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 and where to manage cardholders
- Reviewing and Updating Cardholder Communication Preferences
How to add a cardholder
1- Go to the Expenses Tab in your Melio dashboard.
2- Select Cardholders tab (next to the Cards tab).
3- Select the + Add a cardholder button in the top right corner.
4- Enter the cardholder's first and last name.
5- Enter the cardholder's email address, phone number, or both, depending on their preferred method of communication (for more information on this, please read the section at the bottom of this guide).
6- (Optional) Assign one or more business cards to the cardholder. You can also do this later from the Cards tab!
7- Select Save.
Cardholders can also be added from the Cards tab while you are adding a new card. This will automatically connect this person to the card once it is successfully added to your Expense management account.
For more information on how to add a card, please review this guide.
What happens after a cardholder is added?
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.
Note: 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 and where to manage cardholders
You can manage all of your cardholders from the Cardholders tab!
Cardholders cannot update 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.
From this tab, you can:
1- View all your cardholders based on their “status” in their respective pages -
- Active: All cardholders that are active and assigned to a card (or can be assigned to a card).
- Pending: Cardholders that need to confirm text message receipts will be shown here.
- Archived: Any cardholder that has been archived will populate on this page.
2- Selecting anywhere on the cardholder information line (or simply selecting View) will open up the Cardholder details drawer.
3- Select the Edit cardholder button to update the following for the cardholder:
- Their name
- Communication preference
- Email address
- Phone number
- Assigned cards
4- Select Save to finalize any changes made. Selecting Cancel or selecting outside of the drawer will exit you from this window, and no changes will be saved.
5- Selecting on the 3 vertical dots on the right-hand side of the page, you can also quickly access the editing view of the drawer or archive a cardholder.
Archiving a cardholder cannot be undone. If you need to reinstate a cardholder, you'll need to add them again from the Cardholders tab.
Reviewing and Updating Cardholder Communication Preferences
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 are added to Expense Management. If they are experiencing any issues receiving these messages, please review this guide.
That's it! You now know how to add a cardholder to Melio, manage their details, and ensure that they’re getting notified about receipts.