If you need to freeze/block users from the Volopay platform, follow these steps to terminate their account, temporarily or permanently.
Freeze a user
Go to the Manage > People tab.
Locate and click on the user you want to freeze.
Click on 'User settings'.
You will find the option to freeze the user.
If a user is present in an approval chain, you will need to remove them from the approval policy before you can freeze them from Volopay. Additionally, you'll be able to reassign or freeze the user's active cards.
Block a user
Go to the Manage > People tab.
Locate and click on the user you want to freeze.
Click on 'User settings'.
You will find the option to block the user.
If a user is present in an approval chain, you will need to remove them from the approval policy before you can block them permanently from Volopay. Additionally, you'll be able to reassign or block the user's active cards when you follow the block steps on your Volopay dashboard.
What happens to reimbursements?
If a user has a pending reimbursement (not approved), it will be canceled upon blocking of the user.
If a reimbursement has been approved and is ready for payment, it will still be processed.
What happens to transactions?
Transactions made by the blocked user will still be visible on your Volopay dashboard.
You can download these transactions in the CSV export and review them if necessary.
For accurate transaction records, it is recommended to use your accounting software as the source of truth.
Please note: Virtual and Physical cards will always be freezed/blocked with the cardholder. The freezed/blocked employee's transactions will still be applied to your next statement.
What happens to pending card requests?
Pending card requests for blocked users will be deleted upon their removal from Volopay platform.