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, you can set up an employee card, including the card limit. After you’ve sent the invitation, click Issue a card now. 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. Note: When they receive their physical card, they’ll need to activate it prior to transacting.

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.
• New for Summer Essentials Smart card 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 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.

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.

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.

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.

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.

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.

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 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.

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 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 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. 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. 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:

• 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.

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.

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.