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Step 1

Learn how to get your team ready before your smartcard arrives and get a feel for Bankline

On this page:

Your role Open in new window
Quick tour Open in new window
Preparation activity Open in new window
Jargon buster Open in new window

Before your smartcard and reader arrive

Your smartcard, card reader and smartcard PIN will arrive around 7 days after the ‘Step 1’ email we sent. While you’re waiting, there’s plenty to do to get ready.

This is the ideal time to talk to your team and gather the info you need. 

Your role as an administrative user

As an administrative user, you play a crucial role in how your organisation uses Bankline. 

You’ll have responsibility for: 

  • Adding accounts and setting payment controls. 
  • Creating new users and setting what they can do.
  • Supporting your users with day-to-day things like system access. 
  • Helping your team get the best from Bankline. 

Tip: No need to go it alone. You can create more administrative users to share the responsibility– especially useful for holiday cover.

Set your organisation up well and you’ll be saving time, syncing Bankline with your business processes and running your finances securely. Plus, you’ll be a Bankline pro in no time, with transferable expertise in digital finances and system management.

Here’s what you’ll need to do in that crucial first week before you log in.

Take a quick tour

To get a feel for how Bankline works, take a look at  the dashboard below and explore the key areas of Bankline.

Choose an area to learn more: 

Preparation activity

Planning session with your team

Firstly, you’ll need to discuss with your team who needs access to Bankline and what they’ll do there.  

Your task: hold a planning session to gather key info like who needs access, and agree what jobs your users will be doing in Bankline. (This will inform what ‘roles’ you give them in Bankline.) Use the workbook to note down the key points. 

 

What to cover in the planning session:

Here’s an overview of what to cover. For more details, see the sections below and use the workbook, where you’ll find specific questions to ask. 

  • Collect email and postal addresses for each person who needs access.
  • Decide which accounts you want to add to Bankline and who needs access to them. (The number of accounts added may affect your monthly fees. Read about account fees (PDF, 132 KB)).
  • Note down what kind of tasks each user will be doing (eg raising payments).
  • Note down some rough estimates for payment limits.
Information Message

A workbook to help

Use this workbook to gather the details. You can then refer back to it when you’re setting up your profile. 

Tip:

Gather the basic info that works for you. Don’t worry if you’re not sure on something, you can refine and adapt later.

When deciding who needs access, factor in cover for illness and holidays.

Download workbook

Adobe Acrobat Reader (free to download) is required to access the downloadable content below. Download Adobe Acrobat Reader.

Info to help with the planning session

To have a good planning session, you’ll need to know a bit more about how key parts of Bankline work.   

Payment limits and preferences

Bankline has various payment limits and controls to help keep your finances secure and support your security processes.  

You can update these settings anytime, but it’s a good idea to start off with some limits and controls in place.  

How to decide on limits and controls?


Ask yourself and your team these questions, and jot the answers down in your workbook. This will help you decide on your settings.  

Tip:

Look back on the last quarter’s payment activity to help find answers to the top two questions. When deciding payment limits, keep in mind that, if your profile is ever compromised by a scam or fraud, effective limits may help protect you from greater losses.

Bankline can evolve with your business. You can always change your payment limits if circumstances change. 

Accounts

  • Decide which accounts you want to add to Bankline and note the details down in the workbook. 
  • Can everyone on your profile have access to all accounts, or do you need to separate things so only certain users can access certain accounts?
  • You can also set certain accounts as confidential. That means only users with specific access will be able to view them. Note down in the workbook if there’s any you want to make confidential. 

Tips:

Remember, the number of accounts you add may affect your monthly Bankline fee. See Bankline charges.

If you need to, you can also add accounts that sit under a different legal entity to your main business account. We call these ‘third-party accounts’. 

Giving roles to your users

Roles control what users can see and do in Bankline.

We’ll come back to setting up roles when you’re logged in. But it’s handy to know how they work, to help with your conversations about what tasks your team members will do in Bankline. 

See more information on roles Open in new window

Planning session activity

Review the roles with your team. Decide whether these will work for your organisation, and who will need which role. 

Tip: It’s unlikely anyone will need access to everything. To keep things safe, make sure to set up users so they only have the role and access they need.

That's all for Step 1

We’ve now been through everything you’ll need for the planning session. 

In the coming weeks, you’ll need to spend time setting up users and accounts and helping your team with Bankline. We recommend blocking out some time in advance for this.

Best of luck with your planning session! 

If you’d like to get a feel for Bankline and a sneak preview of what’s coming up in Step 2, you can always have a read of the Bankline blog, or download our support guides.

Have a cup of tea, you've earned it!

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