Once a merchant has been boarded and added to IRIS, you may invite them to enroll in online reporting for their account. After the enrollment process has been completed the user will be able to log in with their own credentials and:
- View account information, transaction history, statements, and chargebacks/retrievals. 1
- Receive email and/or SMS notifications for batches and chargebacks/retrievals. 1
- Export financial data to CSV and Excel files.
- Access the Documents page to see files made available to them. 2
- Use the Helpdesk to log support tickets to your team. 3
1 available information varies by processor. View the integration guides or contact Support for details on what each processor provides for their merchants.
2 Merchant users by default have access to the Documents page, but only see files that you specifically set as visible to them.
3Merchant users may also get access to the Helpdesk. See: Merchant Helpdesk Access
Merchant users only see information on the account for which they are invited. They do not have access to any information in the lead, calendar, or residuals pages.
Inviting Merchants to Enroll in Online Reporting
There are three ways to send an invitation to a merchant to see their account.
To enroll from an invite, the merchant must have certain information pulled from the processor, for example, Tax ID, which will be used to verify the person is affiliated with the merchant's business.
A Merchant user can be created like a regular user and linked to the proper MID(s) if enrollment invites are not possible.
- Manual Invites - sent from the Manage Merchant page for the account.
- Automated Invites - occurs after the account has their first batch pulled into IRIS from a processor. The default minimum batch amount to trigger the invite is $10. Contact Support to change this.
- Helpdesk Ticket - for users who cannot access the Manage Merchant page, they can log an IRIS Enrollment (Auto) ticket in the Helpdesk for their merchant and that will send the invite to the merchant.
It is also possible to enable merchant users to invite other users on their own.
To send a self-enrollment invitation to a user open the Merchant Management page via the Manage > Merchants > Merchant Management menu, and locate and open the merchant you wish to edit.
On the Manage Merchant page which opens, enter the user's email in the Merchant User Invitation widget and click Invite:
The user will now receive an email with your invitation and a link to the enrollment form.
When the user clicks on the link, the enrollment form will open with the Merchant's ID number already filled in.
The user can now click Continue to move on to the next step of the enrollment process:
In the next step, the user will need to fill in additional required information and click the Verify Information button:
Note: The two verification fields displayed above will differ by processor.
The last step requires the user to enter their profile information, and optionally to select the additional verification and notification options.
Once the information has been filled in, the user can click the Create my account button:
Once the account has been created a confirmation message will appear, asking the user to check their email and click on the provided activation link in order to complete the registration process:
Finally, after the user clicks on the activation link, another confirmation message will be shown from where the user can go to the Login page using the provided button:
Sending User Invitations Automatically
To enable automatic sending of self-enrollment invitations, go to Manage > Site Options > Scheduled Tasks, and click Add Task on the Scheduled Tasks tab.
Select the "Merchants - Self-Enrollment Emails" task type, and configure the remaining task settings according to your needs.
When finished click Add and the new task will be saved:
The new task will now run according to the schedule that you set and it will send the self-enrollment invitation emails to the newly boarded merchants who have started receiving batches in IRIS.
You can control how far back the task should go when looking for newly boarded merchants using the "Days" setting on the scheduled task.
Helpdesk Ticket Invite
For users who do not have access to the Manage Merchant page for an account, which is commonly only available to higher-level users, there is another option. In the Helpdesk, the user can log a ticket for their merchant and that will send an email to the merchant to enroll in online reporting.
- Click Add New Ticket
- Select "IRIS Enrollment (Auto)" as the Type.
- Select the merchant in the For field.
- Enter the email address to which the invite will be sent.
- Click Add Ticket.
Once logged in, the user will gain access to their Merchant account information:
The user can also update their user settings at any time by clicking on their username in the top-right corner and clicking the Settings option, which will open the Settings page:
Linking a User to Multiple MIDs
After a user has created an account in IRIS, they will be linked to the same MID that they were invited from. If needed, the user can also be linked to other additional MIDs. This is useful when a person has multiple accounts with you and doesn't want to have separate user logins for each.
To link a user to another MID, go to Manage > Users & Groups > User Accounts, and locate and open the user.
On the user's settings page, use the Merchant Access Permissions widget in order to select the new merchant account that the user will be linked to, and click Link:
You will now see a confirmation message indicating that the user has been successfully linked to the additional account:
When the merchant logs in the next time they'll find a new drop-down menu which enables switching between the different merchant accounts:
Allow Merchant Users to Invite Other Merchant Users
To allow a merchant user to send invites to other merchant users, open the user's settings page, select the 'Can Manage Users' option, and save the changes:
The merchant user can now send invites to other users by clicking the briefcase icon in their account:
A popup window appears as shown in the below screenshot.
The merchant user can now enter an email address and send the invite:
Note: The new user can optionally be enabled to add or manage additional users on their own by selecting the 'New User Can Manage Users' checkbox in the popup window.
After clicking the Send Invite button, an email is sent to the new user with the instructions for completing the self-enrollment to the merchant account.
Additionally, a one-time key will be generated for security purposes:
The merchant user sending the invite will need to copy the one-time key and send it to the new user by email, text, or other means.
The new user can now open the self-enrollment form from the email they received, copy the one-time key, and fill in the remaining required information:
Once all of the information is entered, the new user can submit the form to complete the self-enrollment process.