Manage users

In the dashboard

Step 1: Under Team, enter the cardholder's name in the search bar and click their name when it appears. Step 2: To the right of User role under the Role section, select an option from the dropdown menu to update the role type.

In the dashboard

Step 1: Under Team, click the checkbox to the left of any users whose role type you’d like to update. Step 2: Click Update role. Step 3: Select the new role type you’ll be applying to all selected users. If you choose Employee, check whether or not you want the user to be able to have assigned Brex cards. Step 4: Click Confirm.

Via CSV

You can change existing users’ details on Brex by uploading the CSV template after the user is activated. By using the active user’s Brex email address, you can update any fields that you wish to change.

After updating the CSV template with the user’s new details, you can upload the CSV as if inviting a new user by following the steps in this help article.

When you’re inviting a user to your Brex account, click Issue a card now after you’ve sent their invitation. You can choose between issuing a digital or physical card. If you choose physical, confirm your employees shipping address, which you and other admins can see in Cards and limits > Shipping details. The employee themselves will receive an email that confirms their shipping address, or they can view it in their Wallet. Prior to the arrival of their physical card, they can transact with their digital card if they’ve activated their Brex account. For more information on managing cards and adding cards to virtual wallets, refer to this help article. Note: When they receive their physical card, they’ll need to activate it prior to transacting.

Step 1: Under Cards and limits, click Issue card. Step 2: Select the card type.

• Virtual Card: Issues a virtual card that will permanently be assigned to one spend limit. This only works if the existing spend limit has not been assigned to a virtual card yet (up to 1 virtual card can be issued per limit user per limit).
• Employee Card: Issues a physical or digital card, depending on your choice, which can be assigned to any spend limit. This option is only available if the user doesn’t have an employee card already.

Note: The user’s permissions have to be set up accordingly for them to be issued a card. Step 3: Click Create card for existing limit to request a virtual card, and follow the prompts to provide details. If you choose a physical employee card, you’ll be asked to confirm your delivery address. Once requested, you can review shipping details on the Cards and limits page. We’ll notify cardholders if you request a card on their behalf. They can check their Wallet for shipping updates and make purchases with their digital card, in the meantime. If you need your card sooner than 3-8 business days, click I need my physical card sooner on the Processing your delivery page in your dashboard or the Confirm your order details screen in your app.

Step 1: Under Cards and Limits, click Issue card. Step 2: If you choose a virtual card, you will have the option to create a new spend limit that will be permanently assigned to this card. Step 3: Follow the prompts to create a new spend limit and enter details such as name, limit, and recurrence. We’ll notify cardholders if you request a card on their behalf.

Step 1: Under Team, search for the cardholder using the search bar and select the one you want to reactivate/deactivate. To view deactivated users, click on Add filter and select the status Deactivated from the dropdown. Step 2: At the top right of the user's details, click the icon of a person to Reactivate or Deactivate. Note: Deactivating a user will block spend on all of their active Brex cards, as well as revoke their access to the Brex dashboard, but it won’t change the status of the user’s card to locked/canceled. If you wish to make this update, an account or card admin can lock or cancel a deactivated user’s card. If users are reactivated, their access to the Brex dashboard will be restored and they will be able to use their cards again.

Step 1: Under Team, click the checkbox to the left of any users whose role type you’d like to update. Note: These need to be active users who’ve accepted their invitation to Brex in order for this to work. Step 2: Click Deactivate and, in the popup window, click Deactivate again.

After employees are terminated in your HRIS, they’ll become available for removal in the Brex HRIS settings. You will always have control over when to remove an employee. By default, access to Brex is not automatically revoked when an employee gets terminated in your HRIS. Step 1: Go to Teams. If there are employees that have been terminated in your HRIS system, you will see a count and a button that says Suspend next to HRIS connection in the Manage team access widget. Step 2: Click Deactivate. Step 3: There will be a selection to remove terminated employees and you can select which employees you want to remove. The list of employees to remove is based on their status within your HRIS. If the employee is marked as inactive or terminated, they’ll appear in this list. Step 4: Confirm the selection and the employee will be deactivated on Brex. To disable/deactivate users as they are terminated from the HRIS, you can turn on automatic removal by following the below steps: Step 1: Click Manage next to HRIS connection in teams page Manage team access widget or go to Integrations > Manage on the connected HRIS widget. Step 2: Click Enable on automatic deactivate.

Upon deactivating any number of users that are reviewers of card expenses / reimbursement approval chains, you’ll see an alert at the top of your Teams page that reads Approval chains are missing reviewers due to recent employee deactivations. Clicking Offboard users in the alert will prompt admins to transfer spend limit-related responsibilities, approval chains, and card management to active and relevant users. Account and card admins will also receive an email where they can assign new reviewers to approval chains.

Upon deactivating any number of users that are reviewers of card expenses / reimbursement approval chains, you’ll see an alert at the top of your Budgets page that reads Approval chains are missing reviewers due to recent employee deactivations. Clicking Offboard users in the alert will prompt admins to transfer spend limit-related responsibilities, approval chains, and card management to active and relevant users. Account and card admins will also receive an email where they can assign new reviewers to approval chains.

If the employee(s) you’re offboarding had any cards with recurring spend, an account or card admin can transfer ownership of these cards to an active employee. This gives you the opportunity to contact your vendors and transfer your payment method to another user’s active Brex card. The impacted cards can only be transferred one at a time. For a card to be eligible for transfer, it must have been used for online spending at least once, must currently be active, and must be assignable or currently assigned to an active spend limit. Transferred cards can only be used with previous online merchants. All other merchants and in-person transactions will be declined. Step 1: Sign into brex.com, locate the previous card owner on your Cards and Limits page, and click on their name. The current card owner doesn’t need to be active so long as the card itself is. Step 2: Click the three dots and choose Transfer card ownership. Review the initial card details and click Continue. Step 3: In the search bar, choose the new card owner and click Continue. The new card owner cannot be a bookkeeper or have reimbursement-only access. Step 4: Review your selection and click Submit. Step 5: The card credentials will remain the same, but future card expenses will reflect the new owner’s name. Once you’ve updated your on-file payment method with your vendors, cancel the card linked to the previous owner and use the newly transferred Brex card for payment instead. This helps to keep your account safe from unwanted spend. EssentialsSmart card You can learn more about this process by going to Teams and clicking on the offboarding alert at the top of the page. This alert will display any cards that have been used for online purchases within the last year for a deactivated user. PremiumEnterprise You can learn more about this process by going to Budgets and clicking on the offboarding alert at the top of the page. This alert will display any cards that have been used for online purchases within the last year for a deactivated user.

If you know in advance that you need a specific virtual card to transfer to a new user in the event that the current cardholder leaves the limit or your account, select Automatically transfer card upon cardholder restrictions when you create or edit the spend limit that the card belongs to. Enabling this feature will automatically transfer any active card’s card ownership to either that user’s manager or, in the event they don’t have one, the spend limit manager with the longest account tenure. The card can also be manually transferred by following the steps above if necessary. Once transferred, the new cardholder can transact with any online vendor where the original cardholder has used the card before. However, it cannot be used with new vendors or to make in-person purchases. You can only automatically transfer cards that have been used for online spending at least once, are currently active, and are assigned to an active spend limit. Read more about creating and editing spend limits in this help article.

Step 1: In Cards and limits, click on the spend limit you want to adjust > Manage owners and members > Edit. Step 2: In the Who can spend? section, you can add an employee by typing their name under the correct column. Remove an employee by pressing the x button next to their name. Step 3: Click Continue and review the spend limit. Step 4: Finalize the changes by clicking Update spend limit. Note: Any individual or stipend spend limits of which the offboarded user was a spender will automatically close.

Step 1: From the banner on the Teams page, click Assign new reviewers. Or, from the email, click Assign new reviewers (you’ll be asked to sign into your dashboard if you haven’t already). Step 2: You’ll see a summary of the deactivated employees to be offboarded. If all looks well, click Get started. Step 3: You’ll see a summary of an employee with complex permissions. Use the dropdown menus to assign one or more reviewers to replace the offboarded employee in all of the following sections:

• Card expenses
• Reimbursements

Step 4: Click Reassign approvers. Step 5: Continue on to repeat reassignment for any other users with complex permissions. Once complete, click Done. Note: Any individual or stipend spend limits of which the offboarded user was a spender will automatically close. If they were the manager, the spend limit won’t close.