Users

This topic describes how to create and manage users and roles in Rebilly.

To effectively manage your team and the roles within it, create roles before you start adding users.

Use this process to add a new user to your team and to assign permissions to them.

1. In the left navigation bar, press Settings.

2. In the Management section, press Users.

3. In the right of the page, press Add user.

4. In the User details section, enter the user's details.

5. In the User permissions section, in the Permission assignment dropdown, select from the following:

   Assign permissions to the user based on roles

   Use this option to assign permissions to the user based on roles.

   Use roles to manage permissions consistently for different user types within your organization. For example, your organization may have a 'Customer service agent' role. As new users are added to the customer service team, you assign the 'Customer service agent' role to them.
   When permissions are added or removed from the 'Customer service agent' role, the permissions for all users with that role are updated.

   To assign permissions based on roles:

   1. Select Use roles.
   2. In the User roles dropdown, select one or more roles.
      To create roles, see Create roles.
   3. Review Selected permissions.
      This section displays the combined permissions of the selected roles.
      You cannot edit this section.

   Grant administrator permissions to the user

   Use this option with caution. This option grants the user full access to create, edit, and delete data in your organization.

   To grant administrator permissions to the user, select Grant full access (Administrator).

   Assign custom permissions to the user

   Use this option to assign custom permissions to the user.

   1. Select Set custom permissions.

   2. Select from the following:

      Use preset permissions

      1. Select one of the following presets:
         • Admin role: Grants all edit and view permissions.
         • Customer service agent: Grants permissions for customers, invoices, and transactions.
         • Settings manager: Grants permissions for products, plans, gateways, and automations.
         • Accountant: Grants permissions for reports, billing data, and financial settings.
         • KYC agent: Grants permissions for KYC documents, tags, and custom fields.
      2. In the Selected permissions section, review the assigned permissions.
      3. Optionally, to change the assigned permissions: Expand a resource section and select or clear the checkbox beside a resource or permission.

      Search and assign permissions

      1. In the Search permissions field, enter a resource, action, or operation ID.
      2. Select or clear the checkbox beside a resource or permission.

      Paste a list of permissions

      Use this process to set permissions for this user by pasting operation IDs. Permissions that are not in the pasted list are removed. For a list of all permissions and operation IDs, see User permissions.

      1. Press Paste permissions.
      2. In the Permissions field, enter the operation IDs.
         Separate operation IDs with new lines, commas, spaces, or semicolons, or paste a JSON array.
         To grant the user full access, enter *.

6. Optionally, to restrict the user's access to your organization based on IP addresses: In the Allowed IPs field, enter permitted IP addresses.
   Enter one address per line.

   This user also inherits any IP restrictions from the assigned roles.
   If you do not enter IP addresses, no IP restrictions are applied, unless restrictions are inherited from assigned roles.

7. Press Save user.

Use this process to create roles for the members in your team.

Roles have a defined set of permissions that are used by a specific user group. If permissions are added or removed from a role, the permissions list for all users with that role are updated.

1. In the left navigation bar, press Settings.

2. In the Management section, press Users.

3. In the right of the page, press Roles.

4. In the right of the page, press Create role.

5. In the Name field, enter a name for the role.

6. In the Description field, enter a description of the role.

7. Optionally, to add permissions from other roles: In the Include roles dropdown, select one or more roles.

8. In the Permissions section, select from the following:

   Use preset permissions

   1. Select one of the following presets:
      • Admin role: Grants all edit and view permissions.
      • Customer service agent: Grants permissions for customers, invoices, and transactions.
      • Settings manager: Grants permissions for products, plans, gateways, and automations.
      • Accountant: Grants permissions for reports, billing data, and financial settings.
      • KYC agent: Grants permissions for KYC documents, tags, and custom fields.
   2. In the Selected permissions section, review the assigned permissions.
   3. Optionally, to change the assigned permissions: Expand a resource section and select or clear the checkbox beside a resource or permission.

   Search and assign permissions

   1. In the Search permissions field, enter a resource, action, or operation ID.
   2. Select or clear the checkbox beside a resource or permission.

   Paste a list of permissions

   Use this process to set permissions for this role by pasting operation IDs. Permissions that are not in the pasted list are removed. For a list of all permissions and operation IDs, see User permissions.

   1. Press Paste permissions.
   2. In the Permissions field, enter the operation IDs.
      Separate operation IDs with new lines, commas, spaces, or semicolons, or paste a JSON array.
      To grant the role full access, enter *.

9. Optionally, to restrict access to your organization based on IP addresses: In the Allowed IPs field, enter permitted IP addresses.
   Enter one address per line.

   This role inherits IP restrictions from roles you add in the Include roles field.
   If you do not enter IP addresses, no IP restrictions are applied, unless restrictions are inherited from included roles.

10. Press Save role.

Use this process to edit a user's details.

1. In the left navigation bar, press Settings.
2. In the Management section, press Users.
3. In the list of users, in the Name column, press a user.
4. In the User details section, edit the user's details.
5. Press Save user.

Use this process to edit a user's permissions.

1. In the left navigation bar, press Settings.

2. In the Management section, press Users.

3. In the list of users, in the Name column, press a user.

4. In the User permissions section, review the current selection in the Permission assignment dropdown.

5. Select from the following:

   Add or remove assigned roles

   1. If Use roles is not selected, select it.
   2. In the User roles dropdown, add or remove roles.
      To create roles, see Create roles.
   3. Review Selected permissions.
      This section displays the combined permissions of the selected roles.
      You cannot edit this section.

   Grant administrator permissions to the user

   Use this option with caution. This option grants the user full access to create, edit, and delete data in your organization.

   To replace the current permission assignment with administrator permissions, select Grant full access (Administrator).

   Add or remove custom permissions

   1. If Set custom permissions is not selected, select it.

   2. Review Selected permissions.
      If the user already has custom permissions, this section displays the current selection.

   3. Optionally, to replace the selected permissions with a preset:

      Selecting a preset replaces the currently selected permissions.

      Select from the following:

      • Admin role: Grants all edit and view permissions.
      • Customer service agent: Grants permissions for customers, invoices, and transactions.
      • Settings manager: Grants permissions for products, plans, gateways, and automations.
      • Accountant: Grants permissions for reports, billing data, and financial settings.
      • KYC agent: Grants permissions for KYC documents, tags, and custom fields.

   4. Add or remove permissions:

      • To find a permission: In the Search permissions field, enter a resource, action, or operation ID.
      • To add or remove a permission: Select or clear the checkbox beside a resource or permission.

   5. To replace the selected permissions by pasting a list of permissions:

      Pasting a list of permissions replaces currently selected permissions. Permissions that are not in the pasted list are removed. For a list of all permissions and operation IDs, see User permissions.

      1. Press Paste permissions.
      2. In the Permissions field, enter the operation IDs.
         Separate operation IDs with new lines, commas, spaces, or semicolons, or paste a JSON array.
         To grant the user full access, enter *.

6. Press Save user.

Use this process to verify that a user activated their account.
This process also describes how to resend an invitation to a user.

1. In the left navigation bar, press Settings.
2. In the Management section, press Users.
3. In the user list, check the Status column.
   If the user has not activated their account, the status is Pending confirmation.
   To resend the invitation, on the right of the user, press Resend confirmation email.

Use this process to view users, delete a user, or emulate a user's permissions.

1. In the left navigation bar, press Settings.

2. In the Management section, press Users.

3. Select from the following:

   View users

   In the user list, view all users.

   To view details for a specific user, in the user list, in the Name column, press the user.

   To filter the user list, in the top right of the page, press Filter, then select a filter.

   Delete a user

   On the right of the user, press Delete.

   Emulate user permissions

   Use this feature to test a user's permissions, and to see which parts of the Rebilly product are available to them.

   On the right of the user, press Emulate permissions.
   To stop emulating user permissions, at the top of the page, press Stop emulation.

Use this process to export user data to a CSV file.

1. In the left navigation bar, press Settings.

2. In the Management section, press Users.

3. Optionally, select which columns to include in the export

   1. In the top right of the page, press Edit columns.
   2. Add or remove columns, then press Apply.
4. Optionally, arrange the order of the columns in the export

   1. In the top right of the page, press Edit columns.
   2. Drag columns to arrange their order, then press Apply.

5. In the top right of the page, press Export, then press Export as CSV.
   When the report is generated, a notification is displayed in the top right of the page.

6. In the top right corner of the page, press Alerts, then press the file to download.

Use this process to reset your password, switch between displaying customer names or customer organization names, or change time zone. To add an authenticator app to your account, see Add an authenticator app to your account.

1. In the top right corner of the page, press your initials, then press your name.

2. Select from the following:

   Reset your password

   In the Profile summary section, press Reset password, then follow the instructions. This option is available only for an account that signs in with a password. An account that signs in with Google has no password.

   Change theme

   In the Theme section, select Light, Dark, or System to match the theme of your device.

   Change data tables report limit

   In the Data tables report limit section, in the Results per page dropdown, select a limit.

   Switch between displaying your full name or organization name

   In the Display name section, select an option in the dropdown.

   Change time zone

   In the Currency and time zone section, press Detect my time zone. Or, in the Select time zone dropdown, select a time zone.

   Change time format

   In the Currency and time zone section, in the Time format dropdown, select a format.

MFA provides additional security during the sign-in process by requiring more than one form of identity verification to authenticate a user. This involves the use of a smart device, such as a phone or tablet, and an authentication application, such as Google Authenticator, or Duo Security.

The user is required to use a password and an authentication code from the authentication application. If a user signs in with Google and uses an organization that requires MFA, they must enter an authentication code. If they do not have MFA set up, they must set it up first. If a password is compromised, a malicious user would need the related authentication device, and access to the authentication application, to sign in.

The use of MFA is optional in Rebilly, but highly recommended. To require MFA for all users, see Require MFA for your organization.

Use this process to add an authenticator app to your own account. When you sign in with your password, you must enter a code from the authenticator app. If you sign in with Google and have no password, you can add an authenticator app only when you use an organization that has MFA settings. Otherwise, manage 2-step verification in your Google account. To require MFA for all users, see Require MFA for your organization.

1. In the top right corner of the page, press your initials, then press your name.
2. In the Multi Factor Authentication (MFA) section, press Set up MFA.
3. Select from the following:
   • If you sign in with a password: In the Set up MFA dialog, enter your password, and press Continue.
   • If you sign in with Google and have no password: If the MFA setup page asks you to sign in again, press Sign in with Google again, and sign in.
4. Scan the QR code with your authenticator app, or type the key.
5. Enter the 6-digit code from your authenticator app, and press Verify code.

Use this process to access an organization that requires MFA when you have not entered an authentication code since you signed in. When you open the organization, the MFA code page opens if you have MFA set up, or the MFA setup page opens if you do not. To use another organization instead, switch to that organization.

1. Select from the following:
   • If you are on the MFA code page: Enter the 6-digit code from your authenticator app, and press Confirm.
   • If you are on the MFA setup page, and you sign in with a password:
     1. Enter your password, and press Continue.
     2. Scan the QR code with your authenticator app, or type the key.
     3. Enter the 6-digit code from your authenticator app, and press Verify code.
   • If you are on the MFA setup page, and you sign in with Google and have no password:
     1. If the page asks you to sign in again, press Sign in with Google again, and sign in.
     2. Scan the QR code with your authenticator app, or type the key.
     3. Enter the 6-digit code from your authenticator app, and press Verify code.

After you enter the code, you return to the page that you opened. If you lose access to your authenticator app, contact Support.

Use this process to require MFA for all users of your organization.

When MFA is required, a user who does not have MFA must set up MFA the next time they use Rebilly. The user cannot use this organization until they set up MFA. For more information, see Access an organization that requires MFA. API keys are not affected.

You configure live and sandbox environments separately. To require MFA in both environments, complete this process in each environment.

1. In the left navigation bar, press Settings.

2. In the Management section, press Security.

3. Depending on whether the warning shows the Set up or confirm MFA link, select from the following:

   The Set up or confirm MFA link is displayed

   Press Set up or confirm MFA, and select from the following:

   • If you have an authenticator app: In the Confirm MFA dialog, enter the 6-digit code from your authenticator app, and press Confirm.
   • If you do not have MFA set up, and you sign in with a password:
     1. In the Set up MFA dialog, enter your password, and press Continue.
     2. Scan the QR code with your authenticator app, or type the key.
     3. Enter the 6-digit code from your authenticator app, and press Verify code.
   • If you sign in with Google and have no password:
     1. If the MFA setup page asks you to sign in again, press Sign in with Google again, and sign in.
     2. Scan the QR code with your authenticator app, or type the key.
     3. Enter the 6-digit code from your authenticator app, and press Verify code.

   The Set up or confirm MFA link is not displayed

   Continue to the next step. MFA is already confirmed for this sign-in.

4. Turn on the Require MFA for the organization in live or Require MFA for the organization in sandbox toggle.

5. Press Require MFA.

Use this process to stop requiring MFA for all users of your organization. This change applies only to the current environment, either live or sandbox. Users who have MFA set up keep using it until they deactivate it on their profile.

1. In the left navigation bar, press Settings.
2. In the Management section, press Security.
3. In the Multi-factor authentication (MFA) section, turn off the Require MFA for the organization in live or Require MFA for the organization in sandbox toggle.

Use this process to deactivate MFA for your own account. If you sign in with Google and have no password, and MFA is active, you cannot deactivate MFA in the profile. To deactivate MFA, contact Support. If you are in an organization that requires MFA, you cannot deactivate MFA. Live and sandbox environments have separate MFA requirements.

1. In the top right corner of the page, press your initials, then press your name.
2. In the Multi Factor Authentication (MFA) section, press Deactivate MFA.
3. In the Deactivate MFA dialog, enter your password, and press Deactivate MFA.

Use this process to replace the authenticator app on an account that signs in with a password. If you sign in with Google and have no password, and MFA is active, you cannot replace the authenticator app in the profile. To replace the authenticator app, contact Support.

1. In the top right corner of the page, press your initials, then press your name.
2. In the Multi Factor Authentication (MFA) section, press Change authenticator.
3. In the Change authenticator dialog, enter your password, and press Continue.
   This removes your current authenticator so that you can set up a new authenticator app.
4. Scan the QR code with your authenticator app, or type the key.
5. Enter the 6-digit code from your authenticator app, and press Verify code.

Use this process to view which users of your organization have not set up MFA.

If the user list does not show the MFA column, contact Support to activate MFA settings for your organization.

Select from the following:

Use this process to change the theme of the Rebilly UI for your user account. This option switches between light and dark mode.

There are two ways to change the theme. Select from the following:

• User permissions
• User management
• API keys