This tutorial will guide you through the process of creating a new group. They allow you to manage members, assign card limits and fund limits for specific account and allocate them to the right sub-group.
To create a new group click ‘Add group’ in a groups tab.
MANAGEMENT -> GROUPS -> ADD GROUP
You will be redirected to the new tab, where you need to set group’s name and its position in group hierarchy.
As a Corporate Admin (only this role), you can create groups and subgroups, assign employees to each group, and set the following:
Card limit for a group – defines the maximum number of cards that can be issued for a given group within a specific time period.
Maximum card assignment amount – restricts the maximum amount that can be allocated to a card for a particular group.
Account visibility settings – allows assigning accounts to groups, giving administrators access to these accounts.
Example:
The company “Verestro” employs 110 employees, 33 of whom use corporate cards for purchases. The company has three payment accounts:
One in EUR – used for foreign payments.
Two in PLN: one for administrative expenses, the other for sales and business travel expenses.
User groups and their limits:
Sales (20 people):
Use of cards for business travel and client payments.
Access to EUR and PLN accounts.
Limits: 60,000 PLN and 10,000 EUR.
Domestic (8 people):
Limit: 10,000 PLN, no access to the EUR account.
International (12 people):
Limit: 3,000 EUR, no access to the PLN account.
Project Managers (10 people):
Business travel expenses.
HR (5 people):
Office supply purchases.
Scrum Masters (6 people):
Purchases for internal team needs, event organization, etc.
Administrators (2 people):
Subscriptions for cloud services, IT infrastructure.
C-level Management:
Administrative panel access is granted to:
C-level Management
Managers:
HOS (Head of Sales)
HOPM (Head of Project Management)
HOHR (Head of HR)
HOSM (Head of Scrum Masters)
HOA (Head of Administrators)
Two Senior Sales
Accounting Department
Description of Group Limit Approval Process:
The Sales group consists of two subgroups: Sales Poland and Sales International. Access to the main group is held by the HOS (Head of Sales), while access to the subgroups is granted to two senior sales representatives.
If an employee from the Sales Poland group wants to assign a card with a limit exceeding the one available in their group (e.g., 10,000 PLN) and requests an amount of 15,000 PLN, the request is automatically forwarded to the administrators of the parent group, which has a higher limit. In this case, the HOS receives an email notification about the request and sees a corresponding message in the administrative panel, where they can decide to approve or reject the request.
Cardholders (employees) can request an increase in their card limit using the mobile or web application. In such cases, the request is directed to the appropriate group that has sufficient available limit.
In this case, the Head of Sales - John Doe - approves all cards with limits exceeding 10,000 PLN or 3,000 EUR (depending on the subgroup) up to 60,000 PLN and 10,000 EUR. If the limit still exceeds this amount, the card will need to be approved by C-level management.
How to Set Group Limits:
MANAGEMENT -> GROUPS -> Select group -> SET A LIMIT -> Select account -> Type your limit and limit of card quantity.
Also there is the option to set a periodic limit for specific time. This will set a maxiumum number of cards you can issue during this period.
Without leaving the group tab you can add a sub-group and a new member for your already existing group.
