Learn more about adding team members to your KleerCard account.
A team member is anyone you would like to have access to the online portal. You can provide them with their own role and set approvers to give your team leaders approval privileges for card requests.
They can be employees or volunteers and they will be able to make requests for cards and access their card information.
To add team members, please navigate to Settings and "View and Manage our Team."
On this page, you will see a list of your team members, their role, the site if applicable, when they first logged in, and their approver.
Click "add team member" to create a new user. This opens a pop-up that allows you to enter your team member's information.
Site
This applies to organizations that have multiple locations requiring separate accounting integrations.
Role
- Employee Can see their cards, charges, and requests, manage their personal details and login details
- Site Admin employee privileges, a user to can see all cards and charges at their site
- Company Admin Employee + Site privileges, Vendor administration, and full access to company settings and statements.
Accounts Payable Role
- AP Admin This is a paid seat that allows the user to create and manage vendors, reimbursement request forms, and enter bills for payment.
- Approver This role allows an AP admin to designate an approver in their approvals chain for billpay and reimbursements. This role reviews pending bills and reimbursements and approves them for payment. There is no fee for this role.
Address
You can enter either the organization's business address or the individual's home address. It is where the cards will be mailed and it is also the billing address to be used at checkout as part of the card's address verification.
Accounts
You have the ability to select the default chart of accounts segments that will be applied to all transactions created by this team member. Additionally, you have the option to choose default accounts to be assigned at the card level. These account assignments can always be manually adjusted at the transaction level if necessary.
Assigner
All KleerCard users have the option to "request a card" through the Cards tab. To ensure control over the card creation process, administrators can assign an approver for each team member.
A self-approval limit refers to the maximum monthly or reloadable amount that a team member can request for a card. If the requested card's limit exceeds the team member's self-approval limit, it will be automatically sent to their assigned approver for review and approval. The assigned approver will receive a notification when a team member requests a card exceeding their self-approval limit, allowing them to review and approve the request.
Approvers are assigned a card approval limit, which specifies the maximum amount they can authorize.
To assign an approver who will review all card requests, you can easily set the self-approval limit for all team members to $0. Then, choose your designated approver from the drop-down menu for all relevant team members. This will ensure that the designated approver has complete control over the card approval process.