Here is how to respond to changes in your organisation, when existing members leave, or new members join.
A member of your organisation leaves
You can remove a member if you have the Admin role.
If someone with with the Admin role needs to be removed, please contact our Customer Service team with details by clicking the chat button in the bottom right corner.
1. Remove any remaining balance from their Expend card
If the user has a Classic Card, first ensure that the balance is 0.00. For more details, see the following: Returning money to the float account
2. Archive the member
See the following: Archiving a member. This tells you how to remove a member from your organisation by archiving them. The member's Expend cards will be closed and they will no longer have access to Expend, but none of their expense data will be removed.
Reactivating a member
An archived member can be reactivated if necessary. Please contact our Customer Service team with details by clicking the chat button in the bottom right corner.
A new member joins
1. Send them an invite
See the following article: Inviting a member. This tells you how to add someone to your organisation in Expend. If they need an Expend card, make sure that you assign the Member role in addition to any other roles.
2. Order a card for the new member
See the following article: Ordering an Expend card. You can only order a card once the person has accepted the invite and provided some required information.
Replacing a card
See the following article: Replacing an Expend card. Ensure that you remove any remaining funds, lock the card, and notify us to cancel it. Once we’ve confirmed with you that the card has been cancelled, you can order a replacement card.