A department is a group of Bento cards with a department lead assigned by an admin or business owner. This makes it easier to categorize all cards and delegate more control to employees who can help with day-to-day management of expenses.
Admins and business owners can assign an employee (must have an employee card) as department lead who can manage (or only view) the cards and transactions under their department. At any time, new or existing cards can be added to any department or left unassigned.
Full-access admins and business owners still retain full control over all aspects of the account, including departments. Department leads with full-access also have authority to add cards to their department.
For example, if you want your marketing manager to be responsible for all Bento cards used for marketing spend, simply create a marketing department and designate her as a full-access department lead. Now, upon logging in, she will be able to control all the marketing-related Bento cards you've added to this department, as well as manage transactions and add or remove any card. At any time, you can change her access from “full” to “view only”, so that she’s able to use the cards and generate reports but not edit any controls.
To create a new department, click on the account icon in the upper right corner of your screen for the dropdown menu and select "Department Settings". Once on the Department Settings page, type the name of the department first, and then press the "Create" button. You can also update the name of any existing department:
Assigning Cards to Departments:
When you create a new card or edit an existing card in the Cards tab, there will be an option to select which department this card belongs to. You can also create a new department here (see image below). You can always come back and change this information for any card.
Please note: Each card can only belong to one department.
Assigning Department Lead:
Assigning a department lead is optional but recommended since it's what makes this feature useful and delegates control to more of the staff and control their access. In the card's settings, to the right of the assigned department, toggle the "Department Lead" button to ON.
Please note: There can only be one department lead for each department. Only employees with employee cards can become department leads.
Business owners and admins with permission access can change a card's department at any time. This is especially helpful if a cardholder has changed teams or supervisors, and needs their activity to reflect in their new department.
Simply navigate to the Cards page and select Manage next to the desired card/user. Choose Cardholder Info and then use the Department drop-down menu to select the new Department and click Save.
Managing Transactions and Cards by Departments:
Business owners and admins with permission access are able to filter and export their transactions by departments. Simply navigate to the Transactions page and toggling the Filter options on the left side of the screen:
Business owners and admins with permission access are able to filter cards by departments on the Cards page: