How to Add Team Members & Manage Permissions

PayHelm allows you to collaborate with your team by adding multiple users to your account. This guide explains how to invite team members, manage their access permissions, and remove access when needed.

Understanding Access Permissions

How PayHelm Permissions Work

PayHelm uses granular access permissions that let you control which sections of the platform each team member can access. You can give team members access to specific areas like:

• Dashboard: View and analyze main analytics dashboard
• Custom Reports: Create and view custom reports
• Shipping: Access shipping analytics and data
• Traffic: View traffic and advertising metrics
• Email Campaigns: Access email marketing tools and analytics

Each team member can have different combinations of these permissions based on their role.

Admin Access (Account Owner)

The account owner has complete control:

• Access to all sections of PayHelm
• Can manage billing and subscriptions
• Can add and remove team members
• Can change all user permissions
• Can delete the account
• Can change all settings

Team Member Limits by Plan

The number of team members you can add depends on your plan:

• Free plan: 1 user (account owner only)
• Pro plan: Unlimited team members
• Business plan: Unlimited team members
• Enterprise plan: Unlimited team members

To add team members on the Free plan, you'll need to upgrade. See How to Upgrade Your Account.

How to Add Team Members

Step 1: Access Team Settings

1. Log in to your PayHelm account
2. Click Settings in the top navigation or account menu
3. Navigate to the My Team tab
4. You'll see the Invite section and a list of current team members

Step 2: Invite a New User

1. In the Invite section, enter the email address of the person you want to invite
2. Click Invite button
3. The invited person will receive an email invitation
4. They'll appear in your Team Members list with a "Pending" status until they accept

Step 3: Team Member Accepts Invitation

What happens for the invited person:

1. They receive an email from PayHelm with an invitation link
2. They click the link in the email
3. If they don't have a PayHelm account:
- They create a new account using that email address - Set up a password - Verify their email
4. If they already have a PayHelm account:
- They log in - Accept the invitation to join your account
5. Once accepted, their status changes to "Active"
6. You can then set their access permissions

Step 4: Set Access Permissions

After a team member accepts the invitation:

1. Find the user in your Team Members list
2. Click the Change button in the Access Permission column
3. A modal will appear titled "Change Access Permissions"
4. Check the boxes for the sections you want them to access:
- ☑ Dashboard - ☑ Custom Reports - ☑ Shipping - ☑ Traffic - ☑ Email Campaigns
5. Click Change access permissions to save
6. The user can now access only the selected sections

Managing Existing Team Members

Viewing Team Members

To see who has access:

1. Go to Settings → My Team
2. The Team Members table shows:
- Email: Team member's email address - Status: Active (green badge) or Pending - Access Permission: Shows "Full Access Permission" if they have all permissions - Change button: Click to modify their permissions - Remove button: Click to remove the user

Changing User Permissions

To modify what sections a team member can access:

1. Find the user in the Team Members list
2. Click the Change button next to their name
3. The "Change Access Permissions" modal opens
4. Check or uncheck boxes for different sections:
- Check a box to grant access to that section - Uncheck a box to remove access to that section
5. Click Change access permissions to save
6. Changes take effect immediately
7. The user doesn't need to log out or accept again

Granting Full Access

To give a team member access to everything:

1. Click Change next to their name
2. Check all boxes:
- ☑ Dashboard - ☑ Custom Reports - ☑ Shipping - ☑ Traffic - ☑ Email Campaigns
3. Click Change access permissions
4. Their Access Permission will show as "Full Access Permission"

Limiting Access to Specific Sections

To restrict a team member to only certain areas:

Example: Marketing team member (Traffic and Email Campaigns only)
1. Click Change next to their name
2. Check only:
- ☑ Traffic - ☑ Email Campaigns
3. Leave unchecked: Dashboard, Custom Reports, Shipping
4. Click Change access permissions

Example: Operations team member (Dashboard and Shipping only)
1. Click Change next to their name
2. Check only:
- ☑ Dashboard - ☑ Shipping
3. Leave unchecked: Custom Reports, Traffic, Email Campaigns
4. Click Change access permissions

Resending Invitations

If someone didn't receive their invitation:

1. Find the user with "Pending" status in the Team Members list
2. Click Resend Invitation (if available)
3. A new email is sent to them
4. The original invitation link remains valid

Canceling Pending Invitations

To cancel an invitation that hasn't been accepted:

1. Find the pending user in the Team Members list
2. Click the Remove button
3. Confirm the cancellation
4. The invitation link becomes invalid
5. The user is removed from your team list

Removing Team Member Access

When to Remove Access

Remove team members when:

• They leave your company
• Their role changes and they no longer need access
• You're downgrading to the Free plan (which allows only 1 user)
• They were added by mistake
• Their contract or project ends

How to Remove a User

1. Go to Settings → My Team
2. Find the user you want to remove in the Team Members list
3. Click the red Remove button next to their name
4. Confirm you want to remove them
5. They're immediately removed from your account

What Happens When You Remove Access

For the removed user:
• They can no longer log into your PayHelm account
• They lose access to all your reports and data
• Any saved personal preferences are cleared
• They may receive a notification email

For your account:
• Reports they created may remain (depending on settings)
• Their activity history stays in audit logs
• No data is deleted from your account

If they had their own separate PayHelm account:
• That account is unaffected
• They only lose access to YOUR account
• They can still use PayHelm with their own data

Common Permission Scenarios

Small Team (2-5 people)

Recommended setup:
• Owner: All permissions (automatic)
• 1-2 key people: Full access (all boxes checked)
• Others: Limited access based on their role

Why:
• Prevents accidental changes
• Everyone sees the data they need
• Maintains security and control

Marketing Team Access

Recommended permissions:
• ☑ Traffic (to monitor ad campaigns)
• ☑ Email Campaigns (to manage email marketing)
• ☑ Dashboard (optional, for overview metrics)

What they can do:
• Monitor campaign performance
• Access ROI and ROAS metrics
• Manage email marketing tools
• Export marketing reports

Operations/Fulfillment Team Access

Recommended permissions:
• ☑ Dashboard (for sales overview)
• ☑ Shipping (for fulfillment analytics)
• ☑ Custom Reports (optional, for specific reports)

What they can do:
• View sales data
• Monitor shipping performance
• Track fulfillment metrics
• Analyze shipping costs

Finance/Accounting Team Access

Recommended permissions:
• ☑ Dashboard (for sales and revenue data)
• ☑ Custom Reports (to create financial reports)

What they can do:
• Access sales reports
• View revenue and cost data
• Export data for accounting software
• Analyze profit margins

External Consultants

Recommended permissions:
• Give only the specific sections they need
• Example: Marketing consultant gets Traffic only
• Example: Analytics consultant gets Dashboard and Custom Reports

Best practices:
• Add only when needed
• Remove immediately when project ends
• Don't give access to billing-related data
• Monitor their activity if possible

Agency or Third-Party Partners

Recommended setup:
• Create a specific agency user account
• Grant limited permissions (only what they need)
• Example: Traffic and Email Campaigns for marketing agency

Why:
• They can access necessary data
• Cannot modify account settings
• Easy to remove when partnership ends
• Maintains data security

What Team Members See

With Dashboard Access

• Main analytics dashboard
• Sales trends and metrics
• Key performance indicators
• Date range and filter controls
• Store selection (if multiple stores)

With Custom Reports Access

• Custom report builder
• Saved reports
• Report scheduling options
• Export capabilities
• Advanced analytics tools

With Shipping Access

• Shipping analytics
• Fulfillment metrics
• Shipping cost analysis
• Carrier performance data
• Delivery time tracking

With Traffic Access

• Website traffic data
• Visitor analytics
• Ad campaign performance
• Conversion metrics
• Traffic source breakdown

With Email Campaigns Access

• Email marketing tools
• Campaign analytics
• Subscriber management
• Email performance metrics
• Template management

What Team Members Cannot See

All team members (non-owners) cannot:
• View or change billing information
• See payment methods
• Upgrade or downgrade plans
• Delete the account
• Remove the account owner
• Access sections they haven't been granted permission for

Access Control Best Practices

Give Minimum Necessary Permissions

Follow the principle of least privilege:

• Start with minimal permissions
• Grant only the sections each person needs for their role
• Add more permissions only when necessary
• Regularly review and adjust as roles change

Regular Permission Audits

Periodically review team access:

• Monthly: Check who has access and what permissions they have
• Quarterly: Verify permission levels match current roles
• When people change roles: Update permissions immediately
• When people leave: Remove access on their last day

Use Work Email Addresses

When inviting users:

• Always use company/work email addresses
• Avoid personal email addresses
• Makes it easier to manage when people leave
• Maintains professional account control

Document Permission Decisions

Keep track of:

• Who has access to what sections
• Why certain permissions were granted
• When permissions were changed
• Who approved the access

Communicate Access Changes

Let team members know:

• When you add them (send them a heads up about the invitation)
• If you change their permissions (explain why)
• If you're removing their access (give advance notice when appropriate)
• What they can and cannot access

Troubleshooting Team Access Issues

User Didn't Receive Invitation

If someone didn't get the invitation email:

• Ask them to check spam/junk folder
• Verify you entered the correct email address
• Resend the invitation
• Try inviting to a different email address
• Check if their email domain blocks automated emails

User Can't Accept Invitation

If the invitation link doesn't work:

• Invitation may have expired (check expiration period)
• Link may be broken if email was forwarded
• Resend a fresh invitation
• User should click directly in email, not copy/paste the URL
• Try a different browser

User Can't See Expected Sections

If a team member can't access certain sections:

• Check their permissions in Settings → My Team
• Click Change and verify the correct boxes are checked
• They may need to log out and back in
• Clear their browser cache
• Ensure their status is "Active" not "Pending"

Can't Add More Users

If you get an error when trying to add users:

• You may be on the Free plan (1 user limit)
• Upgrade to Pro, Business, or Enterprise for unlimited users
• See How to Upgrade Your Account

Permission Changes Don't Take Effect

If permission changes aren't working:

• Ask the user to log out and log back in
• Clear browser cache and cookies
• Wait a few minutes for changes to sync
• Try in an incognito/private browser window
• Contact support if issues persist after 30 minutes

Team Member Sees Different Data

If a team member sees different numbers:

• They may have different filters applied
• They may be viewing a different date range
• They may be looking at a different store (if multiple stores connected)
• Their dashboard layout may be customized differently

Security Considerations

Protecting Your Account

• Only invite people you trust
• Use work email addresses only
• Remove access immediately when people leave the company
• Regularly audit who has access
• Never share your account owner password
• Don't give full access unless necessary

If a Team Member's Account Is Compromised

If you suspect unauthorized access:

1. Immediately click Remove for that user
2. Change your own account password
3. Review recent activity if audit logs are available
4. Check if any settings were modified
5. Contact PayHelm support immediately
6. Re-invite the person with a new invitation once issue is resolved

Password Security

Remind team members to:

• Use strong, unique passwords
• Never share their PayHelm login credentials
• Log out on shared computers
• Report any suspicious activity immediately

Getting Help

For assistance with team management:

• Contact support through the in-app chat
• Email support with specific permission questions
• Provide user email addresses when reporting issues
• Include screenshots of permission settings if helpful
• Check if your desired setup requires a plan upgrade

Adding team members to PayHelm enables collaboration while maintaining security through granular access controls for each section of the platform.