Permission Required: Users with the Admin Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
The ability to freeze or block a user is crucial for maintaining security, compliance, and financial control within an organization. This feature allows administrators to quickly respond to potential security threats, such as unauthorized transactions or suspicious activities, by immediately suspending a user’s access to financial resources.
Additionally, it helps in managing user access when employees leave the company or change roles, ensuring that only authorized personnel have access to sensitive financial information. By being able to promptly freeze or block a user, organizations can protect themselves from fraud, mitigate risks, and uphold the integrity of their financial operations.
How to 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.
Note: 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.
How to 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.
Note: 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.
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.