the admins email. 

1. Go to the Report Center
2. Find the report called Scheduled Reports and click into it
3. Find the reports where the header `Recipient` has the email of the deleted admin user
4. Click the ==View== button on each of the reports and you will be brought to that individual report
5. Follow [these steps to unschedule the reports](https://help.chargeover.com/docs/reports/features/schedule-a-report/#unschedule-a-report)

Make sure that the admins email is also not set to be the `From:` email address in your email personalization settings for your email templates,
or cc'd on any of the email templates. You will have to go and manually check each email template and remove the admins email yourself. 

## 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. Select the three vertical dots and then click **"Make Inactive"**

![](./admin-make-inactive.png)

## 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

![](./roles-q-ccw.jpg)

4. If you hover over the **"See detailed permissions"** it will show all the
   permissions that role comes enabled with
5. Un-check the Administrator box and check the new role you want the person to have
6. ==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==

![](./delete-admin-role-d40.png)

:::info

You cannot delete an admin role if the role is a built in role, like the Administrator, Sales or Accounting. And you cannot delete an admin role if 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 one 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==
3. Select the time frame from the drop-down **"Sign out for inactivity"** and
   click ==Save==