How to manage team member cardholders

View, filter, and take bulk actions on your team member cards — update statuses, assign groups, set spend policies, add funds, and send invites.

The Cards page is your central hub for managing all team member cardholders. From here you can view every card in your account, filter the list to find exactly who you need, and take bulk actions — like changing statuses, assigning groups, or adding funds — across multiple cards at once.

This article walks through the key capabilities available on the Cards → Team members tab.

Navigate to the Cards page

1. Log in to the Dashboard at dashboard.pexcard.com.

2. Open Cards from the sidebar menu.

3. Make sure the Team members tab is selected. You will also see tabs for Vendors, Batch operations, and Card orders.

The card list shows each team member’s name, last four card digits, group, spend policy, status, and current balance.

Filter your cardholders

Click the Filters dropdown at the top-left of the card list to narrow your view. The following filter parameters are available:

Filter	What it does
Cardholder name	Search by first or last name
Card number	Find a card by full or partial number
Card ID	Locate a card by its unique internal ID
Group	Show only cards in a specific group (e.g., Operational, Engineering)
Spend policy	Show only cards assigned to a particular spend policy
Status	Filter by Active, Inactive, Blocked, or Closed
Is virtual	Show only virtual or only physical cards
Has PIN?	Filter by whether a PIN has been set
Balance	Find cards within a specific balance range
Date issued	Filter by card creation date
Expiration date	Find cards expiring within a date range
Date last used	Filter by last transaction date
Is registered	Show registered or unregistered cardholders

Select a filter, set a value, and click Add. You can combine multiple filters to narrow your results. Click the ✕ next to any active filter to remove it.

Tip:

Use the Is registered filter to quickly identify cardholders who haven’t activated their accounts yet — useful before sending bulk invite reminders.

Select cards for bulk actions

Once your list is filtered (or unfiltered), select cards to act on:

• Click the checkbox next to individual rows to select them one by one.
• Click the header checkbox to select all visible cards at once. A count (e.g., “19 selected”) confirms your selection.

With cards selected, the action bar appears above the list with the following bulk operations: Status, Group, Spend policy, Add funds, Zero balances, Request physical, and Send invites.

Bulk actions

Bulk actions let you manage multiple cards at once, saving time and ensuring consistency. Here’s what each action does.

Change status

Click Status in the action bar to update the status of all selected cards. Choose from:

• Active — card is enabled and can be used for transactions
• Blocked — card is temporarily disabled; can be reactivated later
• Closed — card is permanently deactivated (cannot be undone)

Warning:

Closing a card is permanent. If you only need to temporarily suspend access, use Blocked instead.

Assign group

Click Group to assign all selected cards to an existing group, remove them from a group, or create a new one. Groups help you organize cardholders by department, project, or cost center.

• None — remove the current group assignment
• New group — create a group on the fly and assign selected cards to it
• Existing groups — pick from groups already configured (e.g., Engineering, Operational)

Assign spend policy

Click Spend policy to apply or change the spend policy on all selected cards. Spend policies control transaction limits, merchant category restrictions, and other spending rules.

• None — remove the current policy; cards use the account-level default rules
• Create new policy — build a new policy and apply it immediately to selected cards

Add funds

Click Add funds to load money onto all selected cards in a single step. Choose a preset amount or enter a custom value:

• Preset amounts: $20**, **$50, $100**, **$150, $200
• Custom… — enter any amount

Tip:

The Quick fund column on the card list lets you add funds to individual cards without opening the card detail page.

Zero balances and request physical

• Zero balances — set every selected card’s balance to $0.00. Funds are returned to your PEX business account.
• Request physical — request physical cards for selected virtual cardholders.

Send invites

Send registration invites to unregistered cardholders in bulk:

1. Select the cardholders you want to invite (or select all).

2. Click Send invites in the action bar.

3. A confirmation dialog appears. Review the message — invites will only be sent to unregistered cardholders. Already-registered cardholders will be counted as “Failed” on the Batch Operations page.

4. Click Send invites to confirm.

Track your batch operations

Every bulk action you trigger is logged on the Batch operations tab at the top of the Cards page. Navigate there to check whether an operation is still in progress, completed successfully, or had any failures. This is especially useful after sending invites, so you can see how many succeeded versus how many were already registered.

Best practices

Tip:

Filter first, then act. Combine the “Is registered” and “Status” filters before sending invites — this ensures you’re targeting only active, unregistered cardholders and avoids unnecessary failures.

Tip:

Use groups strategically. Assign groups by department or project so you can quickly filter and fund the right cards during budget cycles.

Tip:

Review Batch operations regularly. After any bulk action, check the Batch operations tab to confirm everything completed as expected.

Still have questions? Reach out to your account manager or contact PEX Support.