📢 Coming Soon
This feature is currently in development and not yet available in your account. We'll notify you when Team Management & Approval Workflows launches. For questions about availability or early access, contact support@swiftpay.ph
Overview
SwiftPay's Team Management system allows you to add multiple users to your account with different permission levels. For organizations requiring additional financial controls, the Approval Workflows feature adds a maker-checker approval process for sensitive operations.
Key Benefits:
- Multiple users: Share access to your SwiftPay account with team members
- Role-based permissions: Control what each team member can view and do
- Approval workflows: Add a second layer of authorization for financial transactions (optional)
- Audit trail: Track who requested and approved each action
User Roles
Your SwiftPay account supports four different user roles:
| Role | Description | Badge Color |
|---|---|---|
| Owner | Original account creator with full system access. Cannot be removed. | Orange |
| Admin | Full access to all features including user management and immediate action execution. | Orange |
| Manager | Can create transactions and approve others' requests (requires Approval Workflows enabled). | Blue |
| Viewer | Read-only access to view data without making changes. | Gray |
Note: The first person who creates your SwiftPay account automatically becomes the Owner.
Two Operating Modes
Simple Mode (Default)
Perfect for small teams with trusted members:
- Available roles: Owner, Admin, and Viewer
- All actions execute immediately
- No approval requirements
- Straightforward user management
Approval Workflows Mode
Designed for larger organizations requiring financial controls:
- All four roles available: Owner, Admin, Manager, and Viewer
- Owner and Admin actions execute immediately
- Manager actions require approval from another authorized user
- Maker-checker principle: Users cannot approve their own transactions
Role Permissions
Simple Mode Permissions
| Action | Owner | Admin | Viewer |
|---|---|---|---|
| View all data | ✓ | ✓ | ✓ |
| Send disbursements | ✓ | ✓ | ✗ |
| Manage collections | ✓ | ✓ | ✗ |
| Access settings & user management | ✓ | ✓ | ✗ |
| Remove users | ✓ | ✓ (except Owner) | ✗ |
Approval Workflows Mode Permissions
| Action | Owner | Admin | Manager | Viewer |
|---|---|---|---|---|
| View all data | ✓ | ✓ | ✓ | ✓ |
| Send disbursements | ✓ Immediate | ✓ Immediate | ✓ Requires approval | ✗ |
| Approve disbursements | ✓ All requests | ✓ All requests | ✓ Cannot approve own | ✗ |
| Manage collections | ✓ Immediate | ✓ Immediate | ✓ Requires approval | ✗ |
| Access settings & user management | ✓ | ✓ | ✗ | ✗ |
| Remove users | ✓ | ✓ (except Owner) | ✗ | ✗ |
| Access approval queue | ✓ | ✓ | ✓ | ✗ |
Detailed Feature Access
Payments & Pay by Link
| Feature | Owner | Admin | Manager | Viewer |
|---|---|---|---|---|
| View transactions | ✓ | ✓ | ✓ | ✓ |
| Create payment links | ✓ | ✓ | ✓ | ✗ |
| Invalidate payment links | ✓ Immediate | ✓ Immediate | ✓ Requires approval | ✗ |
Collections
| Feature | Owner | Admin | Manager | Viewer |
|---|---|---|---|---|
| View collections | ✓ | ✓ | ✓ | ✓ |
| Create new collection | ✓ | ✓ | ✓ | ✗ |
| Activate collection | ✓ Immediate | ✓ Immediate | ✓ Requires approval | ✗ |
| Close collection | ✓ Immediate | ✓ Immediate | ✓ Requires approval | ✗ |
| Mark item as paid | ✓ Immediate | ✓ Immediate | ✓ Requires approval | ✗ |
| Cancel collection item | ✓ Immediate | ✓ Immediate | ✓ Requires approval | ✗ |
| Configure settings | ✓ | ✓ | ✗ | ✗ |
Disbursements
| Feature | Owner | Admin | Manager | Viewer |
|---|---|---|---|---|
| View disbursements | ✓ | ✓ | ✓ | ✓ |
| Send single payment | ✓ Immediate | ✓ Immediate | ✓ Requires approval | ✗ |
| Upload batch file | ✓ | ✓ | ✓ | ✗ |
| Start batch processing | ✓ Immediate | ✓ Immediate | ✓ Requires approval | ✗ |
Reports & Settings
| Feature | Owner | Admin | Manager | Viewer |
|---|---|---|---|---|
| View and download reports | ✓ | ✓ | ✓ | ✓ |
| Access test mode | ✓ | ✓ | ✓ | ✗ |
| Access settings | ✓ | ✓ | ✗ | ✗ |
Enabling Approval Workflows
How to Enable
- Go to Settings → Team
- Click "Enable Approval Workflows" toggle
- Review the confirmation message
- Click "Enable Workflows"
Once enabled, you can invite Manager users who will need approval for sensitive operations.
Important Notes
- You cannot disable workflows while there are pending approvals
- Existing users will retain their current access levels
- The system will notify you if any approvals are pending when trying to disable
How to Disable
- Ensure all pending approvals are resolved (approved or rejected)
- Go to Settings → Team
- Click "Disable Approval Workflows" toggle
- Confirm the action
The system reverts to Simple Mode. Existing Manager users will need to be reassigned to Admin or Viewer roles.
Managing Team Members
Inviting New Users
Simple Mode:
- Go to Settings → Team
- Click "Invite User"
- Enter email address
- Select role: Admin or Viewer (default)
- Click "Send Invitation"
Approval Workflows Mode:
- Go to Settings → Team
- Click "Invite User"
- Enter email address
- Select role: Admin, Manager, or Viewer
- Click "Send Invitation"
Changing User Roles
- Go to Settings → Team
- Click "Edit" next to the user
- Select new role from dropdown
- Click "Save"
Note:
- Owner can change any user's role
- Admins can change all roles except Owner
- Owner role cannot be changed or transferred
Removing Users
- Go to Settings → Team
- Click "Remove" next to the user
- Confirm the action
Note: The Owner account cannot be removed.
Approval Queue (Workflows Mode Only)
When Approval Workflows are enabled, authorized users can view and process approval requests through the Approvals tab in the main navigation.
Pending Tab
Shows all requests awaiting approval:
- Request type and details: What action is being requested
- Amount: Financial amount involved (if applicable)
- Requested by: Who submitted the request and when
- Action: "View details" link to review and approve/reject
History Tab
Shows a complete log of all approval decisions:
- Request details: What was requested
- Decision: Approved or rejected, by whom, and when
- View details: Link to see the full item
How Approvals Work
- Manager creates request: A Manager submits a transaction or action
- Request appears in queue: Admin/Manager (not the requester) sees it in Approvals
- Reviewer clicks "View details": Goes to the detail page for full context
- Approve or reject: Specialized buttons appear on the detail page:
- Approve buttons: Execute the action (e.g., "Approve & Send Now")
- Reject buttons: Cancel the request
Actions Requiring Approval
When a Manager performs these actions, approval is required:
- Disbursements: Single payments and batch disbursements
- Collections: Activating, closing, marking as paid manually, canceling items
- Payment links: Invalidating payment links
Maker-Checker Principle
- Managers cannot approve their own transactions
- A different authorized user (Admin or another Manager) must review and approve
- This ensures financial controls and reduces error risk
Migrating to Team Management
For Existing Merchants
Your account automatically starts in Simple Mode:
- The account creator becomes the Owner
- All other existing users become Admins
- All actions continue working immediately as before
- No disruption to your current workflow
You can choose to enable Approval Workflows at any time from Settings.
For New Merchants
- The first person who creates the account becomes the Owner
- This assignment is permanent
- You can immediately start inviting team members
- Choose Simple Mode or enable Approval Workflows based on your needs
Best Practices
Choosing the Right Mode
Use Simple Mode if:
- You have a small team with high trust
- Speed and efficiency are priorities
- You don't require formal approval processes
Use Approval Workflows Mode if:
- You need segregation of duties
- Financial controls and compliance are important
- You want an audit trail of who approved what
- Your organization requires maker-checker processes
Role Assignment Guidelines
- Owner: Reserved for the account creator
- Admin: Assign to senior team members who need full access
- Manager: Assign to team members who process transactions but need oversight
- Viewer: Assign to team members who only need to monitor activity
Security Tips
- Regularly review your team members list
- Remove users who no longer need access
- Use Approval Workflows for sensitive operations
- Keep at least two Admins to avoid access issues
- The Owner account should be held by a senior, permanent team member
Frequently Asked Questions
Q: Can I change who the Owner is?
A: No, the Owner role is permanently assigned to the account creator and cannot be transferred.
Q: What happens if the Owner leaves the company?
A: The Owner account remains active. Admins can continue managing the account, but only the Owner can remove other Admins. Contact SwiftPay support if you need assistance.
Q: Can I have multiple Admins?
A: Yes, you can have as many Admins as needed. We recommend having at least two for redundancy.
Q: Do approval workflows slow down operations?
A: Only Manager actions require approval. Owner and Admin actions execute immediately, so critical operations can still be performed without delay.
Q: Can a Manager approve another Manager's transaction?
A: Yes, Managers can approve each other's transactions, but cannot approve their own.
Q: What happens to pending approvals if I disable workflows?
A: You must resolve all pending approvals (approve or reject) before you can disable workflows.
Q: Can I test approval workflows before using them in production?
A: Yes, approval workflows function normally in Test Mode, allowing you to test the process with dummy data.
Support
For additional assistance with Team Management or Approval Workflows, please contact SwiftPay support:
- Email: support@swiftpay.ph
Last updated: September 29, 2025