User Guide

Adding a new User

July 2020
 Adding a new User

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Contents
Adding a new user .......................................................................................................................... 1

Step 1: Enter new user’s details ..................................................................................................... 1

Step 2: Review and confirm ............................................................................................................ 4

Granting user permissions ...................................................................................................................................... 5

Log on scenarios .......................................................................................................................... 10

Security device...................................................................................................................................................... 10
Mobile Device ....................................................................................................................................................... 12

Approving a new user................................................................................................................... 13

Approving New User Creation ...................................................................................................... 13

Approving New User permissions ................................................................................................ 15

Appendix 1: Updated list of HSBCnet service categories and sub-services ............................ 17

Appendix 2: List of User Statuses ............................................................................................... 20

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Adding a new user

As a System Administrator, use the Simplified New User Creation procedure to partially register new End Users or
System Administrators first, thereafter allowing them to complete the rest of the registration and activate their
HSBCnet access.

To register a new User with this Simplified New User Creation, complete the following steps:

1. Log on to HSBCnet and access the User Management service under the User and Account Management
tab.

2. Select the Create new user link to proceed.

Create New User link

3. Authenticate yourself using your Security Device.by following the on-screen instructions.

4. The Create New User page appears. To speed up the registration process, you are only required to
complete the mandatory fields marked with an asterisk (*). The new user will be asked to confirm the
information you’ve entered and supply additional information.

Step 1: Enter new user’s details

5. Step 1. Enter new user’s details: Complete the mandatory fields in each of the following sections in this
step:

• Personal details

• Contact details

• User details, and

• Log on (method)

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Personal details

Contact details

User details

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Log on section - example

Refer to the section on Logon scenarios in this guide for detailed information about completing this section.

New User Details Tab - Fields

Field Name Description

Personal details

Title, Full legal first

name, Full legal
Title, full first, middle and last names.
middle name, Full
legal last name

Contact details

Email address at work. When confirming the e-mail in the next field you are not allowed to copy and
E-mail address at
paste the e-mail. You must type it in. Activation code and the Temporary Username are sent to this
work
address.

Mobile phone Country/territory code and phone number. Note: in certain markets like Hong Kong, providing a mobile
number number is mandatory to issue access codes to the user.

Work telephone
Country/territory code and phone number at work
number

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Field Name Description

User details

Customer ID This field is auto-populated

System Administrators have administration rights.

These users are able to set up and maintain the access rights of other users. Considerable care should
therefore be employed in assigning System Administrator status to a user.
User Type
End users do not have administration rights.
These users are not permitted to set up or maintain the access rights of other users. Most users will
normally be in this category.

Auto entitlements will grant the user access to all accounts and services for HSBCnet. When a user is
granted auto entitlements, you will lose the ability to grant or remove individual account or service
Auto-entitle user
access. You will be able to turn on or off auto entitlements anytime by selecting Yes or No from the
drop-down options.

The temporary username is auto-generated by the system and pre-populated in this field. The new user
Temporary Username is still allowed to change the temporary username if they desire to do so during the initial log on. Note:
For customers with Mexico profile, changing the temporary username is mandatory.

Company name Enter the name of the company this user is an employee of.

The chosen language in which all HSBCnet pages will appear. At present, you can choose one of 21
Preferred language
available languages from the drop-down list.

Log on

Security Device: Allows users to log on with a one-time password generated on their Security Device.

Full access Mobile Device: Allows users to set up their mobile devices and log on using a security device code
generated on their mobile device. You must also choose the Security Device option to use your mobile
device.

6. When finished, choose Review to proceed to the next step.

Step 2: Review and confirm

7. Step 2. Review and confirm. In this step you are able to review the information entered in the previous
step.

• Choose Confirm and edit permissions (this option is available if your role/access level allows you to edit
user permissions). You can select the appropriate permissions to HSBCnet service you wish to grant this
user. This step is optional at this point.

• Choose Confirm (if you see this option, you do not have the access level to edit user permissions).
Proceed to complete the new user creation process. User permissions must be edited by another System
Administrator with suitable access level to do so.

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Step 2. Review and confirm

Granting user permissions

Granting permissions to HSBCnet services: If you choose to proceed with granting permissions, you can:

• Copy and modify permissions from an existing user, or

• Grant customised permissions for each service/feature

Note: Refer to the Appendix 1 for the latest list of HSBCnet Service Categories and sub-services as some labels/titles
have changed.

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Permissions details (ACH Credit example) – Features

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Copy and modify permissions from an existing user

To copy and modify permissions from an existing user, complete the following steps:

a. On the Permissions page, Choose Copy permissions from an existing user link to display a list of existing users
from whom you can copy permissions.

b. Select a user from the list. You can either copy from pending permissions or from approved permissions.
Choose an option to proceed.

Copy permissions from existing user

c. A message follows asking you to Confirm the copying of services from the selected user to the new user.

Confirmation message

d. The Permissions page displays an orange icon next to the services that were just changed/granted. Select Save
to save your changes.

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Save the permissions just changed/granted

e. A summary of the changed/granted permissions requires you to review and confirm the changes. Choose
Confirm to proceed.

Review and confirm changes

f. An acknowledgement confirms that ‘You’ve successfully updated the user’s permissions’.

Granting custom user permissions

You can choose to grant custom user permissions to each HSBCnet service instead of copying it from an existing
user. Complete the following steps to do so (Priority payments example listed below):

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a. The Permissions tab displays a list of existing services that your company has subscribed to in the left pane.
Since this is the first time you are granting permissions to this user, there are no details of existing permissions.

b. You are required to re-authenticate yourself using your security device. Complete the on-screen instructions and
then choose Continue.

c. Select a service under any category in the left pane. Next, make your desired modifications in the right pane.
Proceed by selecting the next service in the left pane that you wish to modify.

Note: If the User’s role requires them to authorise transactions, ensure that you assign a signature group to the
user. To do this, choose Authorising transactions from the list of services and assign or change the signature
group by making a selection from the drop-down menus.

Granting permissions to a new user

d. When finished, choose Submit for authorisation. (Alternatively, choose Save as incomplete to complete the
instruction later).

e. A confirmation message appears summarising the services you have edited. Choose Confirm to proceed.

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Confirmation page

f. If your company follows Sole Administrative Control, an email is sent to the New User containing the temporary
username and instructions to log on.
- If your company follows Dual Administrative Control, the status of this instruction is User Creation – Pending
approval. Another System Administrator with approve rights must log on and first authorise the User creation
followed by authorising the permissions just granted. Refer to the section on Approving a new user for details
authorisation procedure.

Note: For detailed information about the different user statuses and the required action from System
Administrators, please refer to Appendix 2: List of User Statuses.

Log on scenarios
When completing the Log on section during the new user creation process, you have the options to choose:

• Only Security Device, or

• Security Device and Mobile authentication

Note: Depending on your company’s profile setup, you may see only one or both options available to choose from.

Security device
This option allows users to log on with a one-time password generated on their Security Device. If you chose this
option, you are presented with two additional options:

• Link later: The new user can link their Security Device when they first log on. In case you do not have any
free, unallocated devices available, the system will prompt you to order additional devices in this step.

• Link now: You can link the Security Device now so it’s ready for the new user to use. Select an unassigned
Security Device from your inventory and enter the serial number on the back of the device in the field. Give
the assigned Security Device you just linked to the new user to help them log on and activate their security
device.

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Security Device – Link now option

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Mobile Device
This option allows users to set up their mobile device and log on using a security code generated on their mobile
device. If you wish, you can also select the Security Device option when choosing Mobile Device.

Log on with Mobile Device

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Approving a new user

Assuming your company follows Dual Administrative Control, both, the new user creation and user permissions
must both be authorised separately and in that order.

Note: You cannot authorise user modifications that you initiated or created. Another System Administrator with
suitable permissions to authorise must authorise this modification.

Approving New User Creation

1. Access the User management link under User and account management tab. Locate and select the User
from the list. Their status is User Creation - Pending approval. Choose the User creation link to proceed.

Select User creation-pending approval link

Note: You can also locate and choose the user from the Task menu>Authorise>User.

Tasks Menu – Authorisation pending approval

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2. You are required to re-authenticate yourself using your security device. Complete the on-screen instructions
and then choose Continue.

3. On the next page, review the details of the permission changes and choose Approve to authorise the
changes.

Approve changes

4. An acknowledgement confirms your action. The creator is notified by email.

Acknowledgement

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Approving New User permissions

Once you, or another System administrator, have authorised the User creation – pending approval status of the
new user, proceed to authorise their Access control – pending approval status.

1. Access the User management link under User and account management tab. Locate and select the User
from the list. Their status is Access control - Pending approval. Choose the Access control link to
proceed.

Select Access control - pending approval link

Note: You can also locate and choose the user from the Task menu>Authorise>User.

Tasks Menu – Authorisation pending approval

2. You are required to re-authenticate yourself using your security device. Complete the on-screen instructions
and then choose Continue.

3. On the next page, review the details of the permission changes and choose Approve to authorise the
changes.

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Approve changes

4. An acknowledgement confirms your action. The new User can now log on to HSBCnet using their new
Security Device and access the HSBCnet services.

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Appendix 1: Updated list of HSBCnet service categories

and sub-services

Main Category Services under categories Services under categories

Global liquidity administration Account information

Global liquidity funds HSBC Mexico investment funds

Global liquidity solutions Image retrieval

Accounts and liquidity
HSBC liquidity investment solutions Saved images

Interest rates-time deposits Term deposit

Liquidity Management Portal

WeChat Mexico CEi

Additional banking
DigiCheck Russian Internet Banking
services
Message centre - DigiCheck service Third party provider authorisation

FX and global markets View exchange contract outstanding

Account management Customer alerts

HSBC Mexico centralized operational

Administrative user entitlements (AUE)
account
Online banking
configuration Alias management My Indian certificate centre

Authorising transactions Virtual account management

Company management World times

Message centre - APRA

ACH - Credit
FinClaimsScheme

ACH Credit Transfer Message centre - cheque enquiry

ACH - Debit Message centre - cheque issue service

ACH Debit Transfer Message centre - cheque void service

ACH self service Message centre - investigate transaction

Bank to bank transfer Message centre - other request types

Bill Payment Message centre - payment amendment

Message centre - payment

Cheque management
cancellation/recall

Cheque outsourcing North America Message centre - payroll services

Payments
Cheque outsourcing Online tax filing service

Continuous linked settlement Payment account signature group

Customer transfer Priority Payment Zengin

Designated beneficiary Priority Payment

Direct Debit Restricted template - payments

Securities and investments (previously

EFT ID segregation - ACH payment
known as ‘Titres et Placements’)

EFT ID segregation - file upload Self service payment query

Electronic Reply on Corporate Account

SEPA Direct Debit
Reconciliation

Eurozone payment Social Security payment

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Main Category Services under categories Services under categories

Exception management - cheque positive

Standing order
pay

Global direct Stop cheque

Global disbursements Straight - through processing

Global disbursements - beneficiary Tax payment

Historical enquiries Transfer

US Tax Payments

Prime services - settlements and

Prime services - asset servicing
Prime services positions

Prime services - report centre

Canada wholesale lockbox Remote deposit capture - Canada

Collections management Remote deposit capture-UK

Digital Accounts Receivables Tool (DART) Remote deposit capture - US

Receivables
e-Cheque deposit US national retail lockbox

Exception management - retail lockbox US national wholesale lockbox

Receivables management

Administration reports File upload

Activity log Report writer

Reports and files
Account services activity log Reports and files download

Automated file delivery Statement preference

Broker outsourcing securities services Securities instruction - receipt vs

(BOSS) payment

Securities instruction - settlement

Client collateral initiatives
account

Client report writer Securities instruction - stock loan

Customer reporting Securities instruction - stock loan return

ETF portal Securities reporting

Trade capture - direct customer - delivery

Fund services corporate actions
free of payment

Trade capture - direct customer - delivery

Market information
vs payment

Trade capture - direct customer - receipt

Market information product
Securities services free of payment

Trade capture - direct customer - receipt

Report administration tool
vs payment

Trade capture - direct customer -

Report repository
settlement account

Trade capture - GC - delivery free of

Alternative custody enquiry
payment

Corporate trust and loan agency - bond

Trade capture - GC - delivery vs payment
admin reporting

Trade capture - GC - receipt free of

Fund services - corporate event
payment

Fund services - fund enquiry Trade capture - GC - receipt vs payment

Fund services - fund performance Trade capture - treasury - cash receipt

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Main Category Services under categories Services under categories

Fund services - investor enquiry Trade capture - treasury - cash transfer

Fund services - investor instruction Trade capture - treasury - deposit request

Trade capture - treasury - deposit

Fund services - MPF instruction
settlement

Report centre Trade capture - treasury - file upload

Securities - asset servicing Trade capture - treasury - FX request

Securities - portfolio query Trade capture - treasury - FX settlement

Securities corporate event - decision Trade capture for accounting and

entry valuation (file upload)

Securities instruction - delivery free of Transaction capture for direct custody

payment (file upload)

Securities instruction - delivery vs Transaction capture for global custody

payment (file upload)

Securities instruction - receipt free of

payment

DigiTrade Post-shipment finance

Document image retrieval - exports Pre-shipment finance

Document image retrieval - guarantee Receivables finance

Standby DC application, cancellation and

Document image retrieval - imports
claim

Document image retrieval - standby DC Standby DC templates and lists

Documentary credits and bill instructions Supplier invoice finance scheme

Export DC confirmation Supply chain

Export DC transfers Supply chain - open account buyer

Guarantee application, cancellation and

Supply chain - open account supplier
claim
Trade solutions
Guarantee templates and lists Supply chain solutions

Hang Seng China electronic commercial

Trade advices - export
draft

HSBC China electronic commercial draft Trade advices - import

Import accounts - trade instructions

Trade and guarantees (France only)
summary

Import bulk payment solution Trade facilities

Import finance Trade instruction summary

Invoice information solution Trade templates and lists

Payables financing - beneficiary Supply Chain Finance - HSCF Buyer

Payables financing - payor Supply Chain Finance - HSCF Supplier

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Appendix 2: List of User Statuses

List of User Authorisation Summary pending actions – For New User Setup

STATUS/
CONTROL PENDING DESCRIPTION ACTION REQUIRED
ACTION

User setup

Sole Administrative User Setup New User has registered and the System Administrator must select this pending
Control – Awaiting registration is awaiting entitlement and action, entitle the User and approve the setup.
approval.

Dual Administrative User Setup New User has registered and the System Administrator must select this pending
Control – Awaiting registration is awaiting entitlement and action, entitle the User and approve the setup.
approval.

User Setup New User has registered, been entitled Second System Administrator must select this
– Pending and approved by the first System pending action and approve the setup.
Approval Administrator and is awaiting final
If the System Administrator exits the page
approval by second System Administrator. without completing the approval, the pending
action status will remain unchanged.

Dual (with preparer User Setup New User has registered and the Preparer must select this pending action,
role) Administrative – Awaiting registration is awaiting entitlement and entitle the User and submit the setup for
Control approval. approval by first of two System Administrators.
Alternatively, first of two System Administrators
can entitle and approve the setup.

User Setup New User has registered; another User First of two System Administrators must select
– Pending with Preparer role has entitled the User this pending action and approve the setup. If
Review and is awaiting review and approval by the System Administrator exits the page
the first of two System Administrators. without completing the approval, the pending
action status will remain unchanged.

User Setup • New User has registered, been entitled Second of two System Administrators must
– Pending by another User with Preparer role, select this pending action and approve the
Approval has been reviewed and approved by setup.
the first System Administrator and is If the System Administrator exits the page
awaiting final approval by second without completing the approval, the pending
System Administrator, OR action status will remain unchanged.
• New User has registered, has been
entitled and approved by first of two
System Administrators and is awaiting
approval by second administrator

Common action for User Setup If during the approval process, any of the The initiating System Administrator can recover
all types of – steps fail to process (lost the incomplete transaction by selecting this
Administrative Incomplete connection/timed out), the entire pending status and completing the process.
Control Approve action is temporarily set to ‘Incomplete
Approve’.

User Setup If during the rejection process, any of the The initiating System Administrator can recover
– steps fail to process (lost the incomplete transaction by selecting this
Incomplete connection/timed out), the entire pending status and completing the process.
Reject action is temporarily set to ‘Incomplete
Reject’.

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STATUS/
CONTROL PENDING DESCRIPTION ACTION REQUIRED
ACTION

• Dual User Setup • New User has registered, been entitled • The first System Administrator must
– Pending and approved by the first System
Administrative select this pending action, repair the
Repair Administrator and is sent to repair at
Control setup and resubmit it for final approval,
the setup stage by the final approving
System Administrator. OR OR
• Dual (with
preparer role) • New User has registered, another User • The User with Preparer role must select
Administrative with Preparer role has entitled the User this pending action, repair the setup and
Control and is sent to repair by first of two resubmit it for approval by the first
System Administrators at the first administrator, OR
approval stage
• New User has registered, another User • The first System Administrator must
with Preparer role, has entitled the select this pending action, repair the
User and is approved by first of two setup and resubmit it for final approval.
System Administrators but sent to
repair by the second System
Administrator at the final approval
stage

User Setup New User has registered, been entitled The initiating System Administrator can recover
– and approved by the first System the incomplete transaction by selecting this
Incomplete Administrator and is being sent to repair at status and completing the process.
Send to the setup stage by the final approving
Repair System Administrator but the transaction
(during the repair stage) is left incomplete
(lost connection/timed out).

List of User Authorisation Summary pending actions – For managing existing users

STATUS/
CONTROL PENDING DESCRIPTION ACTION REQUIRED
ACTION

Security Information Reset

Sole Security User has submitted new security System Administrator must select this pending
Administrative Information information and is awaiting approval by action and approve the new security information
Control Reset – System Administrator
Awaiting

Dual Security User has submitted new security System Administrator must select this pending
Administrative Information information and is awaiting approval by action and approve the new security information
Control Reset – System Administrator
Awaiting

Security User has submitted new security Second System Administrator must select this
Information information, submission has been pending action and approve the new security
Reset – approved by first of two System information
Pending Administrators and is awaiting approval by
Approval second System Administrator

Access Control (entitlement changes)

Sole Access A System Administrator has initiated User A System Administrator must select this link to
Administrative Control – Entitlement changes that are yet to be complete the entitlement changes
Control Incomplete completed
Entitlements

Dual Access A System Administrator has initiated User A System Administrator must select this link to
Administrative Control – Entitlement changes and saved them as complete the entitlement changes
Control Incomplete incomplete
Entitlements

Access A System Administrator has sent the A System Administrator must select this link to
Control – User’s entitlement changes to be repaired repair the User entitlement changes
Pending
Repair

Access System Administrator has changed the Second System Administrator must select this
Control – entitlements for an existing User and is pending action and approve the entitlement
Pending awaiting approval by second System changes
Approval Administrator

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STATUS/
CONTROL PENDING DESCRIPTION ACTION REQUIRED
ACTION

Access If during the approval process, any of the The initiating System Administrator can recover
Control – steps fail to process (lost connection/timed the incomplete transaction by selecting this
Incomplete out), the entire pending action is status and completing the process
Approve temporarily set to ‘Incomplete Approve’

Dual (with Access A System Administrator with Preparer role A System Administrator must select this link to
preparer role) Control – has initiated User Entitlement changes complete the entitlement changes
Administrative Incomplete that are yet to be completed
Control Entitlements

Access User with Preparer role has changed the First of two System Administrators must select
Control – entitlements of an existing User and this pending action and approve the changes
Pending submitted the changes for first of two
Review approvals by a System Administrator

Access User with Preparer role has changed the Second of two System Administrators must
Control – entitlements of an existing User, changes select this pending action and approve the
Pending are approved by the first of two System changes
Approval Administrators and is awaiting approval by
the second administrator

Access If during the approval process, any of the The initiating System Administrator can recover
Control – steps fail to process (lost connection/timed the incomplete transaction by selecting this
Incomplete out), the entire pending action is status and completing the process.
Approve temporarily set to ‘Incomplete Approve’

User Reactivation

Dual User A System Administrator has reactivated Second of two System Administrators must
Administrative Reactivation – an existing User and is awaiting approval select this pending action and approve the
Control Pending by a second administrator reactivation
Approval

User If during the approval process, any of the The initiating System Administrator can recover
Reactivation – steps fail to process (lost connection/timed the incomplete transaction by selecting this
Incomplete out), the entire pending action is status and completing the process.
Approve temporarily set to ‘Incomplete Approve’

User Delete

Dual User Delete – A System Administrator has deleted an Second of two System Administrators must
Administrative Pending existing User and is awaiting approval by select this pending action and approve the User
Control Approval a second administrator deletion

User Delete – If during the approval process, any of the The initiating System Administrator can recover
Incomplete steps fail to process (lost connection/timed the incomplete transaction by selecting this
Approve out), the entire pending action is status and completing the process.
temporarily set to ‘Incomplete Approve’

Modify Multi-User Access Level by Account

Dual Multi-User A System Administrator has made multi- Second of two System Administrators must
Administrative Access user service entitlement changes for an select this pending action and approve the
Control Control – account and is awaiting approval by a entitlement changes
Pending second administrator
Approval

Dual (with Multi-User User with Preparer role has made multi- First of two System Administrators must select
Preparer role) Access user service entitlement changes for an this pending action and approve the changes
Administrative Control – account and submitted the changes for
Control Pending first of two approvals by a System
Review Administrator

Multi-User User with Preparer role has made multi- Second of two System Administrators must
Access user service entitlement changes for an select this pending action and approve the
Control – account, changes are approved by the entitlement changes
Pending first of two System Administrators and is
Approval awaiting approval by the second
administrator

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STATUS/
CONTROL PENDING DESCRIPTION ACTION REQUIRED
ACTION

Multi-User If during the approval process, the The initiating System Administrator can recover
Access transaction fails to process (lost the incomplete transaction by selecting this
Control – connection/timed out), the entire pending status and completing the approval process.
Incomplete action is temporarily set to ‘Incomplete
Approval Approve’ (Note: Approval for some
individual entitlement changes in the
transaction may have been processed)

Modify User (profile changes)

Modify User – A System Administrator has modified the Second of two System Administrators must
Pending profile of an existing User and is awaiting select this pending action and approve the
Dual Approval approval by a second administrator profile changes
Administrative Modify User – If during the approval process, any of the The initiating System Administrator can recover
Control Incomplete steps fail to process (lost connection/timed the incomplete transaction by selecting this
Approve out), the entire pending action is status and completing the process
temporarily set to ‘Incomplete Approve’

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