Roles & Permissions

GovPayPlan uses role-based access control (RBAC) to manage what users can see and do within the platform.

Default Roles

GovPayPlan includes four default roles:

Viewer

Purpose: Read-only access for oversight and monitoring

Capability	Access
View transactions	Yes
View reports	Yes
Process payments	No
Issue refunds	No
Manage users	No
Configure settings	No

Operator

Purpose: Day-to-day payment processing

Capability	Access
View transactions	Yes
View reports	Yes
Process payments	Yes
Issue refunds	Yes (with limits)
Manage users	No
Configure settings	No

Manager

Purpose: Team oversight and limited administration

Capability	Access
View transactions	Yes
View reports	Yes
Process payments	Yes
Issue refunds	Yes (higher limits)
Manage users	Yes (same or lower roles)
Configure settings	Limited

Administrator

Purpose: Full system access and configuration

Capability	Access
View transactions	Yes
View reports	Yes
Process payments	Yes
Issue refunds	Yes (unlimited)
Manage users	Yes (all users)
Configure settings	Yes (all settings)

Permission Categories

Payments

• View payments
• Create payments
• Edit payments
• Void payments

Refunds

• Issue refunds
• Refund limit amount
• Approve refunds over limit

Reports

• View reports
• Export reports
• Schedule reports
• Create custom reports

Users

• View users
• Create users
• Edit users
• Deactivate users
• Delete users

Settings

• View settings
• Edit agency settings
• Configure payment types
• Manage integrations

Custom Roles

Administrators can create custom roles for specific needs.

Creating a Custom Role

1. Navigate to Settings > Roles
2. Click Create Role
3. Enter role name and description
4. Select permissions for each category
5. Save the role

Editing Custom Roles

1. Open the role from the roles list
2. Modify permissions as needed
3. Save changes

WARNING

Changing role permissions affects all users assigned to that role.

Deleting Custom Roles

1. Ensure no users are assigned to the role
2. Open the role settings
3. Click Delete Role

Assigning Roles

Single User

1. Navigate to the user's profile
2. Select the new role from the dropdown
3. Save changes

Bulk Assignment

1. Go to Settings > Users
2. Select multiple users
3. Click Actions > Change Role
4. Select the new role
5. Confirm

Refund Limits

Operators and Managers have refund limits to control financial risk.

Setting Refund Limits

1. Navigate to Settings > Roles
2. Select the role
3. Under Refunds, set:
   • Per-transaction limit
   • Daily limit
   • Requires approval over amount

Over-Limit Refunds

When a user attempts a refund over their limit:

1. Refund goes to pending approval
2. Manager or Admin is notified
3. Approver reviews and approves/denies
4. User is notified of decision

Audit and Compliance

Role Change Logging

All role assignments and changes are logged:

• Who made the change
• Previous role
• New role
• Timestamp

Access Reviews

Best practice: Review role assignments quarterly

• Remove unnecessary access
• Verify role appropriateness
• Document review completion

Related Topics

• User Management - Manage user accounts
• Security Settings - Additional security controls