Creating new user without permission profiles

1. Creating a 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, Until then, the card and reader will be the authentication method.
Leave the profile as No Profile
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 on the registered device
- 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.

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. Users should only be unblocked once they have received both their card and PIN.

For users enrolled with CouttsID as their authentication method they 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.

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

To authorise a change

Click on the to drill down to the level that needs approving
Check the changes denoted by
Select Authorise Amendments or Reject Changes

You will now need to choose the accounts this user can view and make payments from as well as assigning limits if the user is to approve payments. This is done by customising the users permissions.

2. Customising the users permissions

There are two parts to allocating permissions to a user,

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

Please give careful consideration when allocating permissions and only give users permissions that are relevant to them. Changes can always be made at a later date.

3. User rights

Select User Rights

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.

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

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

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

6. Unblocking the new user

Users should only be unblocked once they have either received both their card and PIN or are ready to login using CouttsID and have downloaded the mobile app.

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. as a security precaution, this password is only available for a short period of time. To send the temporary password;

Select Send Temporary Password
Press Confirm

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

To authorise a change:

Click on the to drill down to the level that needs approving
Check the changes denoted by Warning Triangle
Select Authorise Amendments or Reject Changes