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Who is this article for?
🗣️ All researchers (both admins and users)
⭐ Available with User Interviews subscription plans
If you’re tired of invoicing and looking to streamline the billing process for your entire team, using a prepaid balance is a great option.
A prepaid balance is a sum you pay in advance and is used to cover project charges such as participant incentives or researcher cancellation fees. It allows you to easily allocate budget toward user research without having to hold credit card information on your account.
In User Interviews, prepaid balances are set up on a company level for teams that have a Recruit or Research Hub subscription. The balance owner can manage users and access to this balance, and any colleague who has access permissions to the prepaid balance will be able to use it at no limitation.
In this article, you’ll learn:
- How to view your prepaid balance
- How to add or revoke access to your prepaid balance
- Answers to other common questions about using a prepaid balance
How to view your prepaid balance
When using a prepaid balance with User Interviews, you can review an accessible ledger dashboard at any time to see your credits and deductions.
👀 How to view your prepaid balance dashboard
1. Click on your name in the left navigation bar and then click “Account Settings.”
2. Navigate to the “Prepaid balances” tab.
3. From here, you’ll be able to see all credits, debits, pending charges, and who has permission to use the balance.
How to update access permissions to your balance
💰Update access permissions to your prepaid balance
1. Click on your name in the left navigation bar and then click “Account Settings.”
2. Navigate to the “Prepaid balances” tab.
3. To automatically share access to the prepaid balance with all team members, select the "Share with team" option.
4. To remove access for a user, click "Remove" next to their name.
5. To add access for a user, click the "Share Access" button and enter their email address to send them an invitation.
Only the prepaid balance owner will be able to make changes to the team's balance permissions. To automatically share access to the prepaid balance with all team members, the balance owner can select the "Share with team" option.
If your team has multiple balances with different user permissions, the prepaid balance owner can grant access to each team member individually.
- To remove access for a user, click "Remove" next to their name.
- To add access for a user, click the "Share Access" button and enter their email address to send them an invitation.
- The user will then have access to the balance from their Account Settings page. Note: If the user does not have a UI account, they will receive an email invite that they need to accept before accessing the balance.
FAQ
Can multiple people at the same company launch separate prepaid accounts?
Yes! A company can have multiple prepaid balances and control over who else is authorized to use the balance.
How do I create a prepaid balance?
Please email Customer Success with the amount you would like to prepay and the name of the person who will serve as an admin over this balance (i.e., the individual who will determine which members of the team can use the balance).
Please note: prepaid balances are available to subscription teams only and are not supported for Pay As You Go projects.
How can I share access to a prepaid balance with my entire team?
If you are the owner of the prepaid balance, you can select the "Share with team" option to automatically share the balance with all team members.
Can an individual have access to more than one balance?
Yes! One individual can be the owner of multiple balances. A researcher can also have access to more than once balance, if needed. When access to multiple balances is granted, the user will see a drop-down to select which balance they want to manage or use.
What is the minimum amount required?
Teams can create a prepaid balance in the amount of $2,500 USD or higher.
How can we add credits to our prepaid balance?
We accept checks, wire transfers, and ACH for balance increases. Email us so that we can provide you with instructions.
Does the balance expire?
No, prepaid balances do not expire and are not tied to subscription renewal dates.
