Create custom employee roles | Helcim employee management

While Helcim's default employee roles are a great starting point, sometimes your business needs something a bit more specific. That's where custom roles come in!

Creating your own roles lets you decide exactly what each team member can see and do within your Helcim account.

This article will guide you through how to create a custom role and explain each available permission, so you can build the perfect setup for your team.

In this article

Why create a custom role?

Default roles like Administrator, Manager, or General Staff cover many common business functions. But what if you need a "Weekend Supervisor" who can do a bit more than General Staff but less than a full Manager? Or perhaps an "Inventory Clerk" who only needs access to products and nothing else?

Custom roles give you that granular control, allowing you to:

Enhance security: By granting only the permissions an employee absolutely needs, you reduce potential risks.
Improve efficiency: When employees only see the tools and options relevant to their job, they can navigate the system more quickly.
Tailor access: Perfectly match permissions to unique job functions within your business.

How to create a new custom role

Ready to build a role that fits your team like a glove? Here’s how.

Step 1: Navigate to ‘Manage Roles’

Open the All Tools menu, then click on Employees.
Select Manage Roles.

Manage employee roles in Helcim

Step 2: Create a new custom role

On the Manage Roles page, click on New Custom Role.
Give your role a Name. Choose something clear and descriptive that will make sense to you and your team (e.g. "Cashier Shift Lead," "Order Fulfillment Specialist").
Add a brief Description for the role. This can help you remember the purpose of this role later on.
Click Create. You'll see a confirmation message, and then you'll be taken directly to the page where you can assign specific permissions for the new role.

Creating a new custom role in Helcim's employees tool

Step 3: Assign permissions to the role

Select 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.

Modifying permissions for a role in Helcim's employees tool

Understanding permissions

Permissions are grouped into categories related to different areas of your Helcim account. For each category, you can check the Select all box to grant all permissions within that group, or pick and choose individual permissions.

Click to expand an option below to see what each permission allows a user to do.

Helcim account permissions

Category	Permission	What the user can do
Dashboard	View charts	Ability to see the sales and transactions charts on the home page.
Merchant Account	View	Ability to view merchant accounts.
	Create	Ability to create merchant accounts.
	Modify	Ability to modify merchant accounts.
	Deactivate	Ability to deactivate merchant accounts.
Bank Account	View	Ability to view linked bank accounts.
Bank Account	Modify	Ability to add or modify existing linked bank accounts.
Employee	View	Ability to view employee information.
	Create	Ability to create new employees.
	Modify	Ability to edit information for existing employees, including their role.
	Deactivate	Ability to temporarily deactivate an employee.
	Delete	Ability to permanently delete an employee.
Role	View	Ability to view custom employee roles (under Manage roles).
	Create	Ability to create a new custom employee role.
	Modify	Ability to modify the permissions for an existing custom role.
	Delete	Ability to delete a custom employee role.
Location	View	Ability to view business addresses.
	Create	Ability to create new addresses (for multiple locations).
	Modify	Ability to modify existing addresses.
	Delete	Ability to delete addresses.
Equipment	View	Ability to view a list of existing hardware (Smart Terminals, Card Readers, etc.).
Equipment	Order	Ability to order new hardware.
Chargebacks	View	Ability to view the list of chargebacks.
Chargebacks	Respond	Ability to respond to chargebacks, including accepting or disputing them.
Statement	View	Ability to view monthly statements.
Security	View	Ability to view compliance forms and history.
Security	Answer	Ability to fill out compliance forms.
Ticket	View	Ability to view a list of support tickets.
	Create	Ability to create a new support ticket.
	Modify	Ability to reply in thread to an existing ticket.
Tax Forms	View	Ability to view tax forms (1099-K).

Helcim tool permissions

Category	Permission	What the user can do
Transactions	View	Ability to view transactions (Associated actions: viewing, sending, or printing receipts).
	Process	Ability to initiate new payment from the Payments tool.
	Void	Ability to void transactions.
	Refund	Ability to refund transactions.
	Preauth	Ability to create credit card preauthorizations.
	Capture	Ability to capture existing credit card preauthorizations.
	Settle	Ability to settle (close) batches.
Customers	View	Ability to view customer profiles.
	Create	Ability to create new customer profiles.
	Modify	Ability to modify customer information (Associated actions: requesting payment information, sending activation emails).
	Delete	Ability to delete existing customer profiles.
Invoices	View	Ability to view invoice history.
	Modify	Ability to modify existing invoices (Associated actions: downloading invoices, emailing PDF copies).
	Create	Ability to create new invoices.
Products	View	Ability to view the product library.
	Modify	Ability to modify products or services.
	Create	Ability to create new products or services.
	Delete	Ability to delete products or services.
Recurring	View	Ability to view recurring payment plans.
	Modify	Ability to modify existing recurring plans.
	Create	Ability to create new recurring plans.
	Delete	Ability to delete existing recurring plans.
Subscriptions	View	Ability to view subscriptions to recurring payment plans.
	Modify	Ability to edit subscriptions to recurring payment plans (payment method or schedule) Associated actions: pausing subscriptions.
	Create	Ability to add a new subscriber to a plan.
	Delete	Ability to delete subscriptions to a plan.
Pay Page	View	Ability to view a list of payment pages.
	Modify	Ability to edit payment pages.
	Create	Ability to create payment pages.
	Delete	Ability to delete payment pages.
Online Store	View	Ability to view the dashboard for the Online Checkout tool.
Online Store	Modify	Ability to modify the design or settings for Online Checkout.
Customer Portal	View	Ability to view the customer portal.
Customer Portal	Modify	Ability to make changes to customer portal settings (required information, customer permissions, theme designer, etc.).
Settings	View	Ability to view the settings page for the account.
Settings	Modify	Ability to modify any of the settings.
Reports	View	Ability to view reports in the Reporting tool.

After selecting all the necessary permissions, don't forget to click Save to apply your changes to the custom role.

Tips for assigning permissions

Less is more (usually): Only grant permissions an employee absolutely needs to do their job.
Use default roles as a starting point: Is this custom role similar to a "General Staff" but needs to modify customer profiles? Understanding the defaults can help you decide what to add or remove.
Name roles clearly: Use descriptive names for your custom roles so it's easy to know what each one is for. "Front Desk - Returns" is clearer than "Custom Role 1."
Review periodically: As your business changes or employees take on new responsibilities, revisit your custom roles to ensure they're still a good fit.
Test it out: If you can, create a test employee account, assign the new custom role to it, and log in as that user. Click around and make sure they can do what they need to—and can't do what they shouldn't!

Next steps

With your new custom roles defined, you're ready to put them to use!

Add your employees and assign your newly created custom roles.
Refresh your memory on default employee roles to see how your custom roles compare.
Know how to remove an employee from your account when the time comes.

FAQs

How many custom roles can I create?

You can create as many custom roles as your business needs. There's no limit!

Can I change the permissions for a custom role after I've created it?

Absolutely! Just go back to All Tools > Employees > Manage Roles. Click on the custom role you want to edit, and you'll be able to check or uncheck permissions as needed. Remember to Save your changes.

What happens if I don't assign any permissions to a new custom role?

If a custom role has no permissions selected, users assigned to that role will have very limited access. They won't be able to perform any specific actions or access most tools.

Can I copy an existing custom role to use as a template for a new one?

Currently, there isn't a direct "copy" or "duplicate" function for roles. You would create a new custom role and then select the desired permissions, using an existing role as your guide for which permissions to enable.