Adding New Users
Staff Experience admins can add new staff users when someone needs access to Flywire.
Who can do this: Only users with the appropriate Staff Experience admin permissions can add staff users. If you do not see user management options, your account may not include this access.
Steps:
- Sign in to Flywire.
- Click Actions.
- Click Manage Users. This will load the User Administration screen.
4. Click Add User.
5. Select the user type from the User Type dropdown.
About this dropdown:
The User Type field sets the staff member’s general role in Flywire. This helps determine what area of the system the user can access and what type of work they are expected to do.
User Type is only one part of access setup. A user’s final access may also depend on their assigned permission groups, individual permissions, and access groups.
Note: The user types you see may depend on your own admin permissions. Only certain Staff Experience admins can add or update staff users, and some user types are only available to specific admin users.
Administrator
Use Administrator for staff members who manage administrative tasks for your organization.
Common use cases:
- Managing staff users
- Assigning permission groups or access rights
- Updating account or organization-level settings, if permissioned
- Supervising staff access and setup
This role is usually appropriate for managers, supervisors, or internal system owners who are responsible for maintaining staff access.
Customer Service Representative
Use Customer Service Representative for staff members who support patients or work directly with account activity.
Common use cases:
- Helping patients with billing or payment questions
- Viewing patient account information
- Supporting payment plan activity
- Taking action on accounts, depending on assigned permissions
This role is commonly used for billing office staff, customer service teams, and patient support teams.
Reporter
Use Reporter for staff members who need access to reporting tools but do not need to perform day-to-day account servicing.
Common use cases:
- Reviewing operational or financial reports
- Monitoring activity across accounts
- Pulling information for reconciliation, analysis, or leadership review
This role is commonly used for revenue cycle staff, finance teams, analysts, or managers who primarily need visibility into data.
Other User Types
Some admins may see additional user types that are intended for Flywire-managed or internal support purposes. These should not be used for standard client staff users unless your organization has been specifically instructed to do so.
Choosing the Right User Type
Before saving the new user, confirm that the selected User Type matches the person’s job responsibilities. Then review the user’s permission groups, individual permissions, and access groups to make sure the user has only the access they need.
6. Enter the user’s required information, such as name and email address (this will become their Staff Experience user name).
7. Assign the appropriate role or security rights.
Not sure which group is best?
Click on the information “i” icon to view group permissions to ensure that you are assigning the appropriate permissions to the new user!
8. Review the user details for accuracy.
9. Click Add to save the new user account.
10. Let the user know they can check their email for sign-in or setup instructions. A banner confirming the new user account will display at the top of the screen.
An email will be sent to the new user walking them through how to set up their password.