Skip to main content

Merchant User Accounts

Updated

Overview

User Accounts is where merchants can add new usernames, edit existing user permissions and notifications, delete users, and re-send the sub-users Welcome email. Merchants will have at least one user, the Primary Username, and can have an unlimited number of sub-users.

Prerequisites

The user will need the 'Access Administrative Options' permission to be able to see the General Options heading, which is where the User Accounts page is located in. Primary users have this permission set by default and cannot be removed. 

In the Merchant Portal, on the left side panel → click on Options → Settings → under General Options click on User Accounts; or from the homepage under Utilities → click on Settings → under General Options click on User Accounts. 

Adding a New Merchant User

  1. To add a new user, the primary user or one of the merchants Administrative users, will need to log in to their Merchant Portal and head over to User Accounts → click on Add A New User.
  2. Enter the First Name, Last Name, Email Address, Title (optional) and Username.
    • if the username is already in use, the system will notify you 'the username already exists', you will have to try another username. 
  3. Check off which Permissions and Notifications you would like this new user to have. 
  4. Once done, click on 'Create User': 
    • Once you click 'Create User', the user will receive a 'Welcome Email' to the email address you have entered. The user will need click on the 'Set a Password' button from their 'Welcome Email'. The 'Set a Password' link is valid for 24 hours. If they've missed the 24 hour mark, you can go back and click on the username which will take you to the Edit Account page → under the username you will find a 'Re-send User Welcome Email' link.

Password Reset

Important - once you reset a merchants user password, it's going to immediately break their password and they will receive a password reset email. If they are using this for API transactions or if they're expecting that password to work before they gain access to their email, you want to make sure that you don't do this until they are actually ready to get that new password configured. 

How-to reset merchants primary users password 

  • If the primary user is able to log in to their account, they can go to Settings → User Accounts → click on their username → click on Change Password.
  • If the primary user cannot login to their account, they will need to reach out to their Merchant Service Provider to have it reset for primary users. NMI Partners can reset the merchants' primary users password in their Partner Portal by heading over to List Accounts → scroll to their name from the list or search their name in the search box → click on their name → within the 'Merchant Users' section click on 'Reset Password' button next to the primary users name (as seen in the image below, from Partner Portal). Partner users will need the 'Manage merchant accounts' permission to be able to view this link. 
    mceclip1.png

How-to reset merchants sub-users password

  • If the sub-user has the Administrative Options permissions and is able to log in to their account, they can go to Settings → User Accounts → click on their username → click on Change Password.
  • If the sub-user does not have the Administrative Options permissions or cannot log in to their account, the merchant's primary user or one of their Administrative users will need to log in to their Merchant Portal and go to Options → Settings → click on User Accounts → click on the Username which will take them to the Edit Account page → under the username they will find a 'Re-send User Welcome Email' link. Click on the 'Re-send User Welcome Email' link. A pop-up will appear asking them to confirm. Click on 'Reset Password' again.
  • If the sub-user is not able to get a hold of an admin user then the Merchant Service Provider is also able to reset the merchants' sub-users password in their Partner Portal by heading over to List Accounts → scrolling to their name from the list or searching their name in the search box → clicking on their name → within the 'Merchant Users' section log in as the primary user (Partner users will need the 'Manage merchant accounts' permission to be able to view this link). Then complete the steps above that are underlined to complete the password reset on behalf of the merchant.

Editing and Updating Users

  1. To edit or update a user account, the merchant will need to log in to their Merchant Portal → go to Settings → click on Users Accounts → click on the Username they wish to make changes to.
  2. From there, they can edit First Name, Last Name, Email Address, Title, Permissions and Notifications. They cannot edit the Username. 
    • If a merchants username needs to be changed, please see 'Request Primary Username Change' below for more information. 
  3. Once they make the necessary changes, click 'Save' at the bottom. 
    Note - the primary user cannot remove the 'Access Administrative Options' permission and the 'Receive Accounting Notifications' notification. These are set by default. 

Request Primary Username Change

Note - we can only change the primary username. If the merchant requires a sub-username to be changed, they will need to create a new user.  

If a merchants primary username needs to be changed, their Merchant Service Provider (NMI Partner) will need to email support@nmi.com and provide the following:

  • Gateway ID
  • Current username
  • The new username it should be changed to

Once Support receive the request, one of our Support Agents will contact you or the person who is on your Contact List that can approve these changes. Support will make the changes and confirm on the support ticket. 

Deleting a User

  1. To delete a user, the merchant will need to log in to their Merchant Portal → go to Settings → click on Users Accounts → click on the Username they wish to delete. 
  2. Once they have the users Edit Account pulled up, on the top, they will see a 'Delete User' button. Click on the 'Delete User' button. A warning will pop-up to confirm, click 'okay'.
    • Note - this action cannot be undone and the primary user cannot be deleted.

User Gateway Permissions

Virtual Terminal Access, API Access, iProcess Mobile Payments Access, QuickBooks SyncPay Access, Swipe Access, and Batch Access will allow a Merchant to restrict the user via the payment method and transaction type.

Note - by using the '+' buttons, the various transaction sources can be further restricted by type (credit card, electronic check, or cash) as well as by action (sale, auth, capture, etc.).

  • Virtual Terminal - access to process transactions through the Virtual Terminal for Credit Card, Electronic Check, or Cash. If enabled, the user will have the 'Credit Cards' menu options on the top left side panel upon login (Sale, Auth, Refund, etc).
  • API Access - access for transactions to be processed through an API (websites, software, etc.).
  • iProcess Mobile Payments - ability for the username/password to be used in the iProcess Application.
  • QuickBooks SyncPay Access - ability for the username/password to be used in the Quickbooks SyncPay plug-in. Also needed to log into the Gateway Account and download the Quickbooks SyncPay plug-in.
  • Swipe Access - ability to use a username/password with Swipe Software. Swipe is a Microsoft Windows based PC application. The merchant needs to log into the Gateway Account and download the Swipe Software program.
  • Batch Access - access to the Batch Upload page in the Merchant Portal where they can upload multiple transactions using an excel or CSV file or via FTP.

Processors will only be visible for Merchants who have two or more processors. This will allow a Merchant to restrict a user to process through a particular processor, rather than all of them.

  • Processors - only visible on Multi-MID accounts. It can be used to restrict which Credit Card, Cash, or Electronic Check processors a user can access. Effects ability to run transactions, view reports, etc. The Cash or Electronic Check processor will only appear if they have these services activated. 

The following other permission options will be an “all or nothing” permission to access that particular service. These types of settings cannot restrict “parts” or provide read-only type access.

  • Access Recurring/Installment - allows the user to view and use the Recurring Billing Module. Users will be able to add, update or delete subscriptions via any source (API, Merchant Portal, Batch Upload, etc.).
  • Access Transaction Reports - allows the user to view and run reports in the Merchant Portal and Querying via API.
  • Access FTP - allows the user to upload a batch file by using an FTP connection, rather than logging into the virtual terminal and uploading a batch. Users will also need Batch Upload permissions.
  • Product Manager Admin - allows the user to access the Product Manager page in their Merchant Portal, and allows them to create, edit, and remove products.
  • Access Administrative Options - allows the user to access and edit anything in the "Settings" page, such as User Accounts, IP Restrictions, etc., and the "QuickClick" administrative page. 
  • Access Other Users' Transactions - allows the user to see and take action (refund, void, etc.) against transactions run on different user accounts under their merchant portfolio. If not checked, they will only see transactions run on their own username. 
  • Access the Customer Vault - allows the user to access to the Customer Vault page in the Merchant Portal where they can add, update, delete and use Customer Vault IDs.
  • Unlock Payment Data - legacy feature 
  • Manage Webhook Configuration - allows the user to access the Webhooks page. When viewing the page, users will be able to see all endpoints that are set up, delete them, edit them, and create new endpoints. 
  • Access Fraud Prevention™ - allows the user to access the Fraud Prevention™ page. When viewing the page, users will be able to set and deleting rules, clearing reviewed transactions and more. 
  • Access Invoice - allows the user to manage Electronic Invoices from the Invoice page. Management includes add, updating, closing, and paying against Invoices.
  • Access Collect Checkout - allows the user to access to the Collect Checkout page to create payment links, customize the look and feel, and manage their previously-created buttons and links. 

User Email Notifications

Notification options control different types of email notifications for the user, including individual transactions, settlement reports, batch upload reports, Admin notifications, Accounting notifications and others. These emails will go to the email address that is set in their User Account/linked to their username. 

To edit these notifications for a user, the merchant will need to log in to their Merchant Portal → go to Settings → click on Users Accounts → click on the Username they wish to make changes to → scroll down to Notifications section → check off which notification they would like to add or remove from that user → click Save.

  • Receive Transaction Receipts - the user will receive an emailed transaction receipt for every transaction run on the account.
  • Receive Upload Summaries - the user will receive an emailed summary of transactions run through Batch Upload. 
  • Receive Settlement Summaries - the user will receive an emailed summary of all Credit Card transactions that have settled through the Gateway. 
  • Receive Recurring Reports - the user will receive an emailed summary report of all successful Recurring transactions processed that day and will individually list the declined and errored ones.
  • Receive Customer Vault Reports - the user will receive Account Updater service notifications.
  • Receive E-Check Notifications - the user will receive an emailed summary report when Electronic Check transactions are updated by the Processor.
  • Receive Developer Notifications - not active, does not currently generate any emails or notifications.
  • Receive Admin. Notifications - the user will receive an email when any admin level notifications are generated (such as monthly volume limit). 
  • Receive Regular Newsletters - not active, does not currently generate any emails or notifications.
  • Receive Accounting Notifications - the user will receive an email when any accounting specific notifications are generated (such as past-due notices and billing emails).
  • Receive Automatic Card Updater Notifications - the user will receive an Automatic Card Updater email notification after every ACU run. For more information, please see Will my Merchant be Notified about Card Updates?
  • Receive Fraud Prevention™ Notifications - the user will receive a email when a transaction has been flagged through the Fraud Prevention™ service.