Growing team, same control: refund permissions, a refund PIN and locked keys
As more people answer customers, refunds and connection keys need a lock. Decide who can refund, ask for a PIN on every refund, and keep your store and channel keys out of reach.
The first person you hire to answer customers changes what “access” means. They need to see orders and reply quickly. They probably don’t need to send money back, or see the key that connects your store.
Colvy now draws those lines for you.
Who can refund
Issue refunds is its own permission, under Orders in each team member’s settings. Owners and admins always have it. Everyone else has it only if you switch it on for them, and switching on the rest of the Orders tools doesn’t include it.
It covers every way money goes back: refunding an order, a refund or store credit on a dead-on-arrival claim, and refunding a payment link. Colvy checks it on our servers for each refund, so it doesn’t depend on a button being hidden in the app.
A PIN for every refund
For an extra lock, the owner can turn on a refund PIN under Business settings → Payments → Refund security. From then on, every refund asks for it, on the web and in the Colvy app.
- Five wrong tries lock refunds for 15 minutes.
- Changing or removing the PIN needs the current one. If it’s forgotten, Colvy support can clear it.
- Turning it on or off and every wrong try go to the activity log.
No double refunds
A second identical refund for the same order within two minutes is refused. It’s a small thing that saves an awkward phone call to your payment provider after a double tap on a slow connection.
Keys stay with the owner
The keys that connect Colvy to your store, your phone numbers, Facebook and Instagram, your email and your Google Business Profile used to be readable by anyone signed in to the workspace. Now team members can’t read or change them. Colvy’s servers use them on your behalf, and the settings pages only show whether each one is connected.
What to do now
- Check who has Issue refunds in your team settings.
- Turn on the refund PIN if more than a couple of people handle orders.
- Tell the team, so the first PIN prompt doesn’t come as a surprise.
Key takeaways
- “Issue refunds” is its own permission: owners and admins always have it, everyone else only if you give it to them.
- Turn on a refund PIN and every refund needs it, on the web and in the app.
- Five wrong tries lock refunds for 15 minutes, and every change is in the activity log.
- The same refund twice within two minutes is refused.
- Store, channel and payment keys can’t be read or changed by team members.
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