Summary and recommendation
Maxio user management can be run manually, but complexity usually increases with role models, licensing gates, and offboarding dependencies. This guide gives the exact mechanics and where automation has the biggest impact.
Maxio (formerly Chargify, merged with SaaSOptics in 2021) is a SaaS billing and revenue management platform. User access is managed through a fixed role-based model with five predefined roles: Owner, Admin, Developer, Customer Service, and Read Only.
There is no granular permission customization within roles, and no SCIM support for automated provisioning - meaning every app in a multi-tool stack must be managed independently alongside Maxio.
Quick facts
| Admin console path | Settings → Users & Roles (within the Maxio web application) |
| Admin console URL | Official docs |
| SCIM available | No |
| SCIM tier required | Unknown |
| SSO prerequisite | No |
User types and roles
| Role | Permissions | Cannot do | Plan required | Seat cost | Watch out for |
|---|---|---|---|---|---|
| Owner | Full access to all settings, billing, users, API keys, and site configuration. Cannot be removed without transferring ownership. | Cannot be demoted by other admins; ownership transfer requires contacting Maxio support. | All plans | Only one Owner per site. Ownership transfer is a manual support process. | |
| Admin | Full access to subscriptions, customers, products, coupons, reports, and user management. Can invite and remove other users. | Cannot transfer site ownership or access billing/invoice settings reserved for Owner. | All plans | Admins can manage other Admins and lower roles but cannot modify the Owner account. | |
| Developer | Access to API keys, webhooks, and integration settings. Can view subscriptions and customers. | Cannot manage users, change billing settings, or access financial reports. | All plans | Intended for technical integrators; does not have access to revenue or subscription management actions. | |
| Customer Service | Can view and manage subscriptions, process refunds, update customer information, and apply coupons. | Cannot access site settings, API configuration, user management, or financial reports. | All plans | Scoped to day-to-day subscription operations only. | |
| Read Only | View-only access to subscriptions, customers, and reports. Cannot make any changes. | Cannot create, edit, or delete any records. Cannot access settings. | All plans | Useful for finance or audit stakeholders who need visibility without write access. |
Permission model
- Model type: role-based
- Description: Maxio uses a fixed set of predefined roles (Owner, Admin, Developer, Customer Service, Read Only). Roles are assigned per user per site. There is no granular permission customization within roles.
- Custom roles: No
- Custom roles plan: Not documented
- Granularity: Role-level only; no per-object or per-feature permission overrides available.
How to add users
- Log in to the Maxio web application as Owner or Admin.
- Navigate to Settings → Users & Roles.
- Click 'Invite User' or 'Add User'.
- Enter the invitee's email address.
- Select the appropriate role from the dropdown (Admin, Developer, Customer Service, Read Only).
- Click 'Send Invitation'.
- Invitee receives an email and must accept the invitation to activate their account.
Required fields: Email address, Role selection
Watch out for:
- Invitations expire if not accepted within a set period; a new invitation must be sent if expired.
- Users are invited per site; if your organization has multiple Maxio sites, users must be invited to each site separately.
- The Owner role cannot be assigned via the invite flow; ownership must be transferred through Maxio support.
- No bulk CSV import for users is available in the standard UI.
| Bulk option | Availability | Notes |
|---|---|---|
| CSV import | No | Not documented |
| Domain whitelisting | No | Automatic domain-based user add |
| IdP provisioning | Yes | SSO availability is documented but plan-tier requirement is not explicitly published; enterprise/Scale tier customers are most commonly referenced in SSO context. |
How to remove or deactivate users
- Can delete users: Yes
- Delete/deactivate behavior: Maxio allows admins to remove (revoke access for) users from a site. Removed users lose access immediately. The platform does not appear to offer a distinct 'deactivate' state separate from removal; removing a user revokes their login access to that site.
- Log in as Owner or Admin.
- Navigate to Settings → Users & Roles.
- Locate the user in the list.
- Click the remove or revoke option next to the user.
- Confirm the removal.
| Data impact | Behavior |
|---|---|
| Owned records | Subscriptions, customers, and transactions created by the removed user remain intact and are not deleted. |
| Shared content | Reports, coupons, and products created by the user persist and remain accessible to remaining users. |
| Integrations | API keys associated with the removed user's account may need to be reviewed and rotated separately. |
| License freed | Maxio does not charge per-seat fees in its standard published pricing; removing a user does not directly reduce a line-item cost. |
Watch out for:
- Removing a user from one Maxio site does not remove them from other sites in a multi-site setup.
- API keys are site-scoped, not user-scoped in all configurations; verify key ownership before removing a developer user.
- The Owner cannot be removed without first transferring ownership via Maxio support.
License and seat management
| Seat type | Includes | Cost |
|---|---|---|
| Staff/User seat | Access to the Maxio web application under an assigned role. No published per-seat fee. | Included in platform subscription; no per-seat pricing published. |
- Where to check usage: Settings → Users & Roles (lists all active users and their roles per site)
- How to identify unused seats: No built-in last-login or activity report is documented in official help articles. Admins must manually review the user list and cross-reference with team knowledge.
- Billing notes: Maxio pricing is revenue-based (percentage of MRR or flat monthly fee by tier), not seat-based. Adding or removing users does not directly affect the subscription cost. Grow plan starts at $599/month up to $100k MRR; Scale is custom pricing.
The cost of manual management
Because Maxio has no SCIM endpoint and no bulk import, individual invitations are required per site for every user change. Multi-site organizations face compounded overhead - a user joining or leaving must be added or removed from each Maxio site separately, with no centralized user management console.
No built-in last-login or activity audit log is documented, so identifying stale accounts requires manual review of the Users & Roles list cross-referenced against team knowledge.
What IT admins are saying
G2 reviewers flag that the admin interface, inherited from the Chargify era, feels dated and that the fixed role set falls short of enterprise expectations for partial or scoped access. Multi-site teams consistently report friction from the per-site invitation requirement.
SSO configuration (Okta, Entra ID) is noted as underdocumented, with several users reporting they needed direct support assistance to complete the integration.
Common complaints:
- Users report that multi-site organizations require separate user invitations per site, with no centralized user management across sites.
- Reviewers note the absence of granular, customizable permissions - the fixed role set is seen as limiting for teams that need partial access configurations.
- Some users mention that there is no visible last-login or user activity audit log, making it difficult to identify inactive accounts.
- G2 reviewers have noted that the admin interface inherited from the Chargify era can feel dated and that role management options are limited compared to enterprise expectations.
- Users have flagged that SSO configuration documentation is sparse and that getting Okta or Entra integration working requires support assistance.
The decision
Maxio's permission model suits small, stable teams where the five fixed roles map cleanly to job functions. When every app in your environment needs consistent access hygiene, Maxio's lack of custom roles, cross-site user sync, activity reporting, and SCIM becomes a compounding liability.
Ownership transfers require a manual support ticket, adding further friction for teams operating under strict offboarding requirements.
Bottom line
Maxio covers the basics of role-based access for billing operations, but its fixed roles, per-site user isolation, and absence of SCIM or audit logging create meaningful manual overhead as headcount or site count grows.
For organizations where access hygiene across every app is a compliance requirement, the gap between what Maxio offers natively and what a mature provisioning workflow demands is significant and should be factored into any tooling decision.
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