Juice Pro Guide

Payment Hub → Invite Cardholder

What this does: Sends an invitation to a person so they can activate their own Juice card.

Before you start

Make sure you:

• Are logged in to your Juice account.
• Have the email address and basic details of the person you want to invite (their name, email, phone number, and date of birth).

Step 1Open the invite page

1. 1
   Log in to your account.
2. 2
   Go to the Payment Hub.
3. 3
   Click Invite Cardholder.

You'll see a page with three sections stacked on top of each other. You'll fill them in one at a time, from top to bottom.

Step 2Choose the type of card

The first section asks what kind of card you want to send.

1. 1
   Choose one:

   • Physical card — a real card that gets mailed to the person.
   • Virtual card — a digital card they can use right away online.
2. 2
   Click to select your choice.

Once you pick, the next section opens automatically.

Step 3Choose a card design

1. 1
   Look at the available card designs.
2. 2
   Click the design you'd like the person's card to have.

After you pick a design, the final section opens.

Step 4Enter the person's details

Now fill in the details of the person you're inviting. All fields are required.

Step 5Agree to the terms

1. 1
   Read the confirmation statement.
2. 2
   Tick the checkbox to confirm the information you entered is complete and correct.

You won't be able to send the invite until this box is checked.

Step 6Send the invite

1. 1
   Click the Submit / Send Invite button.
2. 2
   Wait a moment while the invitation is sent.

Part 2 — What the invited person does (after getting the email)

This is the other half of the journey. Once you've sent the invite, the person you invited goes through these steps themselves to set up their card.

Step 7Open the email and click the link

1. 1
   The invited person opens the email titled "You've been invited to activate your Juice card."
2. 2
   They click the "Activate My Card" button (or copy-paste the link if needed).
3. 3
   The link opens the card sign-up page in their browser.

Step 8Review pre-filled details and agree to terms

When the page opens, some details are already filled in for them (so they don't have to retype):

• First name
• Last name
• Email address
• Phone number

They then:

1. 1
   Review that the pre-filled details look correct.
2. 2
   Tick the boxes to agree to the Cardholder Agreement, Privacy Policy, and to receive documents electronically.
3. 3
   Click to continue.

Step 9Verify their email with a code (OTP)

1. 1
   The system emails them a 6-digit verification code.
2. 2
   They check their inbox, then type the code into the page.
3. 3
   This confirms the email really belongs to them.

The code expires after a few minutes. If it doesn't arrive, they can request a new one (check spam too).

Step 10Fill in the remaining personal details

Now they complete the information that wasn't in the invite:

• Date of birth (often pre-filled, but they can confirm/edit) — must be 18+
• Social Security Number (SSN)
• Home address — street address, apartment/suite (optional), and ZIP code
• When they type the ZIP code, the city and state fill in automatically.

Then they submit the form.

Step 11A card gets created (and an RPID is generated)

After they submit:

• The system creates their card behind the scenes.
• A unique RPID (the internal ID that identifies their card/account in the payment system) is generated automatically.
• This all happens in the background — the person doesn't need to do anything with the RPID, and it isn't shown to them on screen (it's kept private for security).

Step 12(Sometimes) Upload an ID for verification

In some cases the system needs to verify the person's identity. If so:

1. 1
   They're asked to upload identity documents (for example, a driver's license or passport).
2. 2
   Accepted file types are PDF, JPG, or PNG (up to 10 MB each).
3. 3
   Usually two documents are needed (a primary and a secondary ID).

Most people won't see this step — it only appears when extra verification is required.

Step 13Done!

The person sees a "Congratulations!" confirmation page letting them know their application was submitted successfully. From there they can finish setting up their account.

• For a virtual card, they can typically start using it shortly after.
• For a physical card, the card is mailed to the address they entered.

Payment Hub → Invite Cardholder (Bulk)

What this does: Lets you invite many people at once by uploading a single file, instead of inviting them one by one. Each person then gets their own email to activate their card.

Before you start

Make sure you:

• Are logged in to your Juice account.
• Have the list of people you want to invite, with their first name, last name, email, phone number, and date of birth.
• Can invite up to 100 people per file. If you have more, split them into separate files.

Step 1Open the bulk invite page

1. 1
   Log in to your account.
2. 2
   Go to the Payment Hub.
3. 3
   Click Invite Cardholder (Bulk).

You'll see a page with three sections stacked on top of each other. You fill them in from top to bottom — it's the same layout as the single invite, with a file upload at the end.

Step 2Choose the type of card

1. 1
   Choose one:

   • Physical card — a real card mailed to each person.
   • Virtual card — a digital card they can use right away online.
2. 2
   Click to select your choice.

The next section opens automatically.

Step 3Choose a card design

1. 1
   Look at the available card designs.
2. 2
   Click the design you'd like everyone's card to have.

All the people in this upload will get the same card type and design you choose here.

After you pick a design, the final section opens.

Step 4Download the sample file (recommended)

Before uploading your own list, it helps to start from the template so your columns match.

1. 1
   Click the Download sample file button. This gives you a CSV file.
2. 2
   Open it in Excel or Google Sheets.

The sample file has these 5 columns (keep these exact headings):

1. 1
   Replace the sample rows with your own people — one person per row.
2. 2
   Save the file as a CSV.

Step 5Upload your file

1. 1
   Drag and drop your CSV file onto the upload area, or click to browse and pick it.
2. 2
   The system reads the file and shows your list as an editable table on screen — one row per person.

Step 6Review and fix the list

Once your list appears on screen, you can:

• Check each row to make sure the details look right.
• Edit any field directly in the table.
• Add a row if you want to invite someone extra.
• Remove a row you don't want.

Step 7Send the invites

1. 1
   Click the "Invite X Cardholders" button (the number updates to match how many rows you have).
2. 2
   The system checks every row:

   • If a row has a problem (for example, a missing name, an invalid email, a phone number that isn't 10 digits, or someone under 18), you'll see a message on that row listing exactly what to fix, like "Please fix the following fields: Email, Phone." Fix those rows and click again.
   • If everything is valid, the invites are sent.

What each invited person receives

Every person on your list gets their own email — exactly the same as a single invite:

• Subject: "You've been invited to activate your Juice card."
• It greets them by name and has an "Activate My Card" button.
• Clicking it opens the card sign-up page where they finish setting up their card.
• Each link expires after a few days and can be used once.

Their setup steps (same as a single invite)

1. 1
   Open the email and click "Activate My Card."
2. 2
   The page opens with their name, email, and phone already filled in; they review and agree to the terms.
3. 3
   They enter a 6-digit code sent to their email.
4. 4
   They add their date of birth, SSN, and address.
5. 5
   They submit — their card is created and an RPID is generated automatically in the background (they don't see or handle it).
6. 6
   They upload an ID document if asked (only sometimes).
7. 7
   They see a "Congratulations!" page.

Where: Reward Hub, Payment Hub, Expense Hub, Disbursement Hub (and other hubs that issue cards)

What this does: Lets you (the agent/admin) enroll a cardholder yourself by entering all of their details on screen. The card is created right away — the person does not need to fill out anything or click a link.

Before you start

Make sure you:

• Are logged in to your Juice account and have permission to issue cards in that hub.
• Have the person's full details ready: name, email, phone, date of birth, address, and their ID number (e.g. SSN / Document ID).
• (Reward Hub only) Know the amount you want to load onto the card.

Step 1Open the enroll cardholder page

1. 1
   Log in to your account.
2. 2
   Go to the hub you want (Reward, Payment, Expense or Disbursement).
3. 3
   Click Enroll Cardholder.

You'll see a page with three sections stacked on top of each other. You fill them in from top to bottom.

Step 2Choose the type of card

1. 1
   Choose the card type, for example:

   • Physical card — a real card mailed to the person.
   • Virtual card — a digital card they can use online.
2. 2
   Click to select your choice.

The next section opens automatically.

The available card types can vary by hub.

Step 3Choose a card design

1. 1
   Look at the available card designs (you'll see a preview image of each).
2. 2
   Click the design you'd like for this person's card.
3. 3
   You can click Card Terms to review the terms if needed.

After you pick a design, the final section opens.

Step 4Enter the cardholder's details

Now fill in the person's information. The fields marked Required must be completed.

Standard fields (all hubs):

Extra fields for specific hubs:

• Reward Hub → adds an Amount field — the dollar amount to load onto the card. It's checked against your available balance and spending limit.
• Expense Hub → adds optional fields such as Supervisor, Label on Card, Authorized User, and an SMS notifications opt-in.

Step 5Submit the enrollment

1. 1
   Tick the agreement/attestation checkbox.
2. 2
   Click the Submit / Enroll button.
3. 3
   Wait a moment while the cardholder is created.

Where: Reward Hub, Payment Hub, Expense Hub (and other hubs that issue cards)

What this does: Lets you (the agent/admin) enroll many cardholders at once by uploading a single file. The cards are created right away — the people do not get an email and don't have to do anything themselves.

Before you start

Make sure you:

• Are logged in to your Juice account and have permission to issue cards in that hub.
• Have the full details for each person: name, email, phone, date of birth, address, ID number (e.g. SSN / Document ID), and country.
• (Reward Hub only) Know the amount to load on each person's card.
• Can enroll up to 100 people per file. If you have more, split them into separate files.

Step 1Open the bulk enroll page

1. 1
   Log in to your account.
2. 2
   Go to the hub you want (Reward, Payment, or Expense).
3. 3
   Click Enroll Cardholders (Bulk).

For Payment, Reward, and Expense, you'll see a page with three sections stacked top to bottom (card type → card design → file upload). Some hubs (like Insurance and Partners) go straight to the file upload with no card-design step.

Step 2Choose the type of card

1. 1
   Choose the card type, for example:

   • Physical card — a real card mailed to each person.
   • Virtual card — a digital card they can use online.
2. 2
   Click to select your choice.

The next section opens automatically.

Step 3Choose a card design

1. 1
   Look at the available card designs (you'll see a preview image of each).
2. 2
   Click the design you'd like for everyone in this upload.

All the people in this file will get the same card type and design you choose here.

After you pick a design, the file-upload section opens.

Step 4Download the sample file (recommended)

Before uploading your own list, start from the template so your columns match.

1. 1
   Click the Download sample file button.
2. 2
   Open it in Excel or Google Sheets.

The sample file includes the standard columns below (one person per row):

Extra columns for specific hubs:

• Reward Hub → add an amount column (required per row) — the dollar amount to load on each card.
• Expense Hub → optional columns such as supervisor, labelOnCard, authorizedUser, and enableSms.

1. 1
   Replace the sample rows with your own people — one person per row.
2. 2
   Save the file (CSV; some hubs also accept Excel — the sample's format tells you which).

Step 5Upload your file

1. 1
   Drag and drop your file onto the upload area, or click to browse and pick it.
2. 2
   The system reads the file and shows your list as an editable table on screen — one row per person.

Step 6Review and fix the list

Once your list appears on screen, you can:

• Check each row to make sure the details look right.
• Edit any field directly in the table.
• Add a row if you want to enroll someone extra.
• Remove a row you don't want.

Step 7Submit the enrollment

1. 1
   Click the Submit / Enroll button (it shows how many people you're enrolling).
2. 2
   The system checks every row:

   • If a row has a problem, you'll see a message on that row listing exactly what to fix. Fix those rows and click again.
   • If everything is valid, the batch is submitted.

Step 8Check the status in "Bulk File Tracking"

Because the cards are created in the background, you can follow the progress at any time:

1. 1
   In the hub's menu, click Bulk File Tracking.
2. 2
   Find your upload by its Batch ID / file name and upload date.
3. 3
   Open it to see the status of each person in the file:

   • Pending — waiting to be processed
   • Processing — being created right now
   • Success — card created (shows the masked card number and card status)
   • Error — something failed for that row (shows the reason)
4. 4
   You can usually export the results as a file to share or keep a record.

What happens after you click submit

• You'll see a success message such as "5 Payment Cards submitted for processing. Enrollment will be completed shortly." along with a Batch ID.
• After a moment, you're taken to the hub's Manage Cards page.
• The cards are created in the background — each person's card is provisioned and a unique RPID is generated automatically (you don't handle it). You don't have to wait on the page.
• No emails are sent to the cardholders. (Your organization may get a confirmation notification.)

• You can check progress on the Bulk Tracking page for that hub.
• It shows each batch with per-person status (pending → processing → success/error), the masked card number, card status, and any error messages. You can usually export the results as a file.

• If some rows have errors, you'll be asked to fix them before submitting, and the problem rows are highlighted. Nothing is submitted until they're fixed.
• If the upload itself fails, you'll see an error message and your list stays on screen so you can try again.

Where: Reward Hub, Expense Hub, Payment Hub, Disbursement Hub

Menu item: Order Card Inventory

What this does: Lets you (the agent/admin) order a batch of physical cards to keep on hand. These are blank, unassigned cards. Once they arrive, you assign them to individual people later. This is not the same as inviting or enrolling a person — it's ordering the stock of cards itself.

How this fits the bigger picture:

1. 1
   Order Card Inventory (this guide) — order a batch of blank cards.
2. 2
   A manager approves the order, and the cards are manufactured and shipped.
3. 3
   The cards arrive in your inventory as "Inactive."
4. 4
   You then assign them to people (using "Assign Card Inventory").

Before you start

Make sure you:

• Are logged in and have permission to Issue Cards in that hub.
• Know how many cards you want to order.
• Know the delivery address (you can use your business address, or enter a different one).
• Note: orders need manager approval before the cards are made, and your account is charged only after approval.

Step 1Open the order page

1. 1
   Log in to your account.
2. 2
   Go to the hub you want (Reward, Expense, Payment, or Disbursement).
3. 3
   Click Order Card Inventory.

You'll see a 5-step wizard (a set of sections you complete in order, top to bottom). Each step unlocks the next.

Step 2Select the product (card) Type

1. 1
   You'll see the available card types (for example, Physical and Virtual), each with a short description.
2. 2
   Click the card type you want to order.

You can also open the Cardholder Agreement here if you want to read the terms.

Once you pick, the next step opens.

Step 3Select a card design

1. 1
   Look at the available card designs (you'll see a preview image of each).
2. 2
   Click the design you want for this batch of cards.
3. 3
   A live preview of your chosen design shows on the right.

After you pick a design, the next step opens.

Step 4Configure the cards (quantity & optional name)

1. 1
   Choose how many cards to order:

   • Pick a preset — 10, 50, or 100 cards — or choose Custom to type your own number.
   • The allowed range is 2 to 10,000 cards.
2. 2
   (Optional) Customize the name printed on the cards:

   • Tick "Customize name printed on cards?"
   • Enter a First Name and Last Name (up to 30 characters each).
   • If you leave this unticked, the cards show a default name (e.g. "Juice Cardholder").
3. 3
   The right panel shows a preview of the design and the name that will be printed.
4. 4
   Click Continue to Shipping.

Step 5Shipping address (where the cards are delivered)

You choose where the physical cards should be mailed:

Option A — Use your business address (default):

• Select No (don't use a different address).
• Your organization's address is shown, already filled in.

Option B — Use a different address:

• Select Yes, then fill in the delivery details:

When done, click Continue to Review.

Step 6Review and confirm the order

You'll see a full summary before anything is placed:

• Order details: product type, card design, quantity, unit price, total cost, expected ship date, and the custom name (if you set one).
• Shipping address: where the cards will be delivered.
• A note that the order will be reviewed and approved by a manager, and that your bank account is charged only after approval and once the cards are received.

To place the order:

1. 1
   Click Confirm Order.
2. 2
   A confirmation pop-up shows the order summary. Click "Yes, place order" (or "Go back" to make changes).

What happens after you confirm

• You'll see an "Order Submitted" screen with a big green checkmark.
• It shows your Order number, the cost breakdown (quantity × unit price = total), and the shipping address.
• A message explains: the order is pending manager approval, and once approved and processed, the cards appear in your inventory as "Inactive" (typically within 4–5 business days).
• From this screen you can click "Lookup Card Orders" to see your orders, or "Place Another Order" to start again.

• You'll see a clear message about what to fix — for example, a quantity below the minimum, a missing required field, a PO Box address, or an invalid email/phone.
• Your entries stay on screen so you can correct the highlighted field and try again.

Step 7Track your orders ("Lookup Card Orders")

You can check the status of any order at any time:

1. 1
   In the hub's menu, click Lookup Card Orders.
2. 2
   You'll see a list of your orders with the order number, date, quantity, cost, and status.
3. 3
   Click an order to view its details. You can edit an order while it's still pending (before a manager approves it).

What the statuses mean:

• Pending — submitted, waiting for manager approval.
• Approved — manager approved it; cards are being manufactured.
• Processed — cards delivered; they're now in your inventory.
• Declined / Cancelled — the order was rejected or cancelled.

What happens after the cards arrive

Once approved and shipped, the cards land in your inventory as Inactive (unassigned) cards. To give a card to an actual person, you use Assign Card Inventory (called "Assign Payee Card" in the Disbursement Hub):

• You pick a cardholder, and the system assigns one of your available inventory cards to them.
• The card then becomes Active and linked to that person.
• There's also a bulk option to assign many cards at once from a file.

In short: Order the cards here → manager approves → cards arrive in inventory → you assign them to people.

Where: Reward Hub, Expense Hub, Payment Hub, Disbursement Hub

Menu item: Assign Card Inventory (in the Disbursement Hub it's called Assign Payee Card)

What this does: Lets you (the agent/admin) take a card you already have in inventory (one you ordered earlier that's sitting unassigned) and give it to a specific person. You enter the card's RPID and the person's details, and the card is assigned to them — either activated right away, or sent to the person to finish setting up themselves.

How this fits the bigger picture:

1. 1
   Order Card Inventory — order a batch of blank cards.
2. 2
   A manager approves; the cards arrive in your inventory as "Inactive."
3. 3
   Assign Card Inventory (this guide) — give one of those cards to a person.

Before you start

Make sure you:

• Are logged in and have permission to Issue Cards in that hub.
• Have cards in inventory to assign (ordered via Order Card Inventory and delivered). You can see your available stock on the Manage Cards / Inventory page.
• Have the physical card in hand — you'll need the RPID printed on the back of it.
• Have the person's details ready: name, email, phone, date of birth (and optionally their SSN).
• (Optional) Know any amount you want to load onto the card during assignment.

Step 1Open the assign page

1. 1
   Log in to your account.
2. 2
   Go to the hub you want (Reward, Expense, Payment, or Disbursement).
3. 3
   Click Assign Card Inventory (or Assign Payee Card in Disbursement).

You'll land on a page titled something like "Assign [Hub] Card From Inventory."

Step 2Enter the card's RPID

1. 1
   On the left you'll see a single field: "Enter RPID of Card to Activate."
2. 2
   Type the RPID — the number printed on the back of the physical card (6–20 digits).
3. 3
   Click the button to continue. The right side of the screen shows a card image so you know which card you're working with.

Step 3Add or confirm the cardholder's details

Now you'll see a larger form titled "Activate an instant issue card → Add Cardholder Details." Fill in (or confirm) the person's information:

Any fields that were pre-filled from the order can be edited if needed.

On the right side of the screen you'll also see helpful reference info:

• The card design image.
• Banking info — the account number and routing number.
• The RPID (with a reminder that it's printed on the back of the card).

Step 4Choose how to finish: "Complete Enrollment" or "Invite"

You'll see two buttons. Pick the one that fits your situation:

Option A — Complete Enrollment (you finish it now)

• The card is assigned and activated immediately — it's ready to use.
• If you entered an Amount, those funds are loaded onto the card as part of this step.
• Best when you have all the person's details and want the card live right away.

Option B — Invite (the person finishes it themselves)

• The card is assigned, and the person is emailed a link to complete their own enrollment.
• They click the link and finish the setup themselves (the link expires after about a day).
• Best when you'd rather have the cardholder confirm their own details.

There's also a Cancel option if you need to back out.

When ready, click your chosen button.

Where: Reward Hub, Expense Hub, Payment Hub, Disbursement Hub

What this does: Lets you (the agent/admin) assign many inventory cards to many people at once by uploading a single file. Each row pairs one card (by its RPID) with one person's details. The cards are activated directly in the background — and you can optionally load an amount onto each card at the same time.

Before you start

Make sure you:

• Are logged in and have permission to Issue Cards in that hub.
• Have cards in inventory to assign. You'll need each card's RPID (printed on the back of the physical card) — these go in your file.
• Have each person's details ready: name, phone, date of birth (email, SSN, and address are optional per person).
• (Optional) Know any amount to load onto each card.
• Can assign up to 100 cards per file. For more, split into separate files.

Step 1Open the bulk assign page

1. 1
   Log in to your account.
2. 2
   Go to the hub you want (Reward, Expense, Payment, or Disbursement).
3. 3
   Click Assign Card Inventory (Bulk) (shown as Assign Inventory (Bulk) in Payment).

You'll see a short two-section flow: pick the card type, then upload your file. (There's no card-design step here — the cards already have their design from when they were ordered.)

Step 2Select the card type

1. 1
   Choose the inventory card type you're assigning.
2. 2
   Click to select it.

The next section (file upload) opens.

Step 3Download the sample file (recommended)

Start from the template so your columns match.

1. 1
   Click the Download sample file link in the upload area.
2. 2
   Open it in Excel or Google Sheets.

The sample file (bulk_assign_inventory_sample.csv) has these columns — one card/person per row:

The key difference from a bulk enroll file: here every row starts with an rpid to point at a specific card that's already in your inventory.

1. 1
   Replace the sample rows with your own cards/people — one per row.
2. 2
   Save the file as a CSV.

Step 4Upload your file

1. 1
   Drag and drop your CSV onto the upload area, or click to browse and pick it.
2. 2
   The system reads the file and shows your list as an editable table — one card labeled "Record #1", "Record #2", and so on.

Step 5Review and fix the list

Once your list appears, you can:

• Check each row to make sure the RPID and details look right.
• Edit any field directly in the row.
• Remove a row you don't want (you can't delete the last remaining row).

When you click submit, the system checks every row and points out anything that needs fixing on that specific row.

Step 6Submit

1. 1
   Click the "Assign [N] …" button (the number matches how many rows you have).
2. 2
   The system validates every row:

   • Field checks — e.g. a missing name, an invalid email, a phone that's wrong, someone under 18, or an amount over the limit.
   • Card checks (the RPID) — each RPID must be a real card in your inventory, belonging to your organization and this hub, and still available (not already assigned).
3. 3
   Fix any flagged rows and submit again. Valid rows can go through even if a few rows have problems — the bad ones are simply marked as failed (you'll see them in tracking).

Step 7Check the status in "Bulk File Tracking"

Because assignment happens in the background, follow the progress here:

1. 1
   In the hub's menu, click Bulk File Tracking.
2. 2
   If there are multiple types, choose the "Assign Inventory" tab.
3. 3
   Find your upload by its Batch ID / file name and date. You'll see overall counts: total, succeeded, failed, and a progress bar.
4. 4
   Open the batch to see each row's result:

   • Pending — waiting to be processed
   • Processing — being assigned right now
   • Success — card assigned and activated (shows the card status, e.g. Active, and the transfer status if you loaded funds)
   • Failed — something went wrong for that row (shows the reason — e.g. card not found, RPID not in inventory, wrong hub, spending limit exceeded, or activation failed)
5. 5
   You can usually export the results as a file once processing is complete.

Where: Reward Hub, Expense Hub, Payment Hub, Disbursement Hub

What this does: This is the order history page for the card-inventory orders you placed under Order Card Inventory. From here you can see every order and its status, open an order, edit or cancel one that's still pending, and (for managers) approve, decline, complete, and allocate orders as they move through the process.

Two kinds of users:

• Agents can view orders, edit or cancel their own pending orders, and export the list.
• Managers can additionally Approve, Decline, Complete, and Allocate inventory for orders. Manager actions happen right here on this page — there's no separate approval screen.

Before you start

Make sure you:

• Are logged in to the hub whose orders you want to view.
• Have already placed at least one order via Order Card Inventory (otherwise the list is empty).
• Know that manager-only buttons (Approve/Decline/Complete/Allocate) appear only if you have a Manager role.

Step 1Open the page

1. 1
   Log in to your account.
2. 2
   Go to the hub you want (Reward, Expense, Payment, or Disbursement).
3. 3
   Click Lookup Card Orders.

You'll see a table of your orders, with a search box and a status filter above it.

Step 2Understand what's on screen

The table lists your orders, with columns such as:

Managers also see an Organization column (which org placed each order). There's also an optional Praxell Order ID column you can switch on.

Above the table:

• Search box — find an order by order ID, card type, name, or ship-to.
• Status filter — show "All Statuses" or just one status.
• Pagination — move between pages (default 25 per page; you can choose 10/25/50).
• A count like "Showing 1–25 of 847."

If there are no orders yet, you'll see a friendly empty state ("Place your first order"). While loading you'll see a skeleton, and if something fails there's a retry button.

Step 3What the order statuses mean

An order moves through these states:

Behind the scenes the order flows Pending → Approved → Processed, then inventory gets allocated so the cards become available to assign.

Step 4Actions everyone can take

Depending on the order's status (and whether it's yours), you'll see:

• View the card design — click the card thumbnail to enlarge it.
• Edit (pending orders only) — opens the order in the order wizard so you can change the card type, card design, quantity, custom name, and shipping address. Save to update it. (You can't edit once it leaves "Pending"; the hub itself can't be changed.)
• Cancel (your own pending orders) — asks you to confirm ("This action cannot be undone"), then cancels the order.
• Export — download the list as CSV, or Print it.

Agents can edit/cancel only their own pending orders. Managers can edit any pending order.

Step 5Manager-only actions (by status)

If you're a Manager, extra buttons appear depending on the order's status:

On a Pending order:

• Approve ✓ — A confirmation dialog shows the order summary (card type, quantity, total, ship-to, organization). Confirming sends the order off to be produced. The status moves to Processing (or straight to Processed if everything completes immediately). (This can't be undone once submitted.)
• Decline ✗ — Asks for a reason (required), then rejects the order. The person who placed it will see the reason in the status column.

On an Approved order:

• Complete 📦 — Once the cards physically arrive, this opens a dialog pre-filled with the card number range and how many cards were received. Confirm to mark the order Processed. (If the cards aren't ready yet at the back end, you'll see a "still processing" message.)
• View Invoice — Opens the order's invoice PDF in a new tab.

On a Processed order:

• Allocate Inventory 🏭 — Loads the received cards into your inventory so they can be assigned to people. If a previous attempt stopped partway, you'll see "Resume Allocation" with progress (e.g. "Step 2 of 3 complete").
• View Invoice — same as above.

On a Failed order:

• Decline ✗ — Reject it (with a reason). Managers can also retry approval on a failed order; it resumes from where it left off.

Cancelled, declined, and fully-allocated orders have no further actions (you'll just see "—").

Step 6Editing a pending order (the flow)

1. 1
   Click the Edit (pencil) button on a Pending order.
2. 2
   You're taken to the order wizard with all the order's current details pre-filled.
3. 3
   Change what you need — card type, design, quantity, custom name, or shipping address.
4. 4
   Save. The order's total cost is recalculated and you're returned to the list with the updated values; it stays Pending Approval.

The same address rules from ordering apply (no PO Boxes, valid US state, minimum quantity).

Where: Reward Hub, Expense Hub, Payment Hub, Disbursement Hub

Menu item: Manage Cards (in the Disbursement Hub it's called Manage Payee)

What this does: This is your central list of all cardholders and their cards for a hub. From here you can search and filter cards, see each card's status and balance, open a card to view full details and transaction history, load funds, and take actions like activating, verifying, setting a PIN, or assigning an inventory card.

Before you start

Make sure you:

• Are logged in with permission to manage cards in that hub.
• Know what you're looking for — you can search by name, RPID, card number, or status.

Step 1Open the page

1. 1
   Log in to your account.
2. 2
   Go to the hub you want (Reward, Expense, Payment, or Disbursement).
3. 3
   Click Manage Cards (or Manage Payee in Disbursement).

Step 2Understand what's on screen

The table lists everyone, with columns such as:

Above the table you'll find:

• A search box — type a name, RPID, card number, or status to filter instantly.
• Status tabs — quickly filter to a group: All, Active, Non Verified, Un-Activated, Card Is Inventory, Suspended, Closed (each shows a count; empty groups are hidden).
• A Refresh button — reloads the latest data.
• A Settings (gear) button — includes a "Show Closed Cards" toggle to include/exclude closed cards.
• Pagination at the bottom (10 rows per page), and you can sort by clicking most column headers.

Step 3What the card statuses mean

The Status badge tells you where each card stands:

Step 4Open a card to see full details

Click View Details from a row's Action (⋯) menu. A details window opens with several tabs:

• Personal Information — name, email, phone, and address. You can click Edit to update contact details (email, phone, address, etc.). (Editing is hidden while a card is awaiting an action like verification.)
• Card Preview — the card's design image.
• Account Information — bank name, routing number, masked account number, RPID, and balance.
• Payment History — a searchable list of the card's transactions with date filters. You can export it to Excel, CSV, or Print.

At the bottom of this window:

• If the card is Active, you'll see a Pay Card box to load funds directly onto it (and a Direct Deposit form option).
• If the card is Non Verified / Suspended / Un-Activated, you'll instead see the matching action button (Verify, Activate, or Set PIN).

There's also a Refresh icon in this window to pull the latest balance and transactions.

Step 5Actions you can take on a card

The Action (⋯) menu changes depending on the card's status. Here's everything you might see:

Actions that change a card (Verify, Activate, Set PIN, Load funds) show a confirmation or a short form first, and the list refreshes automatically afterward so you see the new status/balance.

Step 6Search, filter, sort, refresh

• Search: type in the box to instantly narrow the list by name, RPID, card number, or status.
• Filter by status: click a tab (e.g. Suspended) to show only those cards.
• Show closed cards: use the Settings (gear) → "Show Closed Cards" toggle to include or hide closed cards.
• Sort: click a column header (Name, RPID, Status, Balance, Date Created…).
• Refresh: click the refresh button to reload the latest data anytime.
• Pagination: move between pages at the bottom (10 per page).

Quick recap

1. 1
   Open the hub → click Manage Cards (Manage Payee in Disbursement).
2. 2
   Use the search box and status tabs to find a card.
3. 3
   Read each card's status and balance at a glance.
4. 4
   Click View Details to see personal info, account info, the card image, and transaction history (exportable).
5. 5
   Use the Action (⋯) menu to load funds, assign, verify, activate, set a PIN, or (Expense) open spend controls.
6. 6
   Changes prompt a confirmation and the list refreshes to show the new state.

Where: Reward Hub, Expense Hub, Payment Hub, Disbursement Hub (also Insurance & Partners)

Menu item: Bulk File Tracking

What this does: This is your dashboard for every bulk file you've uploaded in a hub. After you run a bulk action (bulk enroll, bulk invite, bulk assign inventory, etc.), this page shows each upload's progress, how many records succeeded vs failed, and lets you open a batch to see the result for every row and export it.

Before you start

Make sure you:

• Are logged in with permission to manage cards in that hub.
• Have already run at least one bulk upload (otherwise the list is empty).
• Know that the page shows uploads from anyone in your organization, not just your own.

Step 1Open the page

1. 1
   Log in to your account.
2. 2
   Go to the hub you want (Reward, Expense, Payment, or Disbursement).
3. 3
   Click Bulk File Tracking.

Step 2Pick the right tab (type of upload)

If the hub has more than one kind of bulk upload, you'll see tabs at the top — pick the one matching what you uploaded:

(Insurance and Partners have their own sets of tabs — e.g. Payee/Payment/ACH/Check/Update Payee for Insurance.) Click a tab to see the uploads of that type.

Step 3Read the list of uploads

Each row is one uploaded file, with columns:

Above the list you also get:

• A search box — find an upload by file name.
• An Export CSV button — download the list of uploads.
• A Refresh button — reload to see the latest progress.
• Pagination and sortable columns (click a header to sort).

While loading you'll see a skeleton; if a fetch fails you'll see an error banner.

Step 4What the statuses mean

Batch (file) status:

You may briefly see a small "Generating Response…" note next to a finished batch while the downloadable results file is being prepared.

Step 5Open a batch to see every row ("View Records")

Click View Records on any upload. A window opens showing:

Summary cards at the top:

• Status, Total, Success, Failed.
• For Insurance ACH/Check batches, an extra Total Amount card appears.

A table of every record in the file:

Step 6Watching progress & refreshing

• A batch moves Pending → Processing → Completed as its records are handled in the background.
• The page does not auto-refresh. To see updated progress on a running batch, click the Refresh button.
• A batch is Completed once every row has been processed — even if some rows failed (those show in the Failed count and as Failed rows inside).

Step 7Reading results by upload type

The columns are the same, but here's what "Success" means for the common types:

• Enroll files (Reward/Expense/Payment/Disbursement) → each successful row means a card was created for that person.
• Assign Inventory files → each success means an inventory card was assigned and activated (and funds loaded, if your file had an amount).
• Invite Cardholder files (Payment) → each success means the invitation email was sent; this is where the identifier column shows Email.

A Failed row always shows a reason so you can fix that person's details and re-upload just those rows.

Where: Expense Hub

Menu item: Reimbursement and Load Cards

What this does: Lets you (a Manager/Admin) review the expense receipts your employees have submitted and decide what to do with each one — Approve it, Reimburse it (approve and move the money onto the employee's card), or Reject it. When you reimburse, the funds are transferred from your organization's account to the employee's expense card.

Who can use it: This page is for Admins and Managers. Loading/reimbursing moves real money, so spending limits and your organization's balance are checked along the way.

Before you start

Make sure you:

• Are logged in with a Manager or Admin role in the Expense Hub.
• Have enough organization balance to cover any reimbursements you plan to make.
• Know roughly which employees / date range you're looking for, to make searching easier.

Step 1Open the page

1. 1
   Log in to your account.
2. 2
   Go to the Expense Hub.
3. 3
   Click Reimbursement and Load Cards.

You'll see a search form at the top. The list of receipts appears after you search.

Step 2Search for receipts

Fill in the search filters to find the receipts you want to handle:

Then click Search.

Step 3Review the results table

A table lists the matching receipts, with columns such as:

• Employee name
• Transaction date
• Requested amount (what the employee asked for)
• Amount approved (shown, not editable)

Each row also has handy buttons:

• Receipt — view the uploaded receipt image(s).
• History — see the full audit trail for that receipt (who did what, when, and the status changes).
• Reset — undo a rejection (only available on already-rejected rows).

Step 4Choose an action for each receipt

Each row has three checkboxes. Pick the one you want for that receipt:

• Approve — Mark the expense as approved. No money moves — it's just a status change.
• Reimburse / Fund — Approve and transfer the funds onto the employee's card. (Ticking this automatically ticks Approve too — you can't reimburse without approving.)
• Reject — Mark the expense as rejected. (Ticking this clears Approve and Reimburse — they can't be combined.)

You can select several rows at once and mix actions across them.

Step 5Submit and review the confirmation screen

1. 1
   When you've made your selections, click the Submit / Reimburse button at the bottom.

   • It's only active when at least one row is selected and your org balance is enough to cover the reimbursements.
2. 2
   A confirmation / preview screen appears showing:

   • Every row you selected, with its action, amount, employee name, and RPID.
   • The total amount to be reimbursed.
   • Your available organization balance.
   • An optional checkbox to send per-payment notifications (off by default).
3. 3
   Review it, then click Submit (or Reset to clear your selections and start over).

What happens after you submit

The system processes each selected row:

• Approve / Reject → the receipt's status is updated.
• Reimburse → the money is transferred from your organization's account to the employee's card (a card-to-card transfer), and the receipt is marked paid.

Emails & notifications

When you submit, the system automatically sends emails:

• To the employee (cardholder) — depending on the action:
• Approved → a "Receipt Approved" email.
• Rejected → a "Receipt Rejected" email (includes your reason/note, if you added one).
• Reimbursed → a "Receipt Reimbursed" email (includes the transfer reference).
• To you (the manager) — a summary of the batch (each row's action, amount, and whether it succeeded).

Checking history

To see what happened to any receipt over time:

1. 1
   Click the History button on that row.
2. 2
   A window shows the audit trail — each entry's date/time, what happened (submitted, approved, rejected, reimbursed, or an error), the amount, the RPID, and who did it.