A Team is a list of users, each identified by their email address. Teams are a way to group different types of users, link them to a Card Pool, and apply restrictions to each Team.
For example, you may have different Teams for different projects, or for different levels of employees. This way, you can set different approval bands and maximum monetary limits for different groups of users.
You can create a Team from the Teams page. Click Create to start creating a new Team.
You can enter a Team Name and a Friendly Name. The Friendly Name is the name that will be visible to Team Members in the Visa Commercial Pay App. The Team Name needs to be unique. If a Team already exists with the same name, you will not be able to create it.
Choose the Card Pool to link to the team from the dropdown menu. When you select a Card Pool, the Card Issuer, Card Scheme, and Billing Currency details for that Card Pool will be shown.
The Card Pool must be configured as either Multi Type or Generic for it to be available for use within Visa Commercial Pay Control.
Click Create, and the Team is created. You will now need to add the Team to any relevant Approval Bands and add any Custom Data Fields for that Team.
You can add Team Members in Visa Commercial Pay Control at a Team level.
To add a Team Member, you must provide the following information:
Email Address (mandatory)—the email address used during registration for the Team Member.
Activation Date (optional)—a date (operating in UTC/GMT) when the Team Member can access the Team. This can be left blank, which will grant the end user immediate access once they are registered.
Deactivation Date (optional)—a date (operating in UTC/GMT) when the Team Member will no longer be able to view any of the associated Team data within their app. For instance, if you had added a contractor, the contractor will no longer be able to view any past cards or create new cards. You can also use this field to deactivate users at any time by setting the date in the past.
Approval Band (mandatory)—a selection of Approval Bands which can be assigned to the Team Member.
Send Invite Email (optional)—if the Team Member is not yet registered, Visa Commercial Pay will send an email to the Team Member's email address that you provided, inviting them to register.
Team Administrator (optional)—you can apply this to grant the Team Member additional privileges within the Visa Commercial Pay App.
Dependent on the Team configuration, Visa Commercial Pay Control may also prompt for additional Profile level Custom Data Fields that can be associated to the Team Member. For instance, if a cost centre or employee ID needs to be captured at this level, it can be configured here.
When you have completed the form, click Add Team Member.
If the Team Member details you entered were successfully matched to an existing Visa Commercial Pay App user, a notification is sent to the Team Member confirming their membership of a new Team.
Whenever a Team Member is added to a Team, all Corporate Administrators are notified by email.
If you have a large number of Team Members to add, Visa Commercial Pay Control allows you to bulk upload users rather than adding them all individually.
You can bulk upload users from the Team page.
To do this, you need to provide a CSV file with a maximum of 1000 rows (maximum of 1000 Team Members per file). The file itself can have its data columns in any order, and can contain additional non-relevant columns.
The standard fields the file can contain are:
Email Address (mandatory)
Activation Date (optional)
Deactivation Date (optional)
Approval Band name (optional)
The file may also contain additional columns reflecting the custom data fields that need to be captured for the user, such as Employee ID.
The top row of the file should contain column headers.
Once you have identified the file from step 1 of the bulk upload process, continue to step 2 to identify the column mapping.
You can also toggle the option to automatically send invite emails to the email addresses which have not yet registered for the Visa Commercial Pay App.
When you have completed the form for Step 2, click Continue. At this point, the file will be processed and Team Members will be matched with end users where possible.
All Corporate Administrators will receive an email notifying them of the additional Team Members.
Anyone can register for a Visa Commercial Pay App user account independent of any specific corporate customer, however, features are only made available when their account is linked to a Team by a corporate customer.
It is the Corporate Administrator who uses Visa Commercial Pay Control to extend access of their account to a registered end user. The link is created using the Team Member's email address. The email address associated with an end user's account must be verified as part of the registration process, before the account can be linked.
If you add a Team Member (using their email address) to a Team before the end user is registered, the account will be linked when their email address is verified via the registration process.
Corporate Administrators can deactivate a Team in Visa Commercial Pay Control. When a Team is deactivated all Team Members will no longer be able to access historical data related to the deactivated Team in the Visa Commercial Pay App.
A Team can be reactivated using the same toggle option within a Team.
When a Team Member is created, an automatic link is attempted between existing user records on all Visa Commercial Pay platforms and the Team Member's email address.
If there is more than one user with that email address across all platforms, an automatic link cannot be created. The Corporate Administrator will be prompted to manually select which user record to link to the Team Member.
Click Copy button when viewing a Team to create a new Team with the following configuration elements duplicated to the new Team:
Associated Approval Bands
Custom Data Field Template
You can associate the new Team with either the existing Card Pool or an alternative.
You will need to provide a unique name for the new Team. You cannot save a Team with a duplicate name.