Update an Existing User's Permissions

Modified on Wed, Apr 1 at 11:17 AM

Use these steps to add or remove permissions for an employee who already has a DealerWorks account — for example, to give someone access to process refunds or unlock a new department. Only DealerWorks administrators can change permissions.

Not an admin? You can't update your own permissions. Ask your manager or DealerWorks admin to make the change, or email support@dealerworks.io.

1
From the left navigation, click Administrative, then select User Management.
2
Find the employee in the list and click the ... menu next to their name, then select Edit User.
3
Expand the relevant permission category and check or uncheck the boxes as needed.
Permissions are organized into seven categories: Departments, Payment Types, Transaction Permissions, Administrative Settings, Accounting, Reporting, and Bypass Capabilities. See the User Permissions Reference if you're unsure what each one does.
4
Save the profile.

The employee must refresh before changes take effect

After saving, tell the employee to refresh their browser or log out and log back in. The new options won't appear in their session until they do. If the change still doesn't show up after refreshing, re-open their profile and confirm the checkbox is saved.

Keyed Entry requires manager approval before it can be enabled

Keyed Entry allows card numbers to be typed in manually, which carries fraud risk. DealerWorks Support will not activate it without explicit written approval from a manager or dealership leadership — even if an admin requests it. If an employee needs to take a card payment right now while approval is pending, use a Payment Request link as an immediate workaround.

Common questions

I updated the permissions, but the employee still can't see the new option. What's wrong?

The change is saved, but their browser is still showing the old session. Have them refresh the page or log out and back in. If it still doesn't appear, re-open their profile in User Management and confirm the checkbox is actually checked and saved.

An employee is getting a red banner error when they try to process a refund or void.

The red banner means they don't have the Process Refund or Process Void permission. Go to their profile in User Management, expand Transaction Permissions, check the relevant box, and save. They'll need to refresh their browser before it takes effect.

I need to request a permission change but I'm not an admin.

Ask your manager or a DealerWorks admin at your dealership to update your profile. If they're unavailable, email support@dealerworks.io with your name, login email, the store you're at, and the permission you need. Include manager approval for any Keyed Entry, Refund, or Reporting requests.

Need more help?

Contact DealerWorks Support at support@dealerworks.io or use the chat icon in the bottom-right corner of the product. Include:

The employee's full name and DealerWorks login email
Which store(s) they need access to
The specific permission(s) being requested
For Keyed Entry, Refund, Reporting: written approval from dealership administrator
Any error message the employee is seeing