Admin Training

Admin guide

Use this guide for merchant review, transaction support, and day-to-day admin operations.

Core admin duties

Review new merchant onboarding requestsDaily
Watch platform volume and transaction failuresDaily
Check pending and failed notificationsDaily
Investigate suspicious payment or merchant patternsAs needed
Create admin workers with limited permissionsControlled task

What admin staff must not do

Do not approve merchants without reviewing the business detailsNever
Do not share admin passwords or one-time temporary passwordsNever
Do not guess about failed payments without checking transaction dataNever
Do not give full all permission unless the role truly needs itRestricted

Page-by-page training

Overview
Purpose: understand total money flow, merchant count, failed activity, and recent platform events.
Use it first
Tax Returns
Purpose: generate the monthly turnover tax return from admin profit after provider costs and confirm how much tax is due for the filing month.
Month-end filing
Support
Purpose: review support threads, inspect delivery status, read inbound replies, and manually reply to merchants or staff from the internal company email.
Customer support
Merchants
Purpose: review onboarding requests, see merchant earnings, employee counts, transaction counts, and approve or reject pending businesses.
Approval work
Transactions
Purpose: filter payments by business, project, reference, date, and status to investigate customer or merchant issues.
Investigation work
Admin Team
Purpose: create admin workers with the minimum permissions needed for their job.
Access control
Configuration
Purpose: confirm current environment URLs and understand the permission model used by the admin console.
Reference only

How to handle merchant onboarding

1. Open the Merchants page and filter to pending approvalStart here
2. Review the business name, email, phone, and creation dateValidate identity
3. Approve only when the onboarding data looks complete and legitimateApprove carefully
4. Reject with a reason when the data is incomplete, suspicious, or invalidRecord reason
5. After approval, confirm the merchant moves to active statusVerify outcome

How to investigate payment issues

1. Open Transactions and filter by business, project, or payment referenceFind the payment
2. Check whether the payment is success, processing, or failedRead current state
3. Compare volume and status patterns in Overview if the issue looks wider than one merchantCheck scale
4. If many transactions fail together, escalate to platform operations immediatelyEscalate platform incidents
5. If the issue is one merchant only, continue with merchant-level reviewScope the issue

How to read money and project data

Total attempted volume
All payment attempts in the selected period, including failed and processing items.
Overview
Successful volume
Money from payments that completed successfully.
Overview
Merchant earnings
The amount currently tracked for a merchant account.
Merchants
Project name
Identifies which merchant project or product line generated a payment.
Transactions

Daily task checklist

Check Overview for failed transactions and failed notificationsMorning
Review pending merchants and clear approval queueMorning
Open Support and confirm new inbound replies are appearing from the company mailboxMorning
Investigate any merchant complaints using Transactions filtersThroughout day
Review new admin-user requests or permission changesAs needed
At month end, open Tax Returns and generate the filing month return before preparing the government submissionMonth end

Escalate immediately when

Many merchants show failed transactions in the same time windowPlatform incident
Pending notifications keep increasing or email delivery fails repeatedlyEmail or workflow issue
Support replies stop appearing in the inbox even though the mailbox is receiving mailInbound mail sync issue
Suspicious merchant onboarding or suspicious payment patterns appearRisk review
An admin account appears compromised or over-permissionedSecurity issue

Support inbox operations

Mailbox path: Cloudflare forwards [email protected] into Gmail, and n8n reads that Gmail inbox over IMAPInbound flow
Required controls: valid Gmail app password, IMAP enabled, and matching SUPPORT_INBOUND_SECRET in backend and n8nRequired
If inbound replies disappear, check the n8n workflow named VerluxinPay - Support Inbound IMAP Workflow firstFirst check

Admin worker roles you can create

Support Admin: overview + merchants + transactions Risk Admin: overview + transactions Access Admin: admin_users + config Super Admin: all

Use the Admin Team page to assign only the permissions required for the employee’s job.