Internet Banking User Maintenance

New Employee Training Member Services Training Guide Internet Banking User Maintenance

This document provides technical guidance for using the Internet Banking User Maintenance function within the FLEX system. This utility is essential for credit union staff to assist members with their internet banking access, manage user settings, and troubleshoot common issues.

1. Accessing Internet Banking User Maintenance

The Internet Banking User Maintenance screen can be accessed through two primary methods:

  • FLEX Main Menu:
    • Navigate to Internet Banking.
    • Select Maintenance.
    • Choose Internet Banking User Maintenance.
  • Transaction Entry/Inquiry (More Common):
    • Access the inquiry drop-down menu within Transaction Entry/Inquiry.
    • Select Internet Banking User Maintenance.
    • Note: When accessed via Transaction Entry/Inquiry, the Social Security Number (SSN) will automatically populate, retrieving the member’s information.

2. General Information

The General Information section provides core details about the internet banking user.

  • Social Security Number (SSN):
    • Displays the SSN of the currently selected Internet Banking user record.
    • Automatically populates if accessed from Transaction Entry/Inquiry.
  • User Name:
    • The login name members use to access Internet Banking.
    • Members can change their username after logging in.
    • For new users, the username may be the account number (based on credit union procedures).
  • First Account To Display:
    • If a member has access to multiple accounts, select the account that will appear first upon login.
  • Convert Button:
    • Converts a user from account-based access to user-based access.
    • User-Based Access: Allows members to access all accounts associated with the same SSN using a single login.
    • Account-Based Access: Requires the member to log out and log back in for each individual account.
    • Note: This option is grayed out if the record is already user-based and cannot be reverted.
  • Clear Questions Button:
    • Clears the answers to the authentication questions previously defined by the user.
    • If cleared, the user will be prompted to re-answer these questions upon their next login.

3. Password Information

This section manages user passwords and related security settings.

  • Last Changed:
    • Displays the date and time the password was last modified.
  • Allow Password to Expire:
    • If checked, the password will expire if not used after the number of days defined in the Internet Banking Control defaults.
  • Provide Expiration Warning:
    • If checked, a warning will be sent to the user when their password is about to expire.
    • The warning is sent after the number of days specified in the adjacent field.
  • Password Management:
    • Passwords can be set or reset based on credit union security settings.
    • New Members: Prompted to establish a password upon their first Internet Banking login.
    • Forgot Password (Preferred Method):
      • Members click “Forgot Password” on the Internet Banking login screen.
      • A temporary password is sent to the email address stored in the Contact Information tab.
      • If multiple emails exist, the member can select the destination email.
      • The member has 20 minutes to log in with the temporary password and will be forced to establish a new password.
  • Change Password Button:
    • Enabled only if the teller has been granted appropriate security permissions.
    • Allows a teller to manually change a user’s password.
    • Note: This method is less secure than the “Forgot Password” option available to the member directly through Internet Banking.
    • To Change Password:
      • Click Change Password.
      • Enter the new password in both the New Password and Confirm Password fields.
      • Check Require change at next login to force the user to set a new password upon their next login.
      • Password Format: A-Z, 0-9, no special characters.

4. User Information

This section controls the user’s active status within Internet Banking.

  • Active Internet Banking User:
    • If checked, the user is an active Internet Banking user.
    • To reactivate a disabled user, uncheck Disable Internet Banking User and ensure this box is checked.
  • Disable Internet Banking User:
    • If checked, the user is disabled from Internet Banking and cannot log in.
    • Common reasons for disablement include too many invalid password attempts.
    • To Reactivate:
      • Uncheck this box.
      • Check the Active Internet Banking User box.
      • It may be necessary to guide the member on how to re-establish their password (either via “Forgot Password” or by manually changing it for them).
  • Last Activated:
    • Displays the date and time the user was last activated.
  • Last Disabled:
    • Displays the date and time the user was last disabled.
  • Reason Disabled:
    • A field to enter the reason for disabling the user.

5. Internet Banking Account Settings Tab

This tab displays the functions a member is authorized to perform through Internet Banking and allows for individual account settings.

  • Panel Display:
    • Displays all accounts the user has access to.
    • Highlight a record and click Edit to modify its settings.
    • Note: Bill Pay and Remote Deposit Capture are optional modules and may not be applicable to all credit unions.

5.1. Edit Internet Banking Account Settings (General Information)

  • Allow Check Withdrawals:
    • Check this box if the member is permitted to perform check withdrawals via internet banking.
  • Allow Auto Transfer Access:
    • Check this box if the member is permitted to access automatic transfers.

5.2. Edit Internet Banking Account Settings (Bill Payer Information)

  • Active Bill Pay User:
    • Check this box if the member is an active bill pay user.
  • Bill Pay Activation Date:
    • Displays the date the member was activated for bill pay.
  • Suffix For Fee:
    • Indicates the suffix for any applicable bill payer fees.

5.3. Edit Internet Banking Account Settings (Internet Banking Deposit Information)

  • Allow Deposits:
    • Indicates if the member is allowed to make Remote Deposit Capture (RDC) deposits through internet banking.
  • Deposit Limit:
    • Indicates the daily deposit limit for mailed-in deposits.
    • Note: This field is not valid for RDC limits.

5.4. Edit Internet Banking Account Settings (Remote Deposit Capture)

These settings apply if the Remote Deposit Capture module is enabled.

  • Individual RDC Check Limit:
    • Indicates the maximum amount for a single RDC check, if different from the system default.
  • Total Outstanding RDC Limit:
    • Indicates the total outstanding RDC limit, if different from the system default.
  • Total Outstanding RDC Count:
    • Indicates the total number of outstanding RDC items, if different from the system default.
  • Monthly RDC Limit:
    • Indicates the monthly RDC deposit limit, if different from the system default.
  • Monthly RDC Count:
    • Indicates the monthly RDC deposit count, if different from the system default.
  • Daily RDC Limit:
    • Indicates the daily RDC deposit limit, if different from the system default.
  • Daily RDC Count:
    • Indicates the daily RDC deposit count, if different from the system default.

6. External Account Settings Tab

This tab manages permissions and limits for external account transfers.

  • Allow External Account Transfers:
    • Check this box if the member is permitted to perform transfers to/from external accounts.
  • Credit Limit Per Tran. 22/32:
    • Indicates the maximum credit amount per transaction when using transaction codes 22 or 32.
  • Debit Limit Per Tran. 27/37:
    • Indicates the maximum debit amount per transaction when using transaction codes 27 or 37.
  • Credit Limit Per Day 22/32:
    • Indicates the maximum daily credit amount when using transaction codes 22 or 32.
  • Debit Limit Per Day 27/37:
    • Indicates the maximum daily debit amount when using transaction codes 27 or 37.
  • Credit Limit Per Month 22/32:
    • Indicates the maximum monthly credit amount when using transaction codes 22 or 32.
  • Debit Limit Per Month 27/37:
    • Indicates the maximum monthly debit amount when using transaction codes 27 or 37.
  • Days to Hold DEBITS:
    • Specifies the number of days and the corresponding amount to hold debits. Multiple entries may be configured.

7. Contact Information Tab

This tab stores and manages all email addresses associated with the member for internet banking purposes.

  • Email Address Requirement:
    • At least one email address is required for a member to have internet banking access.
  • Password Reset Functionality:
    • If a member uses the “Forgot Password” option, the system sends a temporary password to the selected email address from this list.
  • Managing Contact Information:
    • Add: Click to create a new email record.
    • Edit: Highlight an existing record and click to modify it.
    • Delete: Highlight an existing record and click to remove it.
  • Edit Contact Information Dialog:
    • Email Display Name: Enter a descriptive name for the email address (e.g., “Home,” “Work”).
    • Email Address: Enter the complete email address.
    • SSN & Account: These fields will display the associated SSN and Account number, typically for reference.