Add or Update Administrative User Permissions and Notifications | HealthEquity

📄 Who this article is for	Employers with HSA and RA HealthEquity accounts
🔐 Permissions needed	Manage Users

Each employer portal user can be assigned specific roles to allow or deny access to areas or functions. These restrictions will also apply when users contact the Client Service Team for support.

If your account is verified and you need access that you don’t currently have, a user in your organization with ‘Manage Users’ role permissions will be able to update your access.

⚠️ If a user is new, the account will not be fully functional until the user has verified their email address using the account verification email from HealthEquity.

Be sure to check spam folders for this verification email.

Add an Administrative User

Click Company Detail > Manage Users.
Click the ‘Add Login’ button (you may need to scroll to the end of the current user list to see the button).
Fill out the user’s information.
Create a username and temporary password for the user.
- The user will need to change the password and create a security question after logging in for the first time.
Select their user role permission settings and email notification settings.
- Tip: You can hover over each role and email option to learn more.
When finished, click the ‘Add’ button to save the user settings.

NOTE: New logins will not be effective until the user verifies their email address. The user will receive an email asking them for verification. The user ID and password created for them will be needed to complete the verification process.

Update Role Permissions and Email Notifications

If a user already access to the portal and needs their permissions or email notifications updated:

Go to Company Detail > Manage Users.
Click the username of the person to update.
Update necessary fields.
Update role permissions and/or email notifications.
- Tip: You can hover over each role and email option to learn more.
Click Save.

Add a Notification-Only User

This user type will receive notifications you set but cannot access the Client Portal.

Go to Company Detail > Manage Users.
Scroll down to see the ‘Notifications-Only Users’ section.
Find the user to reactivate and click the Add User button.
Fill out the information and select which email notification this user should receive:
- Payment Due: Monthly invoice for fees was created and available online for payment.
- FSA/HRA Renewal Notification: Emails sent at 90, 60, and 30 days prior to plan renewal when required plan setup information has not been received.
- Employer Newsletters: Receive notification of updates and educational information.

Deactivate a User

Remove a user's access to the employer portal and deactivate notification emails:

Go to Company Detail > Manage Users.
Click the username of the person to deactivate.
Uncheck the box to the right of ‘Active’ (only user logins with the box checked can access the employer portal).
Click Save.

Activate a User

Go to Company Detail > Manage Users.
Click the ‘Hide Inactive Logins’ checkbox.
Click the username of the person to activate.
Uncheck the box to the right of ‘Active’ (only user logins with the box check can access the employer portal).
Click Save.

User Role Permissions:

Manage Users: Update a user’s login settings and add or remove users.
Manage Company Info: Change company information, including contact info, EFT info, broker assignments, paperless invoice option, etc.
View Reports: Users with this role can view reports.
Manage Employees: Users with this role have access to update limited employee information, enroll employees, change coverage, terminate employers, etc.
Make Contributions: Users with this role have access to make contributions and view and pay invoices. Users with the access will also receive the contribution outputs for files uploaded via the portal.

Email Notification Settings:

Payment Received: Sent the day any payment is processed; whether by HealthEquity when a check is received or by the employer via EFT.
Notification of Funds Returned: Sent after HSA funds have been held for 60 days for a member who is not enrolled, or if you have asked for funds to be returned to you. Note: HealthEquity will return the funds in the same manner the funds were received.
PPD Account Added for the Employee(s): Provides routing and account number information for your employees’ HSAs, so that you may make direct deposit contributions to their accounts. This applies only to employers who have selected the PPD option.
FSA/HRA Renewal Notification: Sent annually and required for annual plan setup.
Contribution Reminder: Sent based on the preferences set (you will need to choose the frequency and next reminder date).
Payment Due: Sent after monthly fee and/or reimbursement invoices are created to remind the group that the invoice is available online and monthly fees are due.
Scheduled EFT: Sent three business days prior to when an EFT has been scheduled to withdraw funds. If the EFT is scheduled less than three days out, an email will not be sent.
Notice of Incomplete Verification: Sent when the process to verify the identity of the enrollee was not successful. Employees will need to furnish documentation to verify their identity.
Employer Newsletters: Notification of updates as well as educational information.