> For the complete documentation index, see [llms.txt](https://support.xplorpay.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.xplorpay.com/account-settings/add-edit-and-manage-users-in-the-merchant-portal.md).
# Add, edit, and manage users in the Merchant Portal
Manage users to maintain secure access to your business tools.
Use this guide to add users, edit users, manage permissions, and manage user status.
{% hint style="info" %}
Only users with `MerchantAdmin` or `UserAdmin` account types can complete these tasks. Users can have more than one role. A `MerchantAdmin` or `UserAdmin` can add or remove roles at any time.
{% endhint %}
### Assign roles safely
Assign roles that match each user's responsibilities.
* Define the access level needed for each user's duties.
* Grant only the roles needed for required tasks.
* Review permissions regularly as responsibilities change.
* Ensure users understand their Xplor Pay responsibilities.
### Open User Management
1. Sign in to Merchant Portal.
2. Select **Account Settings** → **User Management** from the left menu.
The **Active Users** tab opens by default. Search for users or add a user here.
The **Invitations** tab lists users who started registration but did not finish it.
### Add a user
1. Select **Add User**.
2. Enter the user's name and email. Add their title if needed.
3. Assign roles.
* Existing users can grant basic roles.
* Intermediate roles require Support assistance.
4. Select the Merchant Account in the Service Org or hierarchy.
5. Select **Next** to finish setup.
This creates the user at the selected merchant location.
{% hint style="info" %}
Some users can see **Choose a Chain**. Ignore it unless Xplor Pay advises you to use it.
{% endhint %}
The user receives a registration e-mail to create a profile and sign-in credentials. During registration, the user must enter the added account's Merchant Number. Send the user the Merchant Number to help them complete registration.
The user creates a username and password. They can update personal details. Account setup can take up to one hour. The user receives a confirmation e-mail when setup completes.
### Search for users
* Use the **Search** bar to find users by e-mail or username.
* Select **Invitations** to find unregistered users.
* Filter by expiration date, status, or Merchant Number.
* To list all users, leave search criteria blank and select **Search**.
### Edit and manage users
After searching, select **Actions** next to a user to access these options:
* **Edit User:** Change the user's name, title, roles, or permissions.
* **Reset Password:** Send a password reset e-mail.
* **Unlock User:** Unlock a user with an expired password. A password reset is not required.
* **Disable/Enable User:** Block or restore portal access.
* **Resend New User E-mail:** Resend the registration e-mail.
{% hint style="info" %}
For an unregistered user, only **Resend New User Email** is available.
{% endhint %}
### Understand roles and permissions
Only `MerchantAdmin` and `UserAdmin` account types can manage role permissions.
#### MerchantAdmin
`MerchantAdmin` lets administrators view and edit account settings, including banking information.
Users can manage PCI compliance, users, banking details, notifications, and Xplor Capital offers. They cannot use the Virtual Terminal without `VirtualTerminalUser` permissions.
This role requires `MerchantHomeUser`. It can affect banking outcomes. Pair it with `VirtualTerminalUser` and `VTAccountOwners` when Virtual Terminal access is required.
#### MerchantHomeUser
`MerchantHomeUser` provides access to transaction history, batches, funding, PCI compliance, disputes, statements, tax reporting, and account settings.
Users can view transaction, batch, funding, and bank information. They can perform tip adjustments, send receipts, respond to disputes, export data, manage their MFA and notification settings, and submit support tickets.
This role does not grant Virtual Terminal or administrator access. It is required for Merchant Portal or Virtual Terminal access. Combine it with other permissions as needed.
#### VirtualTerminalUser
`VirtualTerminalUser` provides view-only Virtual Terminal access. It also provides transaction and batch visibility.
This role is required for all other Virtual Terminal roles. Assign it with `VTAccountAnalysts`, `VTAccountOwners`, or `VTMatchedRefunds`. It does not grant transaction or settings access alone.
#### VTAccountAnalysts
`VTAccountAnalysts` lets users run sales, captures, voids, matched refunds, card inquiries, and authorizations.
It does not grant other Virtual Terminal access. Assign it with `VirtualTerminalUser`.
#### VTAccountOwners
`VTAccountOwners` lets users run sales, captures, voids, matched refunds, tip adjustments, card inquiries, and authorizations.
It does not allow unmatched refunds or Virtual Terminal settings changes. Assign it with `VirtualTerminalUser`. This role can affect financial outcomes.
An unmatched refund is a credit not tied to a previous transaction.
#### VTMatchedRefund
`VTMatchedRefund` lets users process matched refunds. Users can view closed batches but cannot take other actions.
Assign it with `VirtualTerminalUser`. Use `VTAccountOwners` when the user also needs to process transactions. This role can affect financial outcomes.
#### UserAdmin
`UserAdmin` lets users create and edit organization users. It also supports password resets and user enablement or disablement.
Assign `UserAdmin` with a role-granting permission, such as `BasicRoleAdmin`. It requires `MerchantHomeUser`.
When combined with `MerchantHomeUser`, users can add, edit, remove, or disable users. This role does not grant banking updates or document uploads unless the user also has an administrator role. It can modify other user roles.
---
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