User Administration

In this article, you will learn how to create accounts in the user management section, manage two-factor authentication, define roles, and assign permissions.

To access the settings, navigate to the main menu of your Payrexx account and go to Settings > User Administration:

Depending on the plan you have activated, different numbers of user accounts are available in Payrexx:

• Free Plan: 1 user

• Standard Plan: 3 users

• Premium Plan: Unlimited number of users

The user management section in Payrexx is divided into the two areas users and user roles.

Users

This area is divided into the following sections:

• User Overview

• Add User

• Edit User

  • Edit Own User

  • Edit Other User

• Change Account Owner

Please note that two-factor authentication is mandatory for every user. You can find more information in the section "Edit Own User".

User overview

The "Users" tab displays an overview of all created user accounts:

Overview of existing user accounts

• The user marked with the label is the one currently logged in.

• The user marked with the label is the owner of the account. Important emails from Payrexx are sent to the email address of the account owner.

Add user

To create a new user account, click on the "Add user" button:

Creating a new user in Payrexx

Configure the new user as follows:

Entering the new user’s information

1. First name: Enter the user’s first name. This field is optional.

2. Last name: Enter the user’s last name. This field is optional.

3. Email: Enter the user’s email address. Payrexx will send the invitation to create the user account to this address.

4. User role: Select the role you want to assign to the user. For more information about Roles, refer to the corresponding section.

Click "Invite" to send the new user an invitation to set up their user account.

The newly created user will then receive the following email:

Invitation email for the user account

If the invited user does not receive the email, we recommend following the steps outlined in the corresponding article in the Frequently Asked Questions.

The new user clicks on the invitation link in the email:

Link to create the user account

The user clicks "Accept invitation":

Accepting or declining the invitation to create the user account

Finally, the new user selects a password and completes the account setup by clicking the green button:

Setting the password for the new user account

Please note that the password must meet the following requirements:

• It must be at least 7 characters long.

• It must contain at least one uppercase letter, one lowercase letter, one number, and one special character.

After setting the password, the user will receive an email with a security code:

Security code for logging into Payrexx

The user enters the six-digit code in the designated field and clicks "Authenticate":

Two-factor authentication to access Payrexx

The user account is now activated, and the user is logged in.

Edit user

Edit own user

Hover over the row of your own user account and click the pencil icon to enter edit mode:

Editing the own user in Payrexx

The following settings can be configured within the user account:

Configurable settings in your own user account

1. First name: Change or remove your first name.

2. Last name: Change or remove your last name.

3. Email: Change your email address (the new email address must be verified via two-factor authentication).

4. Change password: Update your password.

5. Connect with Google: Click the button and follow the on-screen instructions to link your user account with your Google account. Once connected, you can log in to Payrexx in the future without entering a password.

6. Show codes: Displays the backup codes. Tip: Store the codes securely so you can access them at any time. These codes allow you to log in to Payrexx even if two-factor authentication via email or SMS is not available.

7. Add 2FA method: Optionally, you can add an additional method for two-factor authentication. Available options include an authentication app or SMS. For more information on two-factor authentication, refer to the following article:

Two-Factor Authentication

1. Recent login history: Click the "+" icon to view the details of the last 30 logins for this user in Payrexx.

Edit other user

Only users with administrator rights are allowed to edit other user accounts.

Hover over the row of any user account and click the pencil icon to enter edit mode:

Editing another user in Payrexx

Unlike when editing your own user account, you can only edit the first name, last name, email address, and user role in other employees’ accounts:

Configurable settings in another user’s account

Change account owner

One of the users registered in the merchant administration is always the account owner. Important notification emails from Payrexx are sent to the email address associated with this user account:

The account owner in Payrexx

To change the account owner, hover over the user you want to assign as the new account owner, then click the middle icon of the three displayed:

Making another user the account owner

Only users with administrator rights can change the account owner.

User Roles

A user role is a grouping of permissions that can be assigned to one or more users. Instead of granting permissions to each user individually, roles are defined and assigned to the appropriate individuals.

• ✅ User roles ensure that only authorized individuals have access to sensitive data or functions.

• ✅ User roles help clearly define responsibilities.

• ✅ User roles ensure compliance with data protection requirements.

This section is divided into the following chapters:

• Create a user role

• Edit or delete a user role

Create a user role

In the "User roles" tab, click on "Add a user role" to create a new role:

Creating a new user role

Define the permissions you want to grant to user accounts assigned to this role. The following example illustrates a possible configuration for a role assigned to an employee from the marketing and communications team:

Defining permissions within a user role

1. Role name: Assign any name to the role.

2. Description: Optionally provide a description for the role.

3. This role owns all rights: Enable this toggle if you want the role to have full permissions. Leave it disabled if you want to assign permissions individually for different areas in Payrexx.

4. No permission: Select this option for areas you want to restrict for users assigned to this role.

5. Show only: Select this option for areas that users in this role can view but not edit.

6. Edit: Select this option for areas that users in this role are allowed to edit.

Click the green "Add" button to create the user role.

Edit or delete a user role

Hover over the row of the role you want to edit or delete and select the desired action:

Editing and deleting user roles

1. Edit: Click the pencil icon to open the role in edit mode.

2. Delete: Click the trash can icon to delete the role. This action cannot be undone.

Please note that the "Administrator" role cannot be deleted.