Manage system users

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Index

Create system users
Setting up permissions
Download all user permissions

This section explains how to manage system users and their access to permissions.

The first step is to create user profiles and assign them access to the relevant account(s). This ensures that each user can log in and perform their required tasks.

Once users have been set up, it is important to assign appropriate permission levels. Permissions determine what actions each user is allowed to perform within the system, helping to maintain security and control over account activities.

By carefully allocating permissions, you ensure that users have the access they need while protecting sensitive information and functionality.

Create system users

Creating a system user is a two-step process:

Create an Account Contact (Required)The first and most essential step is to create an account contact. This establishes the individual within the system and captures their key details.
Activate as a System User and Assign PermissionsOnce the account contact has been created, you can activate them as a system user. During this step, you will assign the relevant permission levels, which determine what the user can access and manage within the system.

By completing both steps, the user will have secure access to the system with permissions tailored to their role.

To set up a contact, first navigate to Account profile > Registration profiles > Contact profiles > Contacts

Click on the Add Account contact button
Insert the following information for your new contact.

Title: The title that was captured when the user was added
First name: The first name of the user added
Surname: The surname or last name of the user added.
Initials: The first letter of the user’s first name, and or if they have more than one name
Date of birth: Your date of birth
Identity type: Either the SA ID number or passport number.
Telephone number: The landline number of the user added
Cell number: The cellphone number of the user added
Email: The email address of the user added
Job description: The user’s job description has been added

Tick the system user box and click on submit.

Navigate to Account profile > System users > Manage system users.

A list of all contacts/users will be displayed.
Edit the user contact entry by clicking on the pencil icon.

To activate an account contact as a system user, login details for the Netcash account must be generated and sent to the user. When the login credentials are created, the system user is automatically activated. The user will then receive their login details, allowing them to access the system.

Click on Manage login button
Create a username for this user and click on generate. The login details will be sent to the new user for them to access the system. The active box on this profile has been ticked automatically.

Permissions set up is required for the user and will be explained in the next step

Setting up service and account profile permissions.

Each system user has their own set of permissions. These permissions are grouped into specific categories based on the level of access required.

Service Permissions
Users are assigned access to specific services, along with what actions they are allowed to perform within those services. This ensures that users can only view or manage the functions relevant to their role.

Account Profile Permissions
This category relates to administrative functions within the account. It includes permissions for activities such as user setup, managing registration profiles, service keys, and other account-level configurations.

App Permissions
The App category relates to integrated partner services. Permissions in this category control access to these external integrations and the actions users can perform within them.

It is important to carefully assign permissions across all categories to ensure that each user has the correct level of access while maintaining the security and integrity of the account.

Note: Each Netcash account has one system superuser. This user has full rights and controls all aspects of the Netcash account. By default, the superuser is a principal of the legal entity (director, member, partner etc.) The Super User is able to assign permissions for all users.

Service profile permissions

Navigate to Account profile > System users > Manage system users

Select the user you would like to assign permissions.
Click on the manage permissions button

If sub accounts are linked to this primary account a list of the sub account will be displayed. If this user needs access and permissions to the sub account tick the box next to that sub account. Click on select accounts.

Click on the services menu and filter thorough the section and then sub section menus linked to this service. Then repeat these steps for the next service in the section drop down

Note: If the user needs no access to a particular service or menu item, select none. This menu item or service will not appear in their Netcash account.

It’s important with salary/creditor and debit order batches that the options are carefully considered in terms of authorisations of the batch. If you select view, edit and authorise, this user will have access to authorise the batch.

Please submit and save the permissions before moving on to the next section.

Click on the Select accounts button.
Click on Save changes.
Once you have set permissions for all the service sections, click on submit.

This image illustrates the use of a sub-account and the primary account.

Account profile permissions

Navigate to the next section, which is the account profile section

Repeat the same steps as for the Services menus. Ensure that you navigate through the sub-section drop-down to ensure permissions are set for those menu items.

Click on submit and save changes after each subsection.
Once all changes have been actioned, click on Save Changes.

App permissions

App permissions allow you to control user access to specific integrated tools and features.
Within this category, you can assign permissions for the following:

Simpay Integration
Xero Integration
Validation Tools (also accessible under the Account Services menu)

To grant access, simply navigate to the App subsection dropdown and select the relevant applications the user should have access to.
It is important to ensure that only the necessary apps are enabled for each user, in line with their role and responsibilities.

Download all user permissions

Click on the Download all user permissions button to export all users’ permissions to Excel. This function is available to users that can View or Edit user permissions.