Creating new user with permission profiles

1. Creating a permission profile

To create a permission profile

Select User Admin
Select Permission Profiles
Select New Profile
Enter a Profile Name such as 'Finance Team'
Enter a description such as 'All accounts and payment entry'
Select Standard Configuration - default profiles are available to select which can then be amended as required. Choose the closest match to your requirements or select No permissions to let you build a profile that meets your specific needs.
- View balances - view balances of all accounts
- View balances and transactions - view balances and transactions of all accounts
- Balance & transactions & Pymt Entry - view balances and transactions of all accounts and key all payments types
- Balance & transactions & Pymt Auth - view balances and transactions of all accounts and approve all payments types
- Superuser - view balances and transactions of all accounts, key and approve all payments types including those that the user has keyed themselves
Select Confirm

The profile is now available for you to customise if required.

Denotes that the change requires authorisation or further approval by another administrator if dual administration applies.

2. Customising the profiles permissions

If the standard configuration of the default profile used to create the new profile needs to be amended, there are two parts that can be customized.

User Rights - controls the payment approval process and payee entry restrictions together with the upload controls across all the accounts.
Account Permissions - controls access to account information and the entry of payments

3. Customising user rights

Expand the screen by selecting User Rights

The current profile options will be displayed and can be changed.

Payee Entry – This permission gives the user the ability to create a new payee so the saved payee details can be selected from a list.

Dual Approval or Unrestricted:

By selecting Dual Approval if a user creates or amends a payee another user who also has the payee entry permission will need to approve the new/amended payee before it can be used. If this is selected you must have at least one other user with the payee entry permissions in place to be able to check them.

If Unrestricted is selected then this user will be able to create or amend a payee without the need of any further approval.

After selecting the Unrestricted or Dual Approval boxes, you will see payment types available. These options define the payee payment types the user will be able to create.

It is possible to mix approval levels for the different types of payments.

4. Payment approval

Payment Approval – allows the user to approve payments and transfers created on the accounts they have access to.

Unrestricted - this can either be the maximum amount a user can sign on their own or, alternatively, the maximum amount they can sign before second approval is required.

Dual Approval - this limit is the maximum the user can approve with another user. To set dual approval so that a user can only approve payments with another user, do not select any of the unrestricted options.

Payment Types – select payment types this user can approve, e.g. unrestricted for Inter Account Transfers and dual approval for the others.

Approval Limits – this will control the maximum payment value this user can approve. You can choose to have a fixed limit by placing an amount in one or all of the fields provided Free Entry, From Saved Payee and Uploaded Payments. If an approval limit is entered you can choose to select the unlimited box for Inter-Account Transfers & Withdrawal notices which will mean that those are exempt from the external payment limits

Approve Own – allows the user to approve a payment that they have keyed themselves.

Amend Uploads – allows the user to amend an uploaded payment.

5. Account permissions

A list of the accounts registered are displayed, select each of the accounts individually that this user is to have access to and select the following options as appropriate.

Read Access

None - completely prevents access to the account
Restricted - view balance only
Unrestricted - view balances and transactions

Confidential Payees – Allows the user to create and view payments to Confidential Payees, for example salaries.

Payment Entry - Select the payment types that the user will be able to key, upload and amend

The permission profile can now be given to a user however denotes that the change requires authorisation or further approval by another administrator if dual administration applies, before it can be allocated

The profiles have been created and can be allocated to a user.

6. Creating a new user

The profiles have now been created and the next step is to create the user.

To create a new user

Select User Admin
Select Users
Select New User
Enter the user details, if a username is not specified then one will be allocated automatically. When selecting the address, if the required address is not available please contact your banker who will arrange for it to be added.
Enter a mobile phone number and e-mail address, this is mandatory if CouttsID is selected below
Select the Authentication method
- Smartcard and reader – a card and reader will be used to login and to authorise payments to new payees and other changes if applicable
- CouttsID – a message will be sent to the users smartphone to confirm login and to authorise payments to new payees and other changes if applicable - If selected mobile will automatically be allocated below
Select optional features of
- Mobile – register to use the mobile app
- CouttsID – option to enrol to use CouttsID at a later time but until then the card and reader will be the authentication method.
Leave the profile as No Profile
Select the Logout Timeout
Select Save

If dual administration applies, the creation of the new user will have to be approved by another administrator. If you are an unrestricted administrator the new user should be authorised now, however you may choose to Authorise Later.

To authorise with your card and reader
- Insert your card into the card reader and press Respond
- Enter the card PIN and press OK
- Enter the security code shown below and press OK
- Your authorisation number is now displayed. Enter this number into the authorisation number box and select the AUTHORISE button on the screen.
To authorise with CouttsID
- Ensure you have your enrolled mobile phone
- A message will be received
- Press Authorise to authorise the changes or Reject to authorise later.

The user has been created, however will be blocked. If you selected card and reader as the authentication method:

Select Smartcard and reader for Order type and click Confirm.

Users should only be unblocked once they have received both their card and PIN. Users enrolled with CouttsID as their authentication method should only be unblocked when they have downloaded the Coutts Mobile app and are ready to use their temporary password for CouttsID.

Please be aware that the temporary password has a short validity period so the user must be available to use the password when it is generated, you must also advise them of their username as they will need this to login.

The new card and reader will be sent to you and the PIN sent to the user within the next 5 working days. Once these have been received, an administrator will need to unblock the user before they can log in for the first time.

An ! denotes that the change requires authorisation or further approval by another administrator if dual administration applies.

7. Unblocking a new user

Users should only be unblocked once they have received both their card and PIN or are ready to login with CouttsID

To unblock a user

Click User Admin
Select Users
Select the User
Select User Details
Select Unblock User
Enter an Unblock Reason such as 'card and PIN received'
Select Confirm

If the user is logging in using CouttsID, a temporary password needs to be generated, to send the temporary password;

Select Send Temporary Password
Press Confirm

An ! denotes that the change requires authorisation or further approval by another administrator if dual administration applies