How to create a new card under a budget
On your Aspire dashboard, click "Budgets" in the left navigation bar (web app) or click "Menu" and choose "Budgets" (mobile app).
Click on the budget you'd want to add the card to.
Click on "Issue a card".
Click on the user you would like this card to be for.
Fill out the card particulars and information.
Click on "Confirm" and then "Issue Card".
The card will automatically appear in the card section.
An email will be automatically sent to the user that a new card has been assigned to them.
How to link an existing card to a budget
On your Aspire dashboard, click "Cards" in the left navigation bar (web app) or click "Menu" and choose "Cards" (mobile app).
Select the card that you want to link to a budget.
Click on the "Budget" field and select the desired budget to associate the card with.
Once done, click on "Confirm"
How to unlink a card from a budget
Admin and Budget Owner can unlink an Aspire card from a budget by following the steps below:
On your Aspire dashboard, click "Cards" in the left navigation bar (web app) or click "Menu" and choose "Cards" (mobile app).
Select the card you want to unlink from its current budget.
Click "Edit".
Navigate to the "Budget" field.
You have two options:
Select "No budget", or
Select a different budget from the dropdown to reassign the card while unlinking it from the current budget.
Click "Update card".
What happens to cards when a budget is frozen or expires?
When a budget is frozen (either manually or due to expiry), all cards linked to that budget are automatically frozen. Admins and Budget Owners can unfreeze and reuse these cards later without needing to issue new ones.
Understanding budget freeze scenarios
Manual freeze: When an admin clicks "Freeze budget" on the budget detail page, all linked cards are frozen.
Budget expiry: When a budget reaches its expiry date, all linked cards are frozen automatically.
User access revoked: When a user's access to a budget is removed, their cards linked to that budget are frozen.
How to unfreeze cards from a frozen budget
Option 1: Reactivate the budget and unfreeze all cards
Admin and budget owner can reactivate and unfreeze all cards by following the steps below:
On your Aspire dashboard, click "Budgets" in the left navigation bar (web app) or click "Menu" and choose "Budgets" (mobile app).
Navigate to the frozen budget and click "Unfreeze budget".
Edit budget details if needed, then click "Unfreeze budget" on the final screen.
A pop-up will appear asking if you want to unfreeze linked cards.
Click "Unfreeze all cards" to immediately reactivate all cards linked to this budget.
Option 2: Reassign cards to another active budget
Admin and Budget Owner can unfreeze specific cards without reactivating the entire budget by following the steps below:
On your Aspire dashboard, click "Cards" in the left navigation bar (web app) or click "Menu" and choose "Cards" (mobile app).
Select the frozen card you want to unfreeze.
Click "Unfreeze" on the card detail page.
In the pop-up, click "Reassign & unfreeze card".
Select a new active budget from the dropdown menu.
Click "Unfreeze card" to complete the process.
The card will now be linked to the new budget and ready to use.
How to prevent cards from freezing (for cards linked to freezing budgets)
Option 1: Update the budget freeze date
To avoid cards freezing in the future, Admin can update the budget's freeze date:
On your Aspire dashboard, click "Budgets" in the left navigation bar (web app) or click "Menu" and choose "Budgets" (mobile app).
Select the budget with the warning icon.
On the budget detail page, click the clickable banner at the top.
Click "Update budget freeze date" on the banner or warning pop-up.
Select a new freeze date from the calendar.
Click "Update budget".
The budget freeze date will be updated, preventing automatic card freezing on the previous date.
Notes:
Budget owners cannot update budget freeze dates directly. Instead, they'll need to submit a budget edit request.
Budget Members cannot update budget freeze dates and should contact their Admin or Budget Owner to request a freeze date update.
Option 2: Unlinking cards from freezing budget
To avoid cards freezing in the future, Admin and Budget Owners can unlink the cards from the existing budget:
On your Aspire dashboard, click "Cards" in the left navigation bar (web app) or click "Menu" and choose "Cards" (mobile app).
Select the card with the warning icon that you want to unlink.
On the card detail page, click the clickable banner.
Click "Unlink card from budget".
The card will be unlinked from the freezing budget and will not freeze when the budget reaches its freeze date.
Note: Budget Members cannot unlink cards and should contact their Admin or Budget Owner for assistance.
Important Notes
Cards are frozen, not cancelled: Frozen cards retain their details and can be reactivated.
Admin and Budget Owner permissions: Only admins and budget owners can unfreeze cards linked to frozen budgets, update budget freeze dates, and unlink cards. Budget members cannot perform these actions and must contact their admin or budget owner for assistance.
Warning notifications: When freezing a budget or revoking user access, you'll receive warnings about cards that will be frozen, including the count of physical and virtual cards affected.
Bulk unfreezing: After unfreezing a budget, you can choose to unfreeze all linked cards at once or handle them individually.
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