Security Roles and Permissions for Payment Assistant

For Payment Assistant with REPAY or BILL, create Security roles and assign permissions based on what users need to do:

  • Set up Payment Assistant

  • Configure settings, including approval tiers and notifications

  • View and create payment runs

  • Manage and approve payment runs

  • Request stop payments

Tip: A solution admin can set up the roles or create a Payment Assistant admin role to help manage them.

Then, after you create the roles, you'll assign them to users.

Which payment provider does your organization use?

Set Up Payment Assistant Roles

Security > Role management

We recommend you create roles for:

  • Payment Assistant admin

  • Payment run creator

  • Payment run approver

Decide who will perform each task. Most organizations assign one person to create payment runs and others to approve them based on payment amounts.

Tip: If a user already has a role assigned — such as a Shared components or Accounts payable role — edit that role instead of creating a new one. A user can only have one role per feature area.

If a solution admin isn’t setting up Payment Assistant, we recommend the following permissions at minimum:

  • Payment Assistant role

    • For Payment runs tasks, select View payment runs.

    • For Payments tasks, select Stop payments.

    • For Configuration tasks, select Payment Assistant setup and Manage payment approval tiers, and optionally, Payment run approval notifications, Vendor EFT data sharing, or any of the other available tasks you want them to be able to perform.

  • Shared components role

    • For Bank accounts tasks, select Bank account information and Accounts payable.

  • Accounts payable role

    • For Record tasks, select Invoices, Credit memos, and Vendors.

Minimum recommended permissions:

  • Payment Assistant role

    • For Payment runs tasks, select View payment runs and Manage payment runs. Under Payment runs permissions, select Delete so the user can delete payment runs.

  • Shared components role

    • For Bank accounts tasks, select Bank account information, Accounts payable, Create payments, and Bank drafts — View details.

  • Accounts payable role

    • For Record tasks, select Invoices, Credit memos, and Vendors.

Minimum recommended permissions:

  • Payment Assistant role

    • For Payment runs tasks, select View payment runs and Approve payment runs.

  • Shared components role

    • For Bank accounts tasks, select Bank account information, Accounts payable, and Bank drafts — View details.

  • Accounts payable role

    • For Record tasks, select Invoices, Credit memos, and Vendors.

Assign Roles to Users

Security > User management

From Security, User management, open each user you've designated as an admin, payment run creator, or payment run approver. Confirm that each user has the following roles assigned:

  • Payment Assistant

  • Shared components

  • Accounts payable

You can assign only one role per feature area. If a user already has a role assigned, choose one of the following options:

  • Edit the existing role and add the permissions from the previous step.

  • Create a new role that includes the previously assigned permissions and adds the new ones for Payment Assistant.

Other Permissions to Consider

Depending on your organization's setup, also grant these permissions to users of Payment Assistant with REPAY or BILL:

  • Clear payment runs — Required to change a payment's transaction status from Outstanding to Cleared, such as when you clear a payment run.

  • Bank drafts — Void — Under Bank accounts tasks in the Shared components role, required to void a bank draft after you correct a canceled payment.

  • User management — Required to assign Payment Assistant roles to other users from Security, User management. Users with this permission also see the step to assign permissions to approve payment runs on the Getting Started page.

Other Permissions to Consider with BILL

Note: Don’t see this yet? The ability to use BILL with Payment Assistant is currently in an Early Adopter Program (EAP) for some of our customers. Look for full support and general availability in a future release.

Depending on your organization's setup, also grant these permissions to users of Payment Assistant with BILL:

  • Billing management — Required to verify or manage your organization's Blackbaud billing account, which Payment Assistant with BILL requires during onboarding. Organization administrators can also open the billing account without this permission.

  • Payment Assistant setup — Required to complete the BILL setup steps on the Getting Started page, including the billing account step.