---
title: "Managing your team - NexPay"
description: "Invite colleagues, set what each can do, and manage employees for payroll. A guide for managers to the Users tab and the Employees list."
lastModified: "2026-06-02"
lang: "en"
url: https://nexpay.com.au/training/team-and-account/managing-your-team
---
## Site navigation

- For businesses
  - [For ed. agents](/for-education-agents.md)
  - [For schools & colleges](/for-schools.md)
  - [For universities](/for-universities.md)
  - [For accommodation](/for-accommodation.md)
  - [Why NexPay?](/about.md)
  - [Pricing](/pricing.md)
  - [AI automation](/payments-ai-automation.md)
- [For students & parents](/for-students-and-parents.md)
- Help & resources
  - [Training](/training.md)
  - [Blog](/blog.md)
  - [Events](/events.md)
  - [Zapier integration](/zapier.md)
  - [Claude & ChatGPT](/mcp.md) — Claude & ChatGPT integration
- [Contact](/contact-us.md)
- [Login](https://portal.nexpay.com.au/login)

# Managing your team - NexPay

## At a glance

- **Intended for:** Managers
- **Reading time:** 6 minutes
- **Last updated:** 1st June 2026

**TL;DR:** Managers manage the team from Settings → Users — invite a colleague by email, then toggle their permissions (Manager, Company Payment, Company Payment Only, Split/Batch). Unlinking removes someone's access (re-linking needs NexPay support). Separately, the Employees list holds team members you pay through payroll. Pending means someone hasn't finished signing up; Legacy means they need to log in to the new portal.

{/* Body content for managing your team */}

## Bringing your team into NexPay

If you run an agency or a school finance team, you're rarely the only person who needs NexPay. As a manager, you can invite colleagues, decide what each of them can do, and — separately — keep a list of employees you pay through payroll. This article covers both, and it's aimed squarely at managers, since these are manager-only tools.

> **For managers:** Setting permissions thoughtfully is worth a few minutes. Give people exactly what their job needs — no more — and your organisation stays both productive and tidy.

## Inviting a colleague

Team access is managed in **Settings → Users**. To add someone, choose **Invite user** and enter their **email**, **first name**, and **last name**. They'll receive an email invitation and set up their own login from the link — you don't create a password for them.

Until they complete sign-up, they appear with a **Pending** badge, which simply means they haven't set a password or verified their email yet. Once they finish, the badge clears and they're a full member.

> **Quick tip:** If a colleague says they never got the invite, check the email address on their Pending entry first — a typo there is the usual culprit. You can re-send or correct as needed.

## Setting what each person can do

The Users tab lists everyone linked to your organisation, and lets you toggle individual permissions. Each toggle has a plain description of what it grants:

- **Manager** — can manage the team and organisation settings. Grant this sparingly, to people who should administer the account.
- **Company Payment** — can create company payments.
- **Company Payment Only** — restricts the person to company payments only (no individual payments).
- **Split/Batch** — can split or batch payments (for example, the kind used in splits and payroll).

Toggling is immediate, and each toggle tells you the current state ("Currently a manager. Click to revoke." / "Not a manager. Click to grant."), so you always know what you're changing.

> **Important:** "Manager" is the powerful one — it lets a person manage your team and settings, including other people's permissions. Grant it only to those who genuinely need to administer the account, and review it occasionally. The other toggles are narrower and lower-risk.

## Pending and Legacy badges

Two badges are worth recognising:

- **Pending** — the person hasn't finished signing up. They need to set a password or verify their email.
- **Legacy** — the person was created in the old Portal. To update their account and unlock newer security features, they need to log in to the **new** portal using the **same password** they had. Once they do, their account is brought current.

If you see Legacy users, a gentle nudge to log in to the new portal is all that's needed to modernise their accounts.

## Removing someone

When a colleague leaves or no longer needs access, use **Unlink** on their entry. This removes them from your organisation while leaving their personal account intact.

One thing to be deliberate about: unlinking **can't be undone by you**. If you later need to re-link that person, it requires contacting NexPay support. So unlink when you mean it, rather than as a quick toggle you expect to reverse.

> **Worth knowing:** Unlinking preserves the person's own account — you're removing their access to *your* organisation, not deleting them. But because you can't re-link them yourself, it's worth a moment's certainty before confirming.

## Employees and payroll

Separately from Users, NexPay has an **Employees** list (under the "Others" menu). This is for team members you **pay through payroll** — a different purpose from access. You add employees here, and when you run payroll, you select from this list and each employee gets their own quote.

Keep the two ideas distinct: **Users** are people who log in to work in NexPay; **Employees** are people you pay. Someone could be one, the other, or both. For running a payroll payment, see [choosing the right payment scenario](/training/payments/choosing-a-payment-scenario.md).

## Your next step

- **Setting up the organisation too?** See [profile and organisation settings](/training/team-and-account/profile-and-organisation-settings.md).
- **Connecting NexPay to other systems?** Read [API keys and integrations](/training/team-and-account/api-keys-and-integrations.md).
- **Need to run payroll?** See [choosing the right payment scenario](/training/payments/choosing-a-payment-scenario.md).
- **Unsure who can see what?** Read [roles and what you can see](/training/getting-started/roles-and-what-you-can-see.md).

## Checkpoint

After reading this, you should be able to:

- Invite a colleague from Settings → Users and recognise the Pending state
- Set a team member's permissions — Manager, Company Payment, Company Payment Only, Split/Batch
- Explain what the Legacy badge means and how a user clears it
- Unlink a user, knowing re-linking requires NexPay support
- Tell the difference between Users (access) and Employees (payroll)

## Frequently asked questions

### How do I invite a colleague?

In Settings, open the Users tab and choose Invite user. Enter their email, first name, and last name. They'll get an email invitation and set up their own login from the link. Until they finish, they show as Pending.

### What permissions can I give a team member?

From the Users tab you can toggle whether someone is a Manager (can manage the team and settings), can create Company payments, is restricted to Company payments only, and can split or batch payments. Each toggle has a clear on/off description so you know what you're granting.

### What does Pending mean next to a user?

It means they've been invited or created but haven't finished signing up — they still need to set a password or verify their email. Once they complete that, the Pending badge clears.

### One of my users is marked Legacy. What do I do?

A Legacy user was created in the old Portal. To update their account and unlock newer security features, they need to log in to the new portal using the same password. Once they do, their account is brought up to date.

### How do I remove someone's access?

Use Unlink on the user. This removes them from your organisation while preserving their personal account. Be careful — this can't be undone by you, and re-linking the user later requires contacting NexPay support.

### If I make someone a Manager, can they change my permissions or remove me?

A Manager can manage the team, including other people's permissions — and the system stops you only from changing your own manager status or unlinking yourself, not from one manager acting on another. So treat Manager as a high-trust role and grant it only to people who should administer the account. If you were ever removed in error, re-linking requires contacting NexPay support. A good practice is to keep the number of managers small and review the list periodically.

### What happens to payments a person created if I unlink them?

Unlinking removes that person's access to your organisation straight away. Your organisation's payments aren't tied to one individual's continued access — your team works from a shared, organisation-wide view, so other managers still see everything. If you're unlinking someone who has payments in progress and want to be sure nothing is interrupted, note it and check with your NexPay contact before you unlink.

### Is there a record of who approved a beneficiary?

Beneficiary requests keep a visible history of rejections, with reasons and dates. A full approval log — who approved and exactly when — isn't surfaced in the dashboard today, so if you need an approval record for an audit, contact your NexPay team for it.

### What's the difference between Users and Employees?

Users are people with access to your NexPay organisation — your team logging in to work. Employees are team members you pay through payroll. They serve different purposes — one is about access, the other about paying salaries.

## More on NexPay

**Platform**

- [For students & parents](/for-students-and-parents.md)
- [For ed. agents](/for-education-agents.md)
- [For universities](/for-universities.md)
- [For schools](/for-schools.md)
- [For accommodation](/for-accommodation.md)
- [AI automation](/payments-ai-automation.md)
- [Pricing](/pricing.md)

**Help & resources**

- [Training](/training.md)
- [Contact](/contact-us.md)
- [Developers](/api.md)
- [Zapier integration](/zapier.md)
- [Claude & ChatGPT](/mcp.md) — Claude & ChatGPT integration

**Company**

- [About](/about.md) — About NexPay
- [Jobs](/about.md#jobs)
- [Blog](/blog.md)
- [Media](/media.md)
- [Events](/events.md)

**Trust & locations**

- [Trust & Regulatory](/trust.md)
- [Our offices](/locations.md)

**Legal**

- [Terms and Conditions](/terms-and-conditions/)
- [Privacy policy](/privacy-policy/)
- [Cookie Policy](/cookie-policy/)
- [Complaints Policy](/complaints-policy/)
- [Financial Services Guide](/financial-services-guide/)
- [Product Disclosure Statement](/product-disclosure-statement/)
- [AML Policy](/aml-policy/)
- [Target Market Determination](/target-market-determination/)
- [Group Regulatory Disclosure](/group-regulatory-disclosure/)
- [Fees & FX Schedule](/fees-and-fx/)
- [Developer & API Terms](/developer-terms/)

## NexPay

NexPay Pty Ltd (ABN 56 153 910 984) holds Australian Financial Services Licence No. 560782 and is authorised to provide non-cash payment services to retail and wholesale clients in Australia.

- **Address:** Level 12, 64 York St, Sydney NSW 2000, Australia
- **Support:** [support@nexpay.com.au](mailto:support@nexpay.com.au)
- **Status:** [https://nexpay1.statuspage.io/](https://nexpay1.statuspage.io/)

**Follow NexPay**

- [LinkedIn](https://au.linkedin.com/company/nexpay)
- [Instagram](https://www.instagram.com/nexpayau/)
- [Facebook](https://www.facebook.com/NexPayAU)

© NexPay Pty Ltd