How Card Sharing Works in KleerCard

What "card sharing" means

People ask about card sharing for two different reasons. The right setup depends on which one fits your situation.

Pattern 1: Multiple people using one physical card. One person is the cardholder of record, and they hand the physical card to teammates as needed. Technically nothing blocks this, but every transaction posts under the cardholder's name no matter who actually swiped or tapped, so you lose visibility into who spent what. We typically steer churches and nonprofits away from this for accounting cleanliness and audit trail reasons.

Pattern 2: Sharing a card via the Share Card action. This is the supported, recommended path. The cardholder shares the card via Card Actions with a specific person by name and email. That person gets a secure, temporary access path of their own without becoming a full cardholder. Their activity is still visible to the original cardholder and to admins.

How the Share Card action works

When you share a card from your KleerCard account, you are asked to provide:

The recipient's full name
The recipient's email address

The recipient then receives an email with a link to a temporary dashboard that is unique to them and tied to that share. From the temporary dashboard they can:

View the card number
See the card's usage history
Use the card number as an online payment method
Add the card to a mobile wallet (Apple Wallet, Google Pay)
Upload receipts for their own purchases back to you through the same dashboard

Receipts and transactions captured through the share flow are visible in your standard KleerCard charge views, just like any other activity on the card.

When to use the Share Card action

The Share Card action is a fit when:

A volunteer, contractor, or staff member needs to make a one-time or short-term purchase on the org's card without you handing over the physical card
A cardholder is traveling and the office needs to make an online purchase on their card while they are away
A role on your team rotates (treasurer, kitchen committee, ministry lead) and you want to grant temporary access without re-issuing a new card every time the role changes hands
You want the recipient to upload receipts directly rather than emailing them to you for manual matching

When to use a separate cardholder instead

If the person needs ongoing, regular access, set them up as their own cardholder with their own card. Share Card is designed for time-bound or task-specific access, not as a substitute for adding a permanent cardholder.

Security and oversight notes

The shared dashboard is time-bound and tied to the recipient's email. Only the person you share to gets access.
Activity from a shared card still posts to the original cardholder's transactions and feeds your normal accounting and approval flows.
You retain full visibility from your admin or cardholder view.
If circumstances change, the share can be revoked, however, if the recipient saved the card information outside of the temporary dashboard they still could use the card. We recommend you cancel a shared card if you want to prevent further use.

Common questions

Does the recipient become a KleerCard user? No. They get a temporary access path tied to that specific share. They are not added as a user on your account.

Can the recipient see other cards? No. The temporary dashboard only shows the card you shared with them.

What happens to the share when the card is replaced or the role changes? Revoke the share when access is no longer needed. If the card itself is replaced (lost, expired, role transition), re-issue the share to whoever should have access on the new card.

Can multiple people share the same card? Yes. Each share is its own invitation. Each recipient gets their own temporary dashboard link.