This page lists every permission the default user permission set grants in the Firm Portal, tab by tab. Use it to check what a staff member can do before their permissions have been adjusted.
It is recommended to review these default settings that will apply to the average user and make adjustments to the permissions within the default permission set prior to going live with Aiwyn.
How the default permission set is applied
| Item | Value |
|---|---|
| Who it applies to | Every staff member with Firm Portal access, unless their profile has been moved to a different permission group. |
| How access is granted | Through the staff member's existing single sign-on (SSO) user. No separate Firm Portal username or password is created. Your IT administrator limits which SSO users can reach the Firm Portal. |
| Groups per user | A user can be in only one user permission set at a time. Individual users can have certain permissions adjusted as needed. |
| Who can change a user's group | A super admin can change any permission set’s list of available permissions. A super admin can change which staff have which permission set. A super admin can adjust certain permissions outside of the set as needed. |
| When more than one group is used | By default for Aiwyn Payments, there will be at least three necessary permission sets: Super Admin, Finance Admin, and Default. Additional permission sets are necessary if your firm uses other Aiwyn modules such as Engagements or Practice. |
| Where the Firm Portal is reached | A firm-specific Aiwyn Firm Portal URL provided during implementation. Access is web-based. |
What the default permission set grants
Permissions are listed in the order the tabs appear in the Firm Portal. Every row is granted to every user who is in the default permission set.
Clients tab
| Permission | What it allows |
|---|---|
| Can see all Clients in Firm Portal Tab | View every client in the firm's portal. |
| Can see Client and Contact details | Open a client's record and view its contacts. |
| Can access any Client Portal | Access any client's portal from the Firm Portal. |
Invoices tab
| Permission | What it allows |
|---|---|
| Can see all Invoices in Firm Portal Tab | View every invoice in the firm's portal. |
| Can access any Client Portal in order to pay invoice(s) | Open a client's portal to pay one or more of their invoices. |
| Can see PDF of Invoices | View the invoice PDF, if the invoice was sent through the firm's Aiwyn Invoice Email process. Invoices sent another way do not have a PDF here. |
Payments tab
| Permission | What it allows |
|---|---|
| Can see all Payments in Firm Portal Tab | View every payment in the firm's portal. |
| Can refund Aiwyn payments | Refund a payment taken through Aiwyn. |
| Can see Aiwyn and Firm Wide payment history for Clients | View a client's payment history, both payments taken through Aiwyn and the firm-wide history. |
| Can create/edit any Client payment plan (autopay or recurring payment) | Set up or change autopay or a recurring payment plan for any client. |
Collections tab
| Permission | What it allows |
|---|---|
| Can see all Collections in Firm Portal Tab | View the firm's collections activity. |
| Can send or skip any Client Smart Statement staged for review | Release or skip any client's Smart Statement that is waiting for review. |
| Can enable/disable any Client from receiving Aiwyn Smart Statements | Turn Smart Statements on or off for any client. |
Settings tab
| Permission | What it allows |
|---|---|
| Can see Settings in Firm Portal Tab | Open the Settings tab. |
| Can create/edit/delete any Collection Setting for entire Firm Portal | Change collection settings that apply to the whole firm. This includes the three permissions below. |
| Can enable Automated Daily Collections | Turn automated daily collections on for the firm. |
| Can edit Collection Message Contents | Change the wording of the firm's collection messages. |
| Can create/edit/delete Collection Triggers | Add, change or remove the triggers that start collection activity. |
What the default group does not include
The default group does not grant access to modules outside Payments & Collections, such as Engagement Letters or Billing. Firms with those modules use additional permission sets.