If you have team members who will be using your Helcim account to process payments, it's important to get them set up correctly. This article will guide you through adding employees and assigning them roles, so everyone on your team can start using Helcim.
In this article
Adding a new employee
Adding your employees to your Helcim account allows them to access the system, process transactions, and perform any other actions related to their role.
Here's how to do it:
Go to All Tools > Employees.
Click on the New Employee button in the top right-hand corner.
Enter the employee's information:
Employee’s full name
Job title
Role: click on the dropdown and choose from a list of roles
You can choose from the system default roles or a custom role that you have created.
Email address
Cellphone number
Click on Save to create a new employee profile.
Setting up employee logins
Once you've added an employee, they'll need to create their own secure login:
The employee should go to the Helcim account login screen.
They should enter their email address.
They should click Forgot password? to create a new password for their account.
The employee will receive an email at the address you entered, which includes a link to create their password.
| Going forward, your employees will use this email and password to log in to your Helcim account. |
Understanding system default roles
Helcim includes pre-set roles with specific permissions. It’s a good idea to understand these roles before assigning them to your employees.
To review the permissions associated with these roles:
Go to All Tools > Employees.
Click on Manage Roles in the top right-hand corner of the screen.
Click on the System Default Roles option.
Clicking on the roles will let you view the associated permissions.
| These default roles are not customizable, but are a good starting point for most businesses. To create custom roles, keep reading to the section below. |
Creating custom roles
If you have specific needs for employee access, you can create custom roles with tailored permissions.
To create a custom role:
Go to All Tools > Employees.
Click on Manage Roles in the top right-hand corner of the screen.
Click on New Custom Role in the top right-hand corner of the screen.
Enter the name and a brief description of the role.
Choose a name that clearly identifies the role (e.g., "Server," "Cashier").
Click on Create.
A confirmation message will appear.
Click on Modify to assign permissions for the role.
Scroll through the permission options and check the boxes next to each action to allow it for the role.
Click on Save to apply the changes.
Setting up employee PINs
For added security and to allow your employees to quickly access the Helcim POS app or Smart Terminal, you can set up PINs for them.
| To learn how to create these PINs, check out our article on Creating and Changing a PIN. |
Next steps
Now that you've added your employees, you're ready to start taking payments!
| The next step is to learn how to process a transaction. Check out our article on taking your first payment to get started. |
FAQ & Troubleshooting
Why shouldn't I just share my login with my employees?
If your employees log into your account using your credentials, they’ll have full access to your business information, account settings, reports, and other potentially sensitive information.
By using separate employee logins and roles, you have better control over what permissions your team members need in their day-to-day activities, rather than giving them the keys to the whole account!
How do I remove an employee's access to our Helcim account?
If you are an administrator to your account, you can remove an employee's access by either deactivating or deleting their account. Here's how:
Go to All Tools, and then Employees.
Select the employee you want to remove.
Click on Actions.
Choose either Deactivate Employee (temporary) or Delete Employee (permanent).
Important Notes:
An administrator cannot delete another administrator.
For assistance with deleting another administrator, contact Helcim support.