Configure account rules
Last updated: July 18, 2024
You can configure account rules to add an approval layer for payment actions taken on your account.
By setting up approvers you can delegate authority, increase transparency, and closely monitor payment actions.
For example, you can configure an approval flow for refunds above a specified threshold. This can help to prevent refund abuse and avoid processing fees resulting from accidental refunds.
By default, users with the Admin Owner or Admin roles can view, create, and manage account rules. Alternatively, you can create a custom role with the following permissions:
- View the list of rules
- Create, edit, or delete rules
Before you create an account rule, at least one user on the account must have permission to act as an approver.
Information
A user cannot have multiple roles assigned. If you need to add approval permissions to a user with a pre-defined role, you must create a custom role for them instead.
You must be an account admin to create, edit, or delete custom roles.
- Go to Settings > User Permissions.
- In the Popular roles section, select View all roles.
- Select New role.
- Enter a name for the custom role. For example, Refund Approver.
- Enter a description for the custom role.
- Select Payments > Permissions to display payment-related permissions.
- Select the View, approve or reject pending refund requests triggered by account rules permission, and any other permissions the user requires.
- Select Create custom role to save the new role.
To assign the role to a user:
- Go to Settings > User Permissions and select a user.
- Use the Role drop-down in the details window to update the user's role.
- Select the legal entities and entity segments you want the user to have access to. The approver must have access to the entity the account rule is being added to.
- Select Save.
- Go to Settings > Account rules.
- Select Create rule.
- Select the Type of rule to create. For example, Refund.
- Enter a name for the rule.
- Select the entities the rule will apply to.
- Configure the triggers for the approval request.
- For Refund type rules, enter an Amount threshold and a currency. An approval request will be triggered if a user attempts to action a refund equal to or above the threshold.
- To add more threshold triggers, select Add another threshold. For example, if you need a threshold in a different currency.
- Select Create rule.
Once created, users with the required permissions will be able to view or manage existing rules from the Settings > Account rules page.
When a user performs an action that requires approval, users with the custom approver role for that entity will receive an email. For example, if a user attempts to perform a refund equal to or above a threshold specified in an account rule.
The email will direct the approver to approve or reject the action in the Dashboard, and provide a reason for their decision.
The user who initiated the action will be notified of the approver's decision on the Dashboard.
Approval requests expire after one week. If the request expires, the user who initiated the action will have to perform the action again to request a new review.