# Manage users Get answers to all of your questions regarding Brex **URL Source:** https://www.brex.com/support/manage-users --- ## Overview Brex offers many tools for adding and managing team members on your account. Through a few different methods, you can invite any number of users, ranging from a single employee to an entire team. Once users are invited, you’ll have everything you need to manage your team, from overseeing spend to exporting spend data about anyone on your account. ## Changing a user’s role type Account admins can update a user to any role type. Card admins can update other users to card admins, user admins, employees, and bookkeepers (if you don’t have a Brex business account). User admins can update users to AP clerks, bookkeepers, and employees by following the steps below. ### Single user **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. **Note:** You can use the same steps described for Multiple Users to change a single user role. ### Multiple users **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. ## Changing a user’s product access Account, card, user management admins, and users with the update user access capability can modify an existing user’s product access to include or exclude certain permissions. ### Available product access permissions ##### Access to cards Users may be either reimbursement-only (toggled off) or card-holding employees (toggled on; virtual-only or virtual and physical). Reimbursement-only permissions are suited for employees who can submit reimbursement requests and won’t have access to use any corporate cards to spend from their spend limit. ##### Bill pay Users with roles that allow cash management may be granted or denied bill pay access, including the ability to approve bills and/or draft bills. ##### Book trips Users may be provided the ability to access the Travel page to book trips. #### Single user **Step 1: **Sign in to the Brex dashboard and go to _Team_. **Step 2:** Click the user that you want to be reimbursement-only. **Note:** Confirm that their role is set to _Employee_. If it isn’t already, update their role type. **Step 3:** In the user details pane, click _Edit_ beside _Product Access_ and toggle on or off desired product access permissions. ### Bulk update user fields via CSV Account and User management admins can bulk update user fields, including Department, Cost Center, Location, Title, and others, by importing a CSV file into your Brex dashboard. This helps you maintain consistent and up-to-date user records without needing to edit each profile individually. **Step 1:** In the dashboard, go to _Team, _and click _'Import CSV'_. ![Manage Users 1](https://brand.brex.com/m/745883846325a924/webimage-Manage-Users-1.jpg) **Step 2:** Click Download users to export your current user list. ![Manage Users 2](https://brand.brex.com/m/1844da92205b775f/webimage-Manage-Users-2.jpg) **Step 3:** Open the CSV and edit the supported fields you want to update (e.g., Department, Cost center, Location, Title). Keep each user’s email column unchanged. **Step 4:** Save your file as CSV (UTF-8). **Step 5:** Return to _Team > Import CSV_, upload your file, and click ‘Review’ to open the preview and double-check the changes. ![Manage Users 3](https://brand.brex.com/m/5bc7828bd4715e4/webimage-Manage-Users-3.jpg) **Step 6:** Click ‘_Confirm & import’_ to apply the updates. ## Exporting CSV of users If you want a snapshot of your entire team, or even just a handful of users, you can export a CSV report that summarizes their information. **Step 1:** In your dashboard, go to _Team_. **Step 2: **Click _Download_. **Note: **Any applied filters and sorts will be reflected in the download. **Step 3: **Select your desired file output type. **Step 4: **Click _Download data_. ## Users synced from an integration From _Team_, admins can see another user’s sync details from a partner integration, and whether that user can sign into the Brex dashboard. To learn more about adding a user via an integration, read [BrexPay for Navan ](https://www.brex.com/brexpay-for-navan)or [Brex for Zip](https://www.brex.com/brex-for-zip). The user’s sign-in status is set as _Not allowed_ when they first sign up. You change a user’s ability to sign into Brex by following these steps: **Step 1:** In the Brex dashboard, go to _Team _and find the user. **Step 2: **The user’s current sign-in ability is listed in the _Sign in_ column. **Step 3a: **If the user’s _Brex sign in_ is _Not allowed_, click _User Invite_ at the top of the page. **Step 3b:** If their _Brex sign in_ is _Suspended_, click their name and, in the details window, click _Restore sign-in. _**Note: **You can also click _Suspend sign-in _to remove Brex access from that user. The user’s transactions on cards issued through Brex will be declined, but cards issued through partners will continue to work. **Step 4: **Fill out any other information and finalize the process. Under _Synced, _you’ll see whether the user was sourced from other integrations such as HRIS, SCIM, or a partner such as Navan. If they were synced from a partner, you can click their name and see details under _Synced details. _**Note:** If the user can’t sign into Brex due to being synced from another integration, make changes to their account from within the integration instead of within your Brex dashboard. ## Managing users’ cards For the most part, users should be encouraged to manage their own Brex cards. However, there are some scenarios where an account or card admin may want to make changes on the user’s behalf. ### Requesting cards for users Account and card admins can request a new physical or virtual card on behalf of other users by following the steps below. ### Create a card for a newly invited user When you’re inviting a user to your Brex account, you can set up an employee card, including the card limit. After you’ve sent the invitation, you can click on the user’s name on the _Team _page and click _Issue card_. You can choose between issuing a virtual or physical employee card. If you choose physical, confirm your employee's 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. _If you choose virtual, the employee can optionally order a physical card in their _Wallet_ by locating the card and selecting _Order physical card_._ _Prior to the arrival of their physical card, they can transact with their virtual 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](https://www.brex.com/manage-your-card). **Note: **When they receive their physical card, they’ll need to activate it prior to transacting. ### Create a card for an existing user To issue an employee or purchasing card for another user, follow the steps below: ** Step 1:** Under _Cards and limits_, click _Issue card_. **Step 2: **Select the card type. - _Employee Card: _Issues a physical or virtual card, depending on your choice, which can be assigned to any spend limit and can be used within a user’s card limit. This option is only available if the user doesn’t have an employee card already. - ___ __ Purchasing Card: _Issues a physical or virtual purchasing card with a built-in limit. **Step 3: **Select the user you would like to create the card for and click _Continue_. **Note**: The[ user’s permissions ](https://www.brex.com/brex-role-types-and-permissions)have to be set up accordingly for them to be issued a card. If you choose a physical 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. ### Create a card for a spend limit Only spend limit users can create a limit card for an existing spend limit by selecting the spend limit from their _Wallet _page, and clicking _Create virtual card_ from the spend limit details page. Learn more in [this help article](https://www.brex.com/brex-card-overview). ### Create a new spend limit To issue a new spend limit, follow the steps below. A spend limit user can create a limit card by following the steps above. **Step 1:** Under _Cards and Limits_, click _Create spend limit_. **Step 2:** Follow the prompts to create a new spend limit and enter details such as name, limit, and recurrence. You can choose to automatically create a virtual card for all current and future users of this spend limit who have card access by toggling on_ Auto-create virtual cards_. ### Locking a user's card Account and card admins can lock or unlock any cards that belong to other users in the dashboard by following the steps below. **Note:** If the admin locks the card that belongs to an employee or AP clerk, that user won’t be able to unlock their card again without account or card admin approval. ### From the Cards and Limits page **Step 1: **Under _Cards and Limits_, search the name of the user. **Step 2: **Below the card**, **elect either _Lock_ or _Unlock_. **Step 3:** If locking, choose the _Reason for locking this card _and click _Lock card_. ### From the Team page **Step 1: **Under _Team_, search the name of the user. **Step 2: **Click on the user to open the user details. **Step 3: **Find the card in the _Cards_ section, and click the “...”. **Step 4: **Select either _Lock_ or _Unlock_. ## Deactivating and reactivating users Brex account admins can deactivate or reactivate users of any role type, while card admins can deactivate/reactivate bookkeepers (provided you don’t have a Brex business account) employees, card admins, or user management admins. User management admins can deactivate/reactivate employees, AP clerks, and bookkeepers. ### Single user **Step 1: **Under _Team,_ use the search bar to find the cardholder, select the “...” beside the user, and click _reactivate_ or _deactivate_. **Note: **To view deactivated users, click on the dropdown in the top-right of the table (with default value _Excluding deactivated_) and select the status _Deactivated_.** ** 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. ### Deactivate multiple users **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. ### Terminating via HRIS 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 _Team_. If there are employees who have been terminated in your HRIS system, you will see an alert with a “Users to offboard” count in the _Manage team access [HRIS Provider] settings _widget. Click _[HRIS Provider] settings_. **Step 2:** Click on the _Offboarding_ tab. **Step 3**: There will be a selection to deactivate terminated employees and you can select which employees you want to remove. The list of employees to deactivate 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. The employee will be _deactivated_ on Brex. To disable/deactivate users as they are terminated from the HRIS, you can turn on automatic offboarding by following these steps: **Step 1:** Click _[HRIS Provider] settings_ in Team page. **Step 2:** Click on the _Offboarding_ tab. **Step 3:** Toggle on the _Automatically offboard employees from Brex when terminated in [HRIS Provider name]_ setting. ### Offboarding a user After an employee leaves your company, it's important to offboard them within your Brex account to keep your spend limits, approval flows, or other spend management procedures running smoothly. If the employee(s) you’re offboarding had any cards with recurring spend, you should contact your vendors prior to canceling that user’s cards to set up an alternate form of payment. ### For Essentials and Smart card 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. ### For Premium and Enterprise 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. **Note: **You won’t receive these alerts if your company has a rule for direct manager to review. Upon deactivating any number of users, we will automatically close their stipends and travel spend limits where they’re the sole spender. However, you will have to go and close spend limits for all other types. ### Transfer their cards ### Manually transfer their cards 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 allows spend to continue without having to contact the merchant or transfer your payment method to another user’s active Brex card. The impacted cards can only be transferred one at a time. For an employee or limit 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. Before transferring the card, review previous spend on the card to avoid any disruption or unwanted spend. If the recurring spend is no longer valid, cancel and issue a new card instead. A purchasing card is eligible to be transferred if it is currently active, regardless of previous spend. All recurring spend will continue to proceed without disruption, and no merchant restrictions will be applied. To secure the card for the new owner, please replace the transferred card with the same card number and updated expiry and CVV. Learn more about purchasing cards in [this help article](https://www.brex.com/brex-card-overview). **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. 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. 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. ### Automatically transfer their cards 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](https://www.brex.com/manage-budgets-and-spend-limits). ### Archiving and unarchiving users Users who are not yet invited to the Brex platform but have been automatically added via HRIS may be archived. Since users that are ingested from a connected HRIS system cannot be deleted without being re-added during the next HRIS sync, Brex Admins can archive users to hide them from all Brex Dashboard surfaces (e.g., the Team page default filters, from the Spend Limit employee selection dropdown, etc). **Note:** To surface archived users, you must select the _Archived_ filter on the Team page, or select the _Archived_ view from the dropdown. ### Single user **Step 1:** - **Archiving: **Under _Team,_ search for the user using the search bar and select the one you want to archive. - **Unarchiving:** To view archived users, click on _Add filter_ and select the status _Archived_ from the dropdown, or select the “Archived” view from the dropdown in the top-left of the Team page table. **Step 2:** At the top right of the user's details, click the icon of a person to _Archive _or _Unarchive,_ or click on the “...” to the right of the user’s details in the Team page _Company_ table and select _Archive_ or _Unarchive._ **Note: **Although an archived user will be hidden from all immediate surfaces, they will continue to be updated during HRIS syncs. This keeps their information up-to-date in case they are later invited to Brex. If users are unarchived, they will return to the “Not invited” status and will become available for invite. ### Multiple users **Step 1:** **Archiving: **Under _Team, _click the checkbox to the left of any users who you would like to archive. **Unarchiving:** To view archived users, click on _Add filter_ and select the status _Archived_ from the dropdown, or select the “Archived” view from the dropdown in the top-left of the Team page table. Then, click the checkbox to the left of any users who you would like to unarchive. **Step 2: **Click _Archive/Unarchive_ at the bottom of the screen, and, in the popup window, click _Archive/Unarchive _again. ### Spend limits ### For Essentials **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. ### For Premium, Enterprise, and Smart card **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.