Admin
Notification Settings & Reminders
Topkey gives account admins two complementary tools for keeping your team informed: Notification Routes, which control who receives alerts for specific events, and Reminders, which automatically follow up with cardholders when transactions remain incomplete. Together, these settings help you reduce manual follow-up and keep your transaction data clean.
Notification Routes
Notification routes define which team members receive alerts when specific events occur in Topkey — such as a card being created, a bill being approved, or a payment being sent. Each route maps one event type to one or more recipients and delivery channels.
Navigate to Settings → Notifications → Routing to manage your notification routes.
How routes work
Each notification route connects three things:
- Event type — the action that triggers the notification (for example, Physical Card Created, ACH Payment Sent, Invoice Payment Failed, or Bill Approved)
- Delivery channel — how the notification is sent: in-app, email, or Slack (if your account has Slack configured)
- Recipients — who receives the notification: all admins, all cardholders, or specific named users
Enabling and disabling a route
Use the enable/disable toggle on any route to silence it without removing it. This is useful when you want to temporarily stop a notification without losing its configuration.
- Go to Settings → Notifications → Routing.
- Locate the route you want to change.
- Click the toggle next to the route to enable or disable it.
A disabled route is preserved with all its settings intact. Re-enable it at any time by clicking the toggle again.
Editing a route
You can update the delivery channel and recipient list for any existing route.
- Go to Settings → Notifications → Routing.
- Click the route you want to edit.
- Update the delivery channel(s) and/or recipient(s) as needed.
- Click Save to apply your changes.
An enabled route must have at least one recipient selected. If you remove all recipients, save the route as disabled until you are ready to assign new targets.
Adding a new route
If you need to direct an event type to additional recipients beyond what is currently configured, you can create a new route for that event type.
- Go to Settings → Notifications → Routing.
- Click New Notification Route.
- Select the event type you want to route.
- Choose the delivery channel(s): in-app, email, and/or Slack.
- Select the recipient(s): choose from roles (such as all admins) or specific users.
- Click Save to activate the route.
Use role-based recipients (such as "Admins") rather than named individuals wherever possible. This way, new admins automatically receive the relevant notifications without requiring manual route updates.
Deleting a route
If a route is no longer needed, you can permanently remove it.
- Go to Settings → Notifications → Routing.
- Locate the route you want to remove.
- Open the route's options and select Delete.
- Confirm the deletion when prompted.
Deleting a route is permanent. If you only want to stop notifications temporarily, disable the route instead of deleting it.
Reminders
Reminders automatically send follow-up messages to cardholders when their transactions remain incomplete after a set cadence. This reduces the need for manual outreach and helps keep your books up to date.
Navigate to Settings → Notifications → Reminders to configure your reminder preferences.
Reminder types
Reminders are organized into two categories: Approvals and Cards.
Unsubmitted Transactions (Approvals category)
Reminds cardholders about transactions that have all required fields filled out but have not yet been formally submitted for approval.
This reminder is only available when transaction approval is enabled for your account. If transaction approval is turned off, this reminder will be unavailable.
Card Compliance (Cards category)
Warns cardholders that their card may be locked if they do not complete pending transactions by the compliance deadline.
This reminder requires card lock settings to be enabled on your account. If card lock is not configured, this reminder will be unavailable.
Enable the Card Compliance reminder to fire before the card-lock threshold is reached so cardholders have time to act before their card is restricted.
Incomplete Transactions (Cards category)
Reminds cardholders about transactions that are missing required information — such as a receipt, memo, category, or property assignment.
Use Incomplete Transactions reminders as a proactive nudge before card-lock enforcement becomes necessary. This gives cardholders an opportunity to self-correct without disruption to their spending.
Configuring reminders
Each reminder type has its own enable/disable toggle and frequency setting.
- Go to Settings → Notifications → Reminders.
- Locate the reminder type you want to configure.
- Check or uncheck Enabled to turn the reminder on or off.
- Use the frequency selector to choose how often the reminder sends — Daily or Weekly.
- Click Save Preferences to apply your changes.
Weekly reminders send on Mondays. Daily reminders send every day until the transaction is resolved.
Frequently Asked Questions
Can I create a notification route for an event type that isn't listed? Notification routes can only be created for supported event types available in the New Notification Route form. If you do not see the event type you need, Contact Support to find out whether it can be added.
Why is the Unsubmitted Transactions reminder grayed out? The Unsubmitted Transactions reminder requires transaction approval to be enabled on your account. Go to your workflow settings to turn on transaction approval, and the reminder will become available. If you need help enabling this setting, Contact Support.
Can individual users control which notifications they receive? Yes. In addition to account-level notification routes, each user can manage their own email notification preferences, including the option to receive scheduled digest emails instead of individual per-transaction alerts. Each user manages this preference from their own profile settings at /user/email_digests/edit.