Merchant panel user management

The username for the Merchant panel is an email address. Users have different roles with different rights. In this article, you'll find information about roles and instructions for creating, editing, and deleting a user account.

User rights and roles

Payments and settlements

The user can view payment and settlement information but they unable to refund payments or edit Merchant account information. This user might be suitable for a company accountant.
In addition to viewing payment information and reports, if needed, you can grant the following rights:

Manage payments
A user role that can refund payments.

Payment link creation
A user role that grants rights to create payment links. A user with this role cannot initiate refunds, transfer funds or process other payments.

Initiating refunds*
 A user role to create refunds that require separate approval. A user cannot have this role and the “Refund approvalrole.

Refund approval*
A user role that enables the approval of refunds that require it. A user cannot have this role and the “Initiating refunds role.

*Initiating refunds and Refund approval roles require activating the Refund approval setting under Settings. See instructions on how to activate the setting.

Manage users

The user can create and edit merchant account users. The user can also download a users list in XLSX format that including user names, email addresses and roles.

Manage information

The user can manage merchant account information, settings and payment methods.


Creating and editing a user

You can create a new user or edit an existing one if you have Manage users role as follows:

    1. In the Merchant panel, click Users from the menu on the left.
    2. Click Create user.
    3. In the window that opens, enter the user's email address, select the user's language and set the permissions and click Continue.
      Screenshot 2024-01-30 at 8.22.58.png
    4. In the window that opens, check that the information is correct. If they are correct, click Create User. To make changes, click Cancel.
      Screenshot 2024-01-30 at 8.25.38.png

The new user will receive an email with instructions on activating their ID. The link is valid for 7 days. If the password expires, the user must be deleted and created again.

To edit a user and the assigned roles:

  1. In the Merchant panel, click Users from the menu on the left
  2. From the user list, click the user whose rights you want to edit. 
  3. The users information will display, add or remove role or rights by unchecking or checking the box in front of it.  
  4. When you have finished editing the user's information, click Save user.

Deleting a user

A user with the Manage users role can remove users if necessary: 

  1. In the Merchant panel, click Users from the menu on the left
  2. From the user list, find the user whose rights remove and click on the Remove. Screenshot 2024-01-30 at 9.21.11.png
  3. A new window will open asking you to verify that you do want to delete the user, click Remove user. 

Screenshot 2024-01-30 at 9.27.34.png


Changes to user management, if the person with the "Manage users" role changes or isn't able to log in to the Merchant panel

  • The person with the "Manage users" role can send an email to Paytrail's customer service to update the merchant account's contact information. The request must come the same email address as found in the merchant account information, and it must state the Merchant ID to which the request applies.
  • If, for example, the person with the "Manage users" role no longer works for the company, another company representative can also send the request. In this case, the request must include the following information:
    • Merchant ID
    • The name of the old contact person
    • The name and email address of the new contact person
    • The email address of the person authorized to sign on behalf of the company
  • Once we receive the request, we will send a change request form to the person authorized to sign on behalf of the company, which they can sign electronically. After receiving the signature, we can create a new user with the "Manage users" role in the Merchant panel.

  • NOTE! It is a good idea for the new user with the "Manage users" role to check and update the contact information under "Merchant account" and "Contact information" when logging in to the Merchant panel.

Good to know about user management

  • Remember to review your company users regularly and remove users who no longer work for your company.
  • Please make sure that in your merchant account there is always a user with the "Manage users"  role.
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