Once you submit your Reap account application, you can track it directly from your dashboard. This article explains where to find your status, what each status means, and what action (if any) you need to take.

Overview

When an employee leaves your company, it is important to secure their Reap card access and clean up their profile right away. This article walks you through each step, from freezing their card immediately to removing their profile from the dashboard.

Jump to

• Step 1: Freeze the card immediately
• Step 2: Back up their transactions
• Step 3: Check if the profile can be deleted
• Step 4: Contact Reap if they are a Business Representative or Owner
• Frequently Asked Questions
• Contact our Support Team

Step 1: Freeze the card immediately

As soon as you know an employee is leaving, freeze their Reap card to prevent any new transactions from going through.

1. Log in to your Reap dashboard at https://dashboard.reap.global/login.
2. Go to Cards and open the departing employee's card.
3. Click Freeze card.

💡 Note: Freezing the card does not delete the employee's profile or their transaction history. It only prevents further transactions on the card.

Step 2: Back up their transactions

Before deleting the employee's profile, save their transaction history. Once a profile is deleted, this data may no longer be accessible from the dashboard.

You can back up their transactions by doing one of the following:

• Sync to your accounting integration: If your Reap account is connected to an accounting platform, sync the employee's transactions first.
• Export transaction history: Go to the employee's card transactions and export a full record as a backup file.

Step 3: Check if the profile can be deleted

Not all profiles can be removed directly from the dashboard. Before attempting to delete the employee's profile, check their role.

1. Go to Team > Members.
2. Locate the employee's profile.
3. If they are not listed as a Business Representative or Business Owner, you can delete their profile directly from the Members tab by clicking Remove.

Step 4: Contact Reap if they are a Business Representative or Owner

If the departing employee is listed as a Business Representative or Business Owner, you cannot remove their profile without Reap's involvement. Their role is tied to your account's compliance records, and additional checks are required before the profile can be safely removed.

Reach out to the Reap support team before the employee leaves to allow enough time to process the removal.

⚠️ Important: Do not wait until after the employee has already left. Contact us as early as possible so we can complete the necessary verification steps before their departure.

Frequently Asked Questions

Can I unfreeze the card after freezing it?

Yes. Freezing is reversible. You can unfreeze the card at any time from the card details page using the same Edit Card menu. That said, if the employee has already left, we recommend keeping the card frozen or canceling it entirely.

What happens to transaction history when I delete a profile?

Transaction history may no longer be accessible through the dashboard once a profile is deleted. Back up their transactions by exporting them or syncing to your accounting integration before deleting the profile.

What is the difference between freezing a card and canceling it?

Freezing temporarily stops all transactions and can be reversed. Canceling a card is permanent and cannot be undone. We recommend freezing the card first, then canceling it once you have confirmed their transaction history is backed up.

The employee has already left and I did not freeze their card. What should I do?

Freeze the card immediately from the dashboard. If you notice any unauthorized transactions after the employee left, contact our support team right away.

Contact our Support Team

If you have questions or need assistance, contact our support team via the Live Chat in the Reap Dashboard (bottom right corner) or email us at hello@reap.global

For more information, visit Know who to talk to at Reap.