[Employer] How to manage cardholders and card programs

Remote Expenses Card is currently in beta and available to selected customers. We're actively improving the experience based on feedback from our early users, so some features and workflows may change over time. If you'd like to learn more about the beta program or express interest in participating, please contact your Remote account team.

You can manage the configuration of a card program by navigating to Expenses > Cards in your company profile and clicking “Edit” next to the card program you would like to modify.

Within the card program settings, you are able to:

• Add or remove cardholders (individual team members or teams)
• Add or remove allowed spending categories
• Update the card program name and icon
• Increase or decrease card limit and update applicable limit renewal period (daily/weekly/monthly)
• Set, remove, or update the per transaction limit

View cardholders in a card program

1. On the Expense Cards page navigate to Cards tab
2. Click on the card program to see the list of team members currently holding this card

Add cardholders to a card program

If additional team members need access:

1. Open the card program settings by clicking "Edit” next to its name
2. In the “Who has this card” block, search for a specific team member or team, or use filters to locate team members meeting the required criteria
3. Select team members who should be assigned the card
4. Save your changes by clicking "Update”

Remove cardholders from a card program

If a team member no longer needs access:

1. Open the card program settings by clicking "Edit” next to its name
2. In the “Who has this card” block, search for a specific team member or team, or use filters to locate team members meeting the required criteria
3. Deactivate the checkbox next to the team members who no longer need access
4. Save your changes by clicking "Update”

Update spending categories

To add or remove the allowed spending categories:

1. Open the card program settings by clicking "Edit” next to its name
2. Update the category selection in the “Allowed spending categories” as needed
3. Save your changes by clicking "Update”

Update spending limits and limit renewal periods

1. Open the card program settings by clicking "Edit” next to its name
2. In the “Card details” section update the spending limit, limit renewal period, and/or per transaction limit
3. Save your changes by clicking "Update”

Rename a card program

1. Open the Card Program settings by clicking "Edit” next to its name
2. In the “Card details” section update the card name and/or icon
3. Save your changes by clicking "Update”

Suspend a cardholder

An admin can temporarily stop a team member from using their card by freezing it from the dashboard. Freezing is reversible, so the admin can unfreeze the card later to restore access.

If card access should be stopped permanently, the admin can cancel the card. Cancellation cannot be reversed.

What happens when a team member leaves?

Currently, deactivating a card is a manual action taken by the company admin. When a team member is offboarded, an admin needs to freeze or cancel their card from the dashboard.

Note: Whether offboarding automatically deactivates a card is still being confirmed with the product team. This section will be updated once confirmed.

Archive or delete a card program

• `Whether Card Programs can be archived.
• Whether Card Programs can be deleted.
• Any restrictions on deletion.`

Frequently asked questions

Will changes affect existing cardholders immediately

Yes, the changes will be applied to all the cards in the program right away.

Can a team member belong to multiple card programs?

No, a team member can only have one card assigned to them.

Can I reassign a card from one employee to another?

Once issued, the cards cannot be reassigned between team members.