In this article, we will cover how to load a company level payment card and assign access to this card to users across the business. When this is done, you can manage a single, or multiple, shared card(s) to pay for all airfare, train, and pre-pay hotel bookings. It can also be used to guarantee post-pay hotel rooms and rental cars - however, please note that final payment for these travel types is taken at time of reservation by the vendor. See this article for more information.
- How to setup a company level payment method
- How to manage user access to your company level payment method
- How does this look to a user?
How to setup a company level payment method
You will need to be an admin to configure this for your company.
Step 1: Create a new Payment Type
As an admin, click Settings and Payment Methods and click the blue plus (+) icon.
Payment Methods is found on the top menu:
Step 2: Complete Payment Details
Choose the payment type Lodged Card from the dropdown menu and complete the information required, as shown in the example below:
Step 3: Click Confirm. You will now see a new Company Credit Card payment type listed:
How to manage user access to your company level payment method
After setting up the card, you will then grant access to the card by following the steps below. Please note, as you onboard team members moving forward, you will want to authorize access to this card to the new users, as desired. By default no users in the company will have access to this card until assigned.
To modify this and enable (some) users from this shared payment method, click on the list symbol. (this will appear when you hoover your mouse over the end of the line)
This screen will show you all users in your company. By default they are unticked and they won't have access to this payment card. To enable the card for the users, ticket the box in front of their name. You can select or de-select them all in one go by clicking on the box on the top in front of Display Name.
Step 1: As an admin, click Settings and Payment Methods
Step 2: Find the desired card and click the list "authorized users" icon to the right of the card details
Step 3: The authorized user panel will open and show you all users in your company. By default they are all unselected and they won't have access to this payment card. Enable access for the user(s) by ticking the box in front of their name. You can select them individually, or all at once by clicking the box on the top in front of Display Name.
Step 4: Click Confirm to save your selections.
When you deactivate a user, they will loose access to this card.
How does this look to a user?
The user will see this shared company card in their own profile under payment methods. It will appear as a credit card but will be read only, with only the first 4 and last 4 digits of the card number visible:
This card will be available for booking travel, either by the user directly or by a central travel arranger / booker.