As an owner or admin, you can add cardholders to your Melio account so they can submit receipts for business card transactions. Cardholders don't need a Melio account to add receipts to your Expense Management page. Instead, they receive a link by text message or email, and they submit a receipt and memo directly from that link.
This guide walks you through adding and managing a cardholder, and contains the following sections:
- How to add a cardholder
- How cardholders opt in to text notifications
- How to edit a cardholder’s details
- How to archive a cardholder
How to add a cardholder
1 - Select Expense management from the left sidebar and then select the Cardholders tab in the dashboard.
2- Select + Add a cardholder in the top right corner.
3- Enter the cardholder's first and last name.
4- Enter the cardholder's email address, phone number, or both, depending on their preferred method of communication.
In order for your cardholders to receive receipt notifications, they'll need to have either their phone number or email address (or both) listed when they're added to Expense management. If they're having trouble receiving these messages, please review this guide.
5- (Optional) Assign one or more business cards to the cardholder. You can also do this later from the Cards tab.
6- Select Save.
You can also add a cardholder directly from the Cards tab while adding a new card. This automatically connects that person to the card once it's successfully added to your Expense management account. For more information, please view the following guide.
How cardholders opt in to text notifications
Once a cardholder is added and a transaction is made on their assigned card, Melio automatically sends a welcome text message inviting them to opt in to expense notifications.
The cardholder must opt in before any text message notifications can be sent. If they haven't opted in, reminder text messages won't go out, even if a phone number is on file.
This text message is sent to cardholders that have a phone number added to their profile, but not for cardholders that only have an email address on file.
When the cardholder receives this text, they must opt in before any text message notifications can be sent. If they haven't opted in, reminder text messages won't go out, even if a phone number is on file.
How to edit a cardholder’s details
Cardholders cannot edit their own contact information if they don't have a seat on your plan. If an update to this information is required, it will need to be done by either an Admin or Owner user.
1- Select Expense Management from the left sidebar and then select the Cardholders tab.
2- Select the cardholder you'd like to edit. This opens the Cardholder details drawer.
Alternatively, select View next to the cardholder to open the same drawer.
3- In the Cardholder details drawer, select Edit cardholder to update the cardholder's name, communication preference, email address, phone number, or assigned cards.
Alternatively, from the Cardholders tab, select the three dots next to the cardholder and choose Edit cardholder from the dropdown menu.
4- Once you've made your changes, select Save to finalize them. Selecting Cancel, or selecting outside the drawer, exits without saving.
How to archive a cardholder
1- Select Expense Management from the left sidebar and then select the Cardholders tab.
2- Select the three dots next to the cardholder you'd like to archive and choose Archive cardholder from the dropdown menu.
3- A popup window appears asking you to confirm. Select Archive to confirm, or Cancel to back out.
Archiving a cardholder cannot be undone. If you need to reinstate a cardholder, you'll need to add them again from the Cardholders tab.
That's it! You now know how to add a cardholder to Melio, manage their details, and make sure they're getting notified about receipts.