User Permissions Reference

Modified on Wed, Mar 25 at 12:12 PM

This reference covers every permission category in DealerWorks and what each one controls. Use it when setting up a new user or deciding which permissions to assign for a role. Permissions are found in the Edit User panel under Administrative > User Management.

Permissions are organized into seven collapsible categories. A user can have any combination across all categories.

1. Departments

Controls which department tabs the user can see in Process Transactions. Available options: Sales, Service, Parts, Accounting, Body Shop, Rental, Wholesale Parts.

Users only see the departments checked here. A service advisor who also covers the parts counter needs both Service and Parts checked.

2. Payment Types

Controls which payment methods the user can collect. Options: Keyed Entry, Cash, Check, BNPL, Money Order, ACH.

Terminal (card swipe/tap) is available to all users by default and does not appear here.

Keyed Entry requires manager approval

Keyed Entry allows card numbers to be typed in manually without a terminal. It is restricted to prevent fraud and requires explicit written approval from a manager or dealership leadership before DealerWorks Support can enable it. Use a Payment Request link as an immediate workaround while approval is pending.

3. Transaction Permissions

Controls what the user can do when processing or modifying transactions.

Permission	What it does
Process Void	Cancel a same-day payment before it settles. The charge is deleted as if it never happened — nothing appears on the customer's statement. Without this permission, the user sees an error when attempting a void.
Process Refund	Return money on a prior-day transaction where funds have already exchanged hands. The amount is returned to the customer's card, typically in 3–5 business days. Without this permission, the user sees an error when attempting a refund.
Split Transaction	Split a single invoice across multiple payment methods or amounts.
Split Transaction Mandatory Note	Requires the user to enter a note whenever they process a split transaction.
Override Surcharge	Waive the credit card surcharge on a specific transaction. Requires a Manager PIN at the time of use — see Dealership Manager below for where that PIN comes from.
Add Sales Person	Attach a salesperson's name to a transaction at time of payment.

4. Administrative Settings

Controls access to admin-level features: User Management (add/edit users), Settings, Reports, Manage Dispatchers, and Advanced Notification Settings.

Dealership Manager — not the same as an Admin user

This category also includes the Dealership Manager permission, which generates the Manager PIN needed to approve Override Surcharge transactions. A user can have this permission without being an Admin user type. Assign it to floor managers who need to authorize surcharge waivers at the register.

5. Accounting

Controls accounting-specific capabilities. Typically assigned to accounting staff only.

Permission	What it does
Dispute Management	View and manage chargeback disputes.
Dispute Notification	Receive notifications when a dispute is filed.
Change Transaction	Edit certain fields on a posted transaction (date, notes, etc.).
Update Transaction Invoice	Update the invoice number linked to a transaction after it has been posted.
Display Transaction Fee	Show the processing fee breakdown on transaction records.

6. Reporting

Controls which reports the user can access. Assign based on role — accounting staff typically need DTR and Statements; cashiers typically do not.

Permission	What it does
Reports	Access the general Reports section.
DTR (Daily Transaction Report)	View the Daily Transaction Report, which shows net settlements for reconciliation.
View Payout Report	View payout summaries from the payment processor.
View Statements Report	View monthly statements.

7. Bypass Capabilities

Includes Bypass Screen Lock and Bypass Switch User. These are elevated capabilities reserved for super admins and are not part of standard user setup. Contact support@dealerworks.io if you believe these are needed for your account.

Need more help?

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