User Management for credit unions

Finances are often managed by different people at a business, all with various levels of responsibility. When an organization leader needs to give account access to their employees, there are a wealth of entitlements and settings available to manage their permissions. With Banno Business’s User management, organization admins can add new organization users, edit details, and assign roles in Banno Online. They can also manage the overall permissions of organization users, allow access to specific accounts, and control an organization user’s permissions on an account-by-account basis.

In User management, organization admins also manage entitlements and feature entitlements for members directly in the app, including:

• ACH
• ARP/Positive Pay
• Card management
• Stop payments
• Transfers
• Wires

Enable and disable entitlement

In Banno People, your institution manages the User management entitlement for both the organization and members of an organization. You should ensure the entitlement is enabled for the organization, as well as for organization users who need access to Banno People.

Organization

Banno People

Your institution enables and disables User management in the organization’s profile. For members of an organization that need access to the entitlement, you’ll need to enable it for the individual.

Member of an organization

Banno Online

An organization admin can enable and disable User management in the member of an organization’s profile. This permission should always remain disabled for organizations users in a User role. If User management is enabled by mistake for an organization users with a User role, our security measures will still prevent them from accessing user management functionality. They can see and click User management in their Settings, but the screen remains blank.

Banno People

Your institution can enable and disables User management in the member of an organization’s profile. This permission should always remain disabled for organizations users in a User role. If User management is enabled by mistake for an organization users with a User role, our security measures will still prevent them from accessing user management functionality. They can see and click User management in their Settings, but the screen remains blank.

Organizations

Create

Credit unions can create an organization in Banno People. Before an institution admin can create an organization, they need the Create everything permission enabled in the People section. The institution admin also needs the Symitar account number associated with the Banno Business organization.

After the institution admin clicks Create organization, the Create organization window prompts the institution to enter the 10 digit Symitar account number. If the Symitar account number is less than 10 digits, add zeros preceding the account number so that it is 10 digits (ex. 0000987654). Then, the institution admin confirms the account number and reviews the organization’s details in the Create organization screen that can include:

• Organization name
• Symitar account number
• Preference record username (created and assigned by Banno)
• Email
• Mobile number
• Address

If the organization information is correct, the institution admin clicks Create. After the organization is created, the institution admin cannot reverse or undo creating the organization.

If the organization details are incorrect, the institution admin clicks in the Create organization screen to edit the details. If the organization has already been created, the institution admin is alerted and can click Go to profile to view the profile screen or to re-enter the Symitar account number.

When the organization is successfully created, the institution admin automatically navigates to the organization’s Overview profile screen that displays the organization’s information. Institution admins can refer to Users and learn more about the Users and Permissions screens.

Organization users

Profile

Banno Online

A list of all members of an organization—including their name, role, and status—display on the User management dashboard. When a specific organization user is selected, their profile information displays on a new screen and includes the following details:

Avatar

A profile image uploaded by the organization user.

Name

The organization user’s name is a maximum of 40 characters and editable by an organization admin.

Username

The username is the name that a member of an organization uses to login to the app.

Role

Roles only apply to what an organization user can do within User management. The member of an organization has an assigned role of Admin, Viewer, or User. An organization user’s role can be changed by an organization admin.

Admin

The Admin role gives an organization user access to view or modify entitlements, set permissions for all organization users, and manage organization users (create, delete, etc.). They can also edit an organization user’s profile details. Organization admins cannot change their own roles; however, they can update a fellow admin’s role. User management must be enabled for each organization admin.

Viewer  

The Viewer role gives an organization user access to view information in User management. They have the same access as an an organization admin, but they can’t edit entitlements or set permissions. This role is ideal for auditors your institution works with. User management must be enabled for each organization viewer.

User

The User role is for organization members whose jobs involve performing day-to-day banking activities that don’t require user management rights. They can move money based on their entitlements and permissions, but they don’t have access to use or view the User management screen .

Status

An organization user’s status can be Pending or Active. The status changes from Pending to Active when they have been sent an invitation and completed enrollment.

Pending

The organization user has yet to successfully complete the enrollment process and join the organization. An organization admin submitted the organization user’s details—first and last name, email, and role—when they created the new organization user. The organization user may or may not have accounts enabled. To change from a Pending status to Active, they must create their login credentials and log in to the app.

Active

The organization user successfully joined the organization by completing enrollment.

Email

The organization user’s email is a maximum of 80 characters and editable by an organization admin.

Organization details

The organization’s business name, address, phone number, and email. This information matches the details listed in the organization’s profile.

Profile settings

Banno Online

In the organization user’s settings, an organization admin can update or manage the following:

• Edit the organization user’s details including name, user role, and email.
• Hold the organization user’s account access.
• Send a link for the organization user to reset their password.
• Delete the organization user.

Banno People

In the organization user’s settings, an admin user can update or manage the following:

• Edit the organization user’s preferred name. Currently, we strongly recommend against adding or using a preferred name.
• View support cases related to the organization user.

Role comparison

An organization user’s role can be updated in their profile settings. The following table helps familiarize organization users with the available roles in user management:

Create

Depending on an organization user’s role, a newly created member of the organization might need access to User management. If so, an institution employee needs to enable the User management entitlement for the member of the organization.

Banno Online

An organization admin creates a new organization user by selecting + Create user in the Manage users window. Then, the organization admin provides the following details in the Create user screen:

First name

The new organization user’s first name.

Last name

The new organization user’s last name.

Email

The new organization user’s email. A Banno-generated email with a magic link sends to this email address so that the new organization user can create their account credentials and log in to the Banno app.

User role

The user role determines what an organization user can do within User management.

After providing the new organization user’s details, the organization admin selects Create user and the Enable accounts window displays. At this point, the new organization user is yet to be informed of a created profile, has no credentials, and can’t to log in to the app. In the Enable accounts window, the new organization user’s avatar, name, role, Pending status, and option to Enabled accounts display. By default, no accounts are automatically enabled, and the organization admin needs to manually enable at least one account for the new organization user.

To enable one or more accounts, the organization admin clicks Select and the Account access window displays the organization’s accounts to select from. The organization admin can search accounts by account name and quickly enable or disable permissions to all accounts. After enabling one or more account and selecting Done, the organization admin automatically navigates back to the Enable accounts window where it’s updated to display the number of enabled accounts (ex. 4 accounts, 12 accounts, All accounts, etc.). Although the account access displays as enabled, know that the accounts still won’t display as enabled in the new organization user’s profile.

With the organization admin still on the Enable accounts screen, they click the Enable Accounts button. A success message appears, and the organization admin selects from one of the three following buttons:

Send email invite

If the organization user’s account or user permissions don’t need updating, the organization admin should send an email inviting the new organization user to enroll in the Banno Digital Platform. After clicking the button, the organization admin automatically returns to the Manage users screen where the new organization user displays in a Pending state.

Edit permissions

If the organization user’s account or user permissions need to be updated before they’re invited to enroll in the Banno Digital Platform, the organization admin should click Edit permissions. This automatically navigates the organization admin to the new organization user’s profile where permissions can be updated and then invited. The new organization user displays in a Pending state.

Done

Clicking Done returns the organization admin to the Manage users screen where the new organization user displays in a Pending state. An email invite doesn’t send to the new organization user.

Once the success message appears, the selected accounts display as enabled in the new organization user’s profile.

Banno People

Credit unions can create an organization user in Banno People. Before an institution admin can create an organization user, they need the Create everything permission enabled in the People section.

An institution admin creates a new organization user by selecting Create user in the organization’s Users window. Then, the institution admin provides the following details in the Create user screen:

First name

The new organization user’s first name.

Last name

The new organization user’s last name.

Email

The new organization user’s email. A Banno-generated email with a magic link sends to this email address so that the new organization user can create their account credentials and log in to the Banno app.

User role

The user role determines what an organization user can do within User management.

After the organization user’s details are entered, the institution admin clicks Create user and completes a high risk authorization by entering their Banno app password. There is no limit to the number of times they can enter their credentials, but they must successfully complete the high risk authorization to create a new organization user.

Following a successful high risk authorization, a success message displays and the institution admin selects from one of the three following buttons:

Send email invite

If the organization user’s account or user permissions don’t need updating, the institution admin should send an email inviting the new organization user to enroll in the Banno Digital Platform. If the email invitation successfully sends after clicking Send email invite, a success toast displays on the Users window after the success message automatically closes.

Go to profile

If the organization user’s account or user permissions need to be updated before they’re invited to enroll in the Banno Digital Platform], the institution admin should click Go to profile. This automatically navigates the institution admin to the new organization user’s profile where permissions can be updated and then invited. The new organization user displays in a Pending state.

I’m done

Clicking I’m done returns the institution admin to the Users screen where the new organization user displays in a Pending state. An email invite doesn’t send to the new organization user.

While an organization user is still created and can log in after completing enrollment, no accounts can be enabled for the organization user. Functionality is coming soon to enable accounts for an organization user in Banno People.

Default permissions

Permissions for new organization users are disabled and need to be updated on an individual basis by an organization admin in User management or an admin user in Banno People.

Invite

An institution admin needs to invite newly created organization users and organization users with a Pending status to create their credentials so that they can log in to the Banno app. The invitation is an automated email generated by Banno and includes a link that takes the organization user to a screen where they create their Banno username and password.

Banno Online

An organization admin will soon be able to invite an organization user from Banno Online—Banno is currently working on this functionality.

Banno People

New organization users can be invited from Banno People. The institution admin can send the invite in one of two ways:

• When they successfully create a new organization user, select Send an email invite.
• The institution admin emails an invite from the organization user’s profile by selecting Invite at the top of the organization user’s profile.

In the organization user’s profile, a notification banner displays at the top of the screen: [Organization user’s first and last name] account is pending. Invite them to complete set-up of their account. The institution admin clicks Invite to send an invitation to the organization user.

The name of the institution admin who sent the invite and the option to click Join display in the email. After clicking the link, the organization user automatically navigates to the app enrollment window and creates their username and password. After successfully creating their credentials, they view a Successfully created account message and click the Sign in button to navigate to the Banno Online login screen. If the organization user unsuccessfully creates their username and password, they view an error message and should retry creating their credentials.

Edit

Banno Online

In an organization user’s settings, an organization admin can edit an organization user’s role. An organization admin will soon be able to update an organization user’s name and email—Banno is currently working on this functionality.

Banno People

In the organization user’s profile settings, an admin user can add a preferred name and view related cases in Support. An organization user’s name and email can only be edited if they have a Pending status. If the organization user has an Active status, the fields cannot be changed.

Hold

The held state for a member of an organization isn’t visible to the individual, and it disables the organization user from logging into the app. For example, the held state could apply to an organization user on a short-term leave. If a member of an organization needs their app login access temporarily disabled, an organization admin can change it in the app, or an institution employee can change it in Banno People.

Banno Online

An organization admin can hold an organization user’s account, preventing the organization user from logging in to the app. After it’s successfully on hold, a notification banner displays across the top of the organization user’s profile. The hold status doesn’t change the organization user’s status (Pending or Active) in their profile.

To remove a hold on an account, an organization admin selects the Remove button that displays in the notification banner at the top of the organization user’s profile. Removing a hold is immediate, and the notification banner no longer displays. A success also toast displays when the hold is successfully removed from the organization user.

Banno People

An admin user can enable or disable a hold on an organization user’s account access. When an organization user’s account is on hold, institution admins can remove the held state from an organization user’s account. A banner notifies the admin user that the organization user is in a held state, and it displays at the top of the Overview and Security pages in the organization user’s profile in Users.

Reset password

An organization admin or institution admin resets an organization user’s password when they unlock the profile or use the profile’s settings. This prompts the app to send an email with the password reset link and instructions to the organization user.

Banno Online

An organization admin unlocks an organization user’s profile by sending a password reset link in User management.

After the organization admin unlocks a profile, they can also reset the password by selecting the Send password reset link button instead of the I’m done button in the success message that displays.

If the organization user forgets their password or needs it reset, an organization admin assists by selecting Send password reset link in the organization user’s settings. The organization admin then clicks Email that prompts the app to send the password reset link to the organization user’s email. The organization user must click the link provided in the email and follow the instructions to create a new password.

Banno People

An admin user can unlock an organization user’s profile by sending a password reset link from Banno People.

If the organization user forgets their password or needs it reset, an admin user assists by clicking Send link in the Password reset section of the organization user’s Security page. The organization admin then clicks Email, which prompts the app to send the password reset link to the organization user’s email. Once the password reset link sends successfully, a success toast displays. The organization user must click the link provided in the email and follow the instructions to create a new password.

Delete

When an organization user is deleted, they cannot be recovered. If the organization user needs to be part of the organization again, they must be invited and complete the enrollment process.

Banno Online

An organization admin deletes an organization user by selecting Delete user in the organization’s user profile.

Banno People

An admin user deletes an organization user by selecting Delete user in the organization user’s profile settings.

History events

Changes made in user management (updating a permission, modifying an organization user profile, etc.) by an admin user or organization admin create history events in Banno Admin. History events display in the organization user’s Activity and can be sorted using the Permissions filter under User. History events for high risk authorization that are requested, failed, or passed by the organization user are captured but do not yet display.

Banno Activity also records history events and can be sorted using the Permissions filter under People Users.

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