Cards and spending controls

An overview of how to manage cards, spending controls, and user access in Geotab Fleet Card.

The Cards and Spend policies sections in Geotab Fleet Card are where card issuance and spending rules are managed. Spend policies should be set up before cards reach drivers.

Groups

Groups sync from MyGeotab to Geotab Fleet Card, along with the drivers and vehicles in those groups. To update this information, make the changes in MyGeotab:

  • Drivers: People > Users & Drivers

  • Vehicles: Assets

  • Groups: Groups & Rules > Groups

Cards

Additional cards can be issued through the Cards section:

  • Physical cards are the standard option and arrive in 7 to 10 business days.

  • Virtual cards are for urgent cases where a driver needs access right away.

Spend policies

Spend policies are created on their own and applied to groups or cards as needed.

  • If a card is in a group with a spend policy, the group policy takes priority.

  • Groups sync from MyGeotab and apply to the card program automatically. A manual sync can also be started from the Data Sync tab in the Settings section on the Geotab Fleet Card.

  • Cards with no policy follow the default spend policy.

Setting up the default spend policy

Learn how to set up a default spend policy for cards not assigned to a group.

The default spend policy applies to cards not in a group.

  1. Navigate to Geotab Fleet Card in the main menu.
  2. Go to Spend policies.
  3. Select Default from the list.
  4. Click Edit.
  5. In the Overall spend limits section, set the per-transaction, daily, weekly, and transactions-per-day limits.
  6. Confirm that Driver unlock and Telematics security are both turned on.
  7. Click Save changes.

The default spend policy is now updated.

Setting up a custom spend policy

Learn how to create a custom spend policy in Geotab Fleet Card.

Custom spend policies define spending rules for specific groups or cards. Policies are saved to a library and can be applied to any group or card at any time.

  1. Navigate to Geotab Fleet Card in the main menu.
  2. Click Spend policies.
  3. Click Create new spend policy.
  4. Enter a name for the policy and optionally a description.
  5. Set the overall spend limits, per transaction, daily, weekly, and transactions per day.

    Transactions per day limits the number of purchases allowed in a day, not the dollar amount.

  6. Turn on Driver unlock and Telematics security.

    Driver unlock: The card must be unlocked in the Geotab Drive app before each use.

    Telematics security: Checks that the vehicle is at the merchant when the card is used.

  7. Click Manage categories, then toggle on the categories your fleet is allowed to spend in.
  8. Set the days and times when cards can be used. Turn on the toggle for each applicable day, then select All day or Time range.
    Note: Times are shown in Pacific Time (PT).
  9. Click Save to library.

The policy is saved to the library and ready to be applied to groups or cards.

Ordering physical cards

Learn how to order physical cards for drivers in Geotab Fleet Card.

Physical cards are the standard card type and can be ordered when needed.

  1. Navigate to Geotab Fleet Card in the main menu.
  2. Go to Cards.
  3. Click Order Cards.
  4. Select Fuel Card, then click Continue.
  5. Select Physical Card, then click Continue.
  6. Enter the number of cards needed and your shipping address.
  7. Choose a shipping option.
  8. Review the order, then click Place Order.

The order is placed. Cards are shipped to the specified shipping address.

Issuing a virtual card

Learn how to issue a virtual fleet card for an urgent need in Geotab Fleet Card.

Virtual cards give drivers instant access when there is no time to wait for a physical card. Only issue a virtual card for urgent situations such as a new driver who needs to get on the road, or to replace a lost or stolen card.

Important: A virtual card has its own card number. It is not a digital copy of a physical card. If a physical card is later ordered for the same driver, deactivate the virtual card.
  1. Navigate to Geotab Fleet Card in the main menu.
  2. Go to Cards.
  3. Click Order Cards.
  4. Select Fuel Card, then click Continue.
  5. Select Virtual Card, then click Continue.
  6. Confirm the phone number.

    This is the phone number provided during the application process.

  7. Enter the verification code.

The virtual card is issued. The driver can add it to their mobile wallet right away and use it where contactless payment is accepted.

Activating and assigning a card

Activate a physical card and assign it to a driver, vehicle, or group.

Cards must be activated before use. It is highly recommended to assign each card to a driver or vehicle. This links each purchase to the right person or vehicle for reporting.

Activate the card
  1. Navigate to Geotab Fleet Card in the main menu.
  2. Go to Cards.
  3. Select the card.
  4. Click the Actions menu (⋮), then select Activate card.
Assign the card
  1. Click Edit card.
  2. Assign the card to a driver, a vehicle, a group, or any combination.
  3. Click Save changes.

The card is active and ready for use. Any driver, vehicle, or group assignment made is saved to the card.

Next steps: After assigning the card, apply a spend policy based on its assignment:

Applying a spend policy to a group

Learn how to apply a spend policy to a group in Geotab Fleet Card.

Groups sync from MyGeotab. Applying a spend policy to a group means all cards in that group follow the same spending rules. Group policies take priority over policies set on individual cards.

Important: A user assigned to a group can access only the cards assigned to that group. A user who is not assigned to a group can access all cards.
  1. Navigate to Geotab Fleet Card in the main menu.
  2. Go to Groups.
  3. Select the group to update.
  4. Click Apply policy to cards.
  5. Select the policy you want to apply to this group.
  6. Click Save changes.

The policy is now applied to the group. All cards in the group follow the new spending rules.

Applying a spend policy to a card

Learn how to apply a spend policy to a card in Geotab Fleet Card.

Applying a spend policy to a card sets spending rules for that card. If the card belongs to a group with a policy, the group policy takes priority.

  1. Navigate to Geotab Fleet Card in the main menu.
  2. Click Cards.
  3. Select the card to update.
  4. Click Edit card.
    Result

    A side panel is displayed.

  5. Under Spend Policy, select a policy from the dropdown list.
  6. Click Save changes.

The policy is applied to the card.

Why is a vehicle, driver, or group missing from the Geotab Fleet Card page?

A vehicle, driver, or group added in MyGeotab may not appear in Geotab Fleet Card right away.

A recently added vehicle, driver, or group does not appear on the Geotab Fleet Card page.

Data syncs from MyGeotab once a day. Changes made less than 24 hours ago may not have synced yet.

Option 1: Sync immediately

  1. Navigate to Geotab Fleet Card in the main menu.
  2. Go to Settings.
  3. Click the Data Sync tab.
  4. Click Sync now.

Option 2: Wait 24 hours

Wait up to 24 hours for the data to sync.

Why was a card declined?

Card declines can have several causes. Most can be checked and resolved in Geotab Fleet Card.

A driver's card was declined.

Card is inactive

The card is set to Inactive.

  1. Navigate to Geotab Fleet Card in the main menu.
  2. Go to Cards, then select the card.
  3. Ensure the status is set to Active.

Card was not unlocked

The driver did not unlock the card in the Geotab Drive app before using it.

Spend limit reached

A spend limit has been reached (per transaction, daily, or weekly).

Purchase category not allowed

The purchase category is not allowed for this card.

Outside operational hours

The purchase took place outside the card's operational hours.

Deactivating a card

Learn how to deactivate a card in Geotab Fleet Card.

Deactivating a card immediately stops it from being used. Use this when a driver leaves the company, or if a card is lost or stolen.

  1. Navigate to Geotab Fleet Card in the main menu.
  2. Go to Cards.
  3. Select the card to deactivate.
  4. Click the Actions menu (⋮) and select Deactivate card.

The card is now deactivated and cannot be used.

Note: The physical card does not need to be returned. It can be destroyed and discarded.
Next steps:

  • If the driver is leaving the company, deactivate them from MyGeotab as well. Deactivating in MyGeotab does not stop the card from working.

  • If the card needs to be replaced, order a new one. See Ordering physical cards.