For: Prommt account administrators managing users and access.
Before you start
• You need Administrator access to edit users on your Prommt account
• You can edit a user's name, phone number, role, location access, and Staff permissions
• You cannot change a user's email address — email is the login credential and cannot be updated. If the email address needs to change, delete the user and re-invite them with the correct address
• Changes take effect immediately — the user does not need to log out and back in
Steps
Step 1 — Go to the Users page
To access user management, click the navigation menu on the left-hand side of your Prommt dashboard to expand it, then click Users.
Step 2 — Find the user you want to edit
On the Users page, locate the user in the list. You can scroll or search by name.
Step 3 — Open the edit panel
To open the user's edit panel, click the ... menu next to the user's name and select Edit. The Edit User panel will open on the right side of the screen, pre-filled with the user's current details.
Step 4 — Update user details
The User Details section contains the following editable fields:
• First Name
• Last Name
• Phone number — use the country code selector if the number has changed or the country needs to be corrected
The user's email address is displayed but cannot be edited here. If the email address needs to be changed, you will need to delete the user and re-invite them with the new address.
Step 5 — Update the user's role (if needed)
To change the user's role, click the Role dropdown and select the new role.
Role | What it means |
Admin | Full access to settings, users, locations, and all payment requests across their assigned locations |
Staff | Operational access — can send payment requests and view payments. Additional permissions can be granted individually |
Changing a user from Staff to Admin grants them full access immediately, including access to account settings, all user management, and all payment requests across their assigned locations. Only change a user to Admin if you intend for them to have this level of access.
Changing a user from Admin to Staff removes their settings and user management access immediately. You will then be able to configure their individual Staff permissions.
Step 6 — Update location access (if needed)
To change which locations the user can access, update the Locations section by adding or removing locations from the dropdown. A user must have at least one location assigned. If your account has only one location, it will remain selected and cannot be removed.
Step 7 — Update Staff permissions (Staff users only)
If the user's role is Staff, a Permissions section will be visible. Use the toggles to grant or restrict the following:
Permission | What it controls |
Can View Other Users' Requests | Whether the Staff user can see payment requests sent by other team members, or only their own |
Can Issue Refunds | Whether the Staff user can process refunds from the dashboard |
Can Cancel Requests | Whether the Staff user can cancel active payment requests |
Permissions are not configurable for Admin users — Admins have full access to all features by default. The Permissions section will not appear if the user's role is set to Admin.
Step 8 — Update your changes
To apply your changes, click Update at the bottom of the Edit User panel. Changes take effect immediately. To discard your changes without saving, click Cancel or close the panel.
What success looks like
After saving, the updated details are reflected immediately in the Users list and across the account. If you changed the user's role or permissions, those changes apply to their next action — they do not need to log out and back in for the changes to take effect.
Troubleshooting
I cannot see the Edit option when I click the ... menu next to a user.
The Edit option is only available to users with Administrator access. If you can see the Users page but not the Edit option, your account role may be set to Staff. Contact your account Administrator to have your role updated, or contact Prommt Support via the chat button in your dashboard if you believe this is an error.
I need to change a user's email address but the field is not editable.
A user's email address cannot be changed through the Edit User panel because it is their login credential. To update the email address, delete the existing user account and re-invite the user with the correct email address. They will receive a new invitation and can set up their access again.
I changed a user's role from Admin to Staff but they still appear to have full access.
Role changes take effect immediately but the user's current session reflects the previous permissions until they next perform an action. Ask the user to refresh their browser or log out and back in to ensure the updated role is applied to their session.
The Permissions toggles are not visible for a user I am editing.
Permissions toggles are only displayed for users with the Staff role. If the user's role is set to Admin, the Permissions section will not appear — Admins have full access by default and individual permissions cannot be restricted. Change the user's role to Staff if you need to configure individual permissions.
A location I need to assign is not appearing in the dropdown.
Locations must be set up in Prommt before they can be assigned to users. If a location is missing from the dropdown, contact your Prommt Account Manager via the chat button in your dashboard to have the location added.