Creating a Topkey Card

Topkey Visa debit cards let you give team members a dedicated spending card that pulls directly from your Topkey Deposit Account. You can issue a virtual card instantly for online and recurring purchases, or order a physical card that is mailed to the cardholder's address.

The Cards Hub

Select Cards in the left navigation to open the Cards hub. This is the central list of every card in your account.

From the Cards hub you can:

• Filter cards by type (Debit, Amex, or External), status, cardholder, or property using the All Types selector and Filters button.
• Select one or more cards using the checkboxes to perform bulk actions.
• Click any card row to open its detail panel.
• Click New Card to launch the card creation wizard.

Creating a Card

The card creation wizard walks you through four steps. Select New Card from the Cards hub to begin.

Step 1 — Choose a Card Type

Select one of the following:

• Virtual Debit — Available immediately after creation. Best for online purchases and recurring subscriptions.
• Physical Debit — A Topkey branded debit card mailed to the cardholder's address. Requires activation when it arrives.

Step 2 — Choose or Create a Cardholder

Select an existing cardholder from the list, or create a new one by entering their details inline:

• First and last name
• Email address
• Phone number
• Date of birth (required for regulatory compliance)
• Mailing address

Step 3 — Set Card Details

Fill in the following:

• Card Name — A descriptive label for the card (for example, "Marketing Card" or "Maintenance Team").
• Monthly Limit — The maximum amount the cardholder can spend in a calendar month.
• Daily Limit — An optional cap on daily spending. Leave blank for no daily limit.

You can also assign the card to one or more card groups at this step. Card groups control GL-code routing for transactions made on this card.

Step 4 — Review and Create

Review all the details you have entered. Once you confirm, the card is issued through Topkey's banking partner, Thread Bank, and the card record is created with its status, last four digits, and expiration date.

• Virtual cards are ready to use immediately.
• Physical cards are shipped to the cardholder's address and must be activated before use (see Activating a Physical Card below).

Activating a Physical Card

When a physical card arrives, the cardholder must activate it before it can be used.

1. Open Cards in the left navigation and select Debit Cards.
2. Click the card you want to activate.
3. Select Activate from the card detail panel.

The Card Detail Panel

Click any card in the Cards hub to open its detail panel. The panel has three tabs: Details, Cardholder, and Activity.

Details Tab

The Details tab shows:

• Card status (Active, Frozen, etc.), name, last four digits, cardholder name, and expiration date.
• Monthly Limit and Spend Total for the current month.
• Daily Limit, Groups, Classification, and Property Groups assignments.
• A Transaction Incomplete Reminders toggle — when enabled, the cardholder receives email reminders for any transactions that still need a receipt or category.

Available Actions

The following actions are available from the Details tab:

For virtual debit cards, a Show Card Details option is also available. This reveals the full card number and CVV through a secure display powered by Very Good Security (VGS).

SMS Transaction Notifications

On the Details tab, you can enable or disable SMS notifications for individual cards. When enabled, the cardholder receives a text message each time the card is used.

Transaction Incomplete Reminders

The Transaction Incomplete Reminders toggle on the Details tab controls whether the cardholder receives email reminders for incomplete transactions on this specific card. This setting is enabled by default.

Cardholder Tab

The Cardholder tab shows the personal details on file for the cardholder assigned to this card. You can edit the cardholder's name, email, phone number, address, and date of birth directly from this tab without leaving the card detail panel.

You can also invite the cardholder to create a Topkey login from this tab. Selecting the invite option sends them a welcome email with instructions to set up access.

Assigning a Cardholder to an Unassigned Card

If a card was created without a cardholder, an Assign Cardholder button appears on the card row in the Cards hub. Clicking it launches a step-by-step wizard that lets you select an existing cardholder or create a new one and link them to the card.

Property Permissions

Property permissions control which properties a card is associated with for transaction coding and reporting. There are three permission levels:

• Full — The card has access to all properties in your account.
• Limited — The card is not associated with any properties.
• Selected — The card is associated with specific properties or property groups that you choose.

To update permissions, open the card detail panel and select Property Permissions.

PIN Management

Debit cards support a cardholder-set PIN for in-person purchases. The cardholder can set or change their PIN from the card detail panel. If a card is reported lost or stolen, a replacement card is issued with a new card number and the cardholder will need to set a new PIN.

Reporting Lost or Stolen Cards

If a card is lost or stolen, open the card detail panel and select Freeze this Card immediately to stop new transactions. You can then use the available actions to report the card as lost or stolen, which will trigger a replacement card to be issued and mailed to the cardholder's address.

Managing Cardholders

Select Cards → Cardholders in the left navigation to see everyone in your organization who holds a Topkey card.

Each row shows the cardholder's name, how many cards they hold, their email address, and their assigned Topkey user account.

Click a cardholder's name to open their profile.

The cardholder profile shows:

• All cards assigned to this cardholder (on the Cards tab).
• Saved addresses (on the Addresses tab).
• Personal details in the right-hand panel: first name, last name, date of birth, email, and phone number.

Editing a Cardholder's Details

To update a cardholder's personal information, click the edit icon in the Details panel on their profile page. You can update their first name, last name, email, phone number, address, and date of birth.

Merging Duplicate Cardholders

If a cardholder appears in the list more than once (for example, from being added separately for different cards), you can merge the duplicates into a single record. To merge:

1. On the Cardholders list, select the checkboxes next to the duplicate records you want to consolidate.
2. Select the Merge bulk action.
3. Confirm the merge. All cards and transaction history from the duplicate records are moved to the primary cardholder record, and the duplicates are removed.

Frequently Asked Questions

What is the difference between freezing, archiving, and canceling a card? Freezing a card temporarily blocks all new transactions — you can unfreeze it at any time to restore access. Archiving removes the card from your active list and also freezes it, but the record is retained. Canceling permanently closes the card and cannot be reversed. Use freeze for temporary pauses, archive when a card is no longer needed but you want to keep the history, and cancel only when you are certain the card should be permanently closed.

Does creating a new cardholder automatically give them access to Topkey? Yes. When you create a new cardholder — either during the card creation wizard or from the Cardholders list — Topkey automatically creates a login for them. You can also manually send a welcome email invitation from the Cardholder tab on any card detail panel, which prompts them to set up their access.

Can I change which properties a card is associated with after it has been issued? Yes. Open the card detail panel, select Property Permissions, and update the permission level and property assignments at any time. Changes take effect immediately.

For additional assistance, Contact Support.