Residuals Visibility

Overview

Residuals Visibility lets admins and managers control which months of a merchant’s residual history an individual user can access. It is especially useful when a merchant portfolio is transferred from one agent to another and the previous agent should retain access to past residuals without seeing future residuals or current merchant information.

• Month-by-Month Access: Residual visibility can be enabled or disabled for specific months and years for each user and merchant. By default, assigned users can see all periods.
• Hide Before or After a Date: Admins can quickly restrict all residuals before or after a selected month instead of changing each month individually.
• Automatic Future Changes: Visibility settings can take effect automatically in future months, allowing access to be removed or restored at the appropriate time.
• Hide Merchant and Lead Access: If a user does not have residual visibility for the current month, admins can also prevent them from accessing the merchant profile and linked lead while still allowing them to view historical residuals from periods they are permitted to see.
• Bulk Import Visibility: Residual visibility settings can also be updated through the Merchant Importer when the feature is enabled.

This feature is used to manage access to residual information when merchant ownership or agent assignments change, ensuring users can see the residual periods they are entitled to without retaining unnecessary access to current merchant data.

Prerequisites

Before you manage Residuals Visibility, confirm that:

• The Residuals Visibility feature is enabled for your CRM. Contact Support to enable it.
• You have the Assign Users and Splits permission.
• The user is assigned to the merchant whose residual visibility you want to manage.

Users with the required permission will see additional Residuals Visibility controls on the Merchant Management and User Profile pages.

How Residuals Visibility works

Residuals Visibility determines whether an assigned user can view a merchant's residual data for specific months and years. By default, all available periods are visible. Administrators and managers can hide individual months or use date selectors to update multiple periods at once.

On the first day of each month, the previous month's visibility setting carries forward. Therefore, the most recent month's setting determines whether the merchant's residuals remain visible to the user when the next period begins.

You can also configure Residuals Visibility to hide the merchant profile and associated lead when the user does not have visibility for the current month.

Manage Residuals Visibility

You can manage residual visibility from either the Merchant Management page or the User Profile page.

Manage visibility from a merchant

1. Open the merchant's Merchant Management page.
2. Locate the Merchant Access Permissions section.
3. In the Actions column, click the eye icon for the user whose residual visibility you want to manage. 
   
4. The Residuals Visibility dialog opens. Use it to configure the user's visibility by year and month. 
   
5. To update another user assigned to the same merchant, select the user in the dialog and configure their settings. 
   

Manage visibility from a user

You can also open the Residuals Visibility dialog from a user's User Profile page for any merchant assigned to that user.

In the dialog, select a merchant assigned to the user, then update that merchant's visibility settings. You can switch between merchants and configure each one separately.

Use the Residuals Visibility dialog

The Custom Visibility table contains checkboxes for the years and months for which residuals are available. If there are no residual reports, only the most recent years are shown.

💡 From January through November, the final year shown in the Custom Visibility table is the current year. In December, the table also shows the following year.

Show or hide individual months

1. In the Custom Visibility table, locate the applicable year and month.
2. Select the checkbox to make residuals for that period visible to the user.
3. Clear the checkbox to hide residuals for that period.
4. Click Save.

By default, all available periods are visible to assigned users.

Use Hide After and Hide Before

Use the Hide After and Hide Before selectors to update multiple months at once.

• Hide After clears visibility for all periods after the selected month and year.
• Hide Before clears visibility for all periods before the selected month and year.

In the following example, residual visibility for Haley Barnes on the FARRELL LLC merchant is disabled for the applicable months from January through August 2022.

☝️ Clicking Apply only updates the checkboxes in the visibility table. You must also click Save at the bottom of the dialog to save the configuration.

Hide a merchant and lead from a user

Residuals Visibility can prevent a user from accessing the merchant profile and its associated lead when the user does not have residual visibility for the current calendar month.

To enable this option, select Hide Merchant and Lead from user if not currently in a visible month below the visibility table.

☝️ This option is shown only for users with the Associated Merchants user class permission. It is not available to users with system-wide or group-wide merchant access.

When the current month is hidden and the Hide Merchant and Lead option is selected, the user cannot access the merchant profile, the merchant is excluded from Global Search results, and the user is automatically unlinked from the merchant's lead.

If you configure visibility for future months, the user’s access is removed at the beginning of a hidden month and restored at the beginning of the next visible month.

Example

In the following example, residual data for FARRELL LLC is configured to become invisible to Haley Barnes after November 2025. The merchant and lead records are also configured to be hidden.

After the changes are saved, Haley's split percentage for hidden months is automatically reset to 0% and cannot be edited. Her user is also grayed out for those months.

Haley can continue to view residuals for FARRELL LLC through November 2025, but she cannot view residuals for December 2025 or later.

Because Hide Merchant and Lead from user if not currently in a visible month is selected, Haley also loses access to the merchant profile and associated lead beginning in December 2025. The merchant no longer appears in the CRM's Global Search for her.

Import Residuals Visibility settings

When Residuals Visibility is enabled for imports, you can update user visibility settings with the Merchant Importer.

1. Prepare the merchant file and begin your normal Merchant Importer workflow.
2. If existing accounts are found by MID, select the option to update the merchant record.
3. During field mapping, map the applicable residual visibility settings.
4. For each residual visibility setting, select the Excel username column under Advanced Options. This column must also be mapped to the merchant Username field.
5. Complete the merchant import.
   

☝️ If an imported visibility field is empty, the corresponding visibility setting is not updated, even if the field is mapped.

Frequently asked questions

• Who can manage Residuals Visibility? Administrators and managers with the Assign Users and Splits permission can access the Residuals Visibility controls.
• Are residuals visible by default? Yes. All available residual periods are visible to assigned users unless visibility is manually restricted.
• Can a user retain access to historical residuals but lose access to current residuals? Yes. You can configure visibility separately for each month, preserving access to historical periods while restricting current or future periods.
• What happens to a user's split percentage when a month is hidden? The user's split percentage for that month is reset to 0% and cannot be edited.
• Can Residuals Visibility also hide the merchant profile? Yes. Select Hide Merchant and Lead from user if not currently in a visible month. When the current month is hidden, the user cannot access the merchant profile and is unlinked from the associated lead.
• Why can't I see the option to hide the merchant and lead? The option is shown only for users with the Associated Merchants user class permission. It is not available to users with system-wide or group-wide merchant access.
• Can Residuals Visibility settings be updated through the Merchant Importer? Yes. When the feature is enabled for imports, you can map the applicable visibility fields during the Merchant Importer process. Empty imported fields do not change existing settings.