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Month: March 2021

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Cards

Ordering a personal card

Play Video
  1. Settings – Cards – Order card (top centre).
  2. Select Personal Card and Order.
  3. Fill in the necessary details, select the delivery address and click on Order Card.

Order a team card

Play Video
  1. Settings – Cards – Order card (top centre).
  2. Select Team Card and Order.
  3. Fill in the necessary details, select the delivery address and click on Order Card.

Card settings

  1. Section Settings – Cards – select the card you want to set up.
  2. Click on Settings icon and select Edit Settings.

Recharging the card

  • Manual – the user must send a request to recharge the card.
  • Automatic – the card is automatically recharged to the specified amount when it falls below the specified threshold. Turning the option on/off also sets the limit for a given time period (week or month).
  • Regular – the card will be topped up to a specified amount every week or month.

Allowed card transactions

  • ATM withdrawals – prohibits/allows withdrawals from ATMs in the Czech Republic and abroad.
  • Merchant payments – prohibits/enables merchant payments.
  • Online payments – prohibits/enables online payments.

Restriction of payment card functionality

  • For transport-related payments only – once activated, it limits merchant payments to only those associated with transport (toll gates, petrol stations, parking meters, etc.).
  • Restrict card use to selected days only – once activated, you can tick the days you want the card to be used.

Setting up approvals on the team card

The approval setting on the team card overrides all other settings. This means that when a user swipes a team card, the approval of expenses follows the settings on the card. When ordering, the card is automatically set to approve at the company level.


  1. Settings – Tabs
     – tab
    Approvals.
  2. Choose
    Individual settings.
  3. Fill in the necessary fields and
    Save
    .

Fidoo Cards FAQ

If you wish to cancel the card you have just ordered, you can do so by blocking the card no later than 21:00 on the day you ordered it. This card will not go into production. Contact the Client Care Centre for a refund of the card production fee.

This is an auxiliary identifier that only appears in the application and the expense report. This element will not be embossed on the card and can be changed at any time. This is often the case, for example. employee number or vehicle registration number.

A card manager is a user who can pass a team card to another user in the application. At the same time, they can see in Team Finance → Cards → Transactions all the movements on the managed card and which person made the transaction. It can also charge/discharge, lock or block the card at any time and set its parameters

The card top-up approver approves or rejects top-up requests. The administrator can modify the card (charge/discharge it, change its settings, modify the automatic recharge scheme and limits). The cardholder is the only one who can physically handle the card – pay (even online) or view the PIN.

You cannot set a daily limit on the card within the app, it is determined by the amount loaded on the Fidoo card.

Top-up funds are on the card immediately after top-up (if you have sufficient funds in your Fidoo account). The withdrawal is made immediately back to your Fidoo account.

The card is usually shipped the next business day after ordering/renewal, delivery time is 5 – 7 business days. The card is sent by ordinary letter, the condition for delivery of the card is a properly marked mailbox of the recipient.

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Creating and setting up a user

Create a new user in Fidoo

  1. Settings – People – Add user (top centre).
  2. Fill in all fields and select whether this is a user with/without access to the application.
  3. If you are using dynamic user management, select whether you want the user to be active or deactivated.
  4. Enter Add user.

Bulk import of users

  1. Section
    Settings – People
    .
  2. Click on and select
    Import user
    .
  3. Download and fill in the prepared sample file. Rules for importing users
  4. Click on
    Select File
    , find it on your computer and select
    Import
    .

Login details for users

Each new user will receive an activation email that is valid for 30 days. You can send a new activation email from the app at any time. If the option to forward the activation email does not appear in the app, the user’s account is already active.

  1. Settings – People – click on the person you want to send the email to.
  2. Click on the Send Activation Email link.

Super user - user settings in multiple companies

  1. Settings – People – Add user (top centre).
  2. Specify the email that the user uses to log in to the application and wait for uniqueness verification.
  3. Confirm with the Add user button.

Approval settings

  1. Section
    Settings – People
     – click on the user you want to set up approval for.
  2. Select the Approval tab (right side of screen) –
    Individual settings
    .
  3. Select the approval option, approver from the list of users, and confirm with the Save Settings button.

Setting up a crowd

  1. Section
    Settings – People
     – click on the user you want to set up the shortcut for.
  2. Select a tab
    Advocate
     (right side of the screen) –
    Add Shortcut
    .
  3. Select a shortcut from the list of users, enter the time of the shortcut, and confirm with the
    Set up
    .

Setting up notifications in a queue

  1. Section Settings – Company – Notifications.
  2. In the section Advance by scroll bar to enable/disable sending notifications to the representative, and Save.

Frequently asked questions to users

Like the approver, the team manager has a visible Team Finance agenda (with the addition of cards and cash) and can see Teams in the settings. However, he cannot edit them.

In Team Finances, the manager can then find an overview of everything his team members have in their My Finances agenda. All their cards, expenses, cash and assignments. This gives him a complete overview of what’s going on in his team.

The user’s phone number can be changed by the Main Application Administrator.

  1. InSettings → People, select the user whose number you want to change.
  2. On the right side of the screen, you will see the user detail and the Profile tab.
  3. Click on the green text Edit profile and a window will open where you can change the phone number.

The phone number is used to log in to the app and also for online payments as a security feature, so-called. 3D secure SMS.

The master administrator can change the user’s rights in the web application.

  1. InSettings → People, select theuser whose rights you want to override.
  2. On the right side of the screen, you will see the user detail and a button with three dots.
  3. When you click this button, a sheet appears, and you click Edit Rights.
  4. In this interface, you can see what rights can be set for the user and what actions the user will be able to perform with the appropriate rights settings.
  5. Select the rights package and save the selection.

To change or edit a user’s name, you need to re-identify the user. Settings – People – via select Identify User. In order to modify the identification, it is necessary to have all the user’s identification data.

A user without the app will not be able to use either the web or mobile app. However, he can use the Fidoo card in a limited mode (online payments cannot be processed).

A deactivated user will not be able to use the web or mobile app and cannot order a payment card. If he has the card, it will be locked and cannot be used during the deactivation period. There is no monthly fee for such a user.

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Managing changes in approval

Adjustment of approval at company level

  1. Section Settings – Company – Approval.
  2. Select the approval method, levels, and select an approver from the list of application users.
    Change of approval on the company
  3. Confirm with the Save settings button.
    If you want to set up consistent approvals for all users, teams, and projects at the company level, proceed as follows:
  4. Click Override all individual settings.
  5. Confirm with the Override all settings button.

Modifying team-level approvals

  1. Settings – Teams – select the team you want to edit.
  2. Approval tab.

  1. Edit levels and approvers and Save settings.
    If a team member has individual user-level approvals set up, you need to override all of these settings to team-level approvals. After saving the settings, continue:
  2. Click the Override all individual settings box and confirm with the Override settings button.

Modification of project level approval

  1. Section Settings – Projects – select the project you want to edit.
  2. Approvers tab.

  1. Edit levels and approvers and Save settings.

Approval Management FAQs

Setting approvers at the company level is used if you do not have an approver set on the project and/or if you have set “approvals are governed by company level settings” on the project.

Follow the instructions below to set up individual user approval.

  1. In Settings → People , click on the user for whom you want to set up approval.
  2. After selecting a user, the user detail with the Approvals tab appears on the right side of the screen.
  3. In this tab, you select the Individual Settings option and override it according to your requirements.
  4. Since the settings of the cards are based on the settings on the users, this change is immediately written into the personal card settings of the users.
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Project management and changes

Modification of the project

  1. Section Settings – Projects – select the project you want to edit.
  2. Click on
    Settings icon
     and select Edit Project.
    Modification of the project
  3. Edit the necessary data and Save the project.

Project activation/deactivation

  1. Section Settings – Projects – select the project you want to edit.
  2. Click on
    Settings icon
     and type Activate/deactivate project.

Deleting a project

  1. Settings – Projects – click on the project you want to delete.
  2. Click on
    Settings icon
     and select Delete Project.
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Vehicle management

Vehicle activation/deactivation

  1. Section Settings – Vehicles – click on the vehicle you want to activate/deactivate.
    The vehicle is active:
  2. Click on  and select Deactivate vehicle.
    The vehicle is deactivated:
  3. Click on and select Activate vehicle.

Vehicle modification

  1. Settings – Vehicles – click on the vehicle you want to edit.
  2. Click on the green Edit sign (right side of the screen).
  3. Edit the required data and Save.

Deleting a vehicle

  1. Section Settings – Vehicles.
  2. Click on the vehicle you want to delete and via select Delete vehicle.
  3. Confirm with the button Delete.

Export of vehicles

  1. Section Settings – Vehicles .
  2. Set the filter and click on
  3. ChooseFormat and click on Export.
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Management and changes to assignments

Changes to meal allowance rates

The meal plan cannot be changed, only a new one can be created with the earliest date of validity from the day after its creation. This setting is valid until it is replaced by a new setting.

  1. Section Settings – Credits- Meals – Create new (top right).
  2. Write the name and select the validity, add the new domestic meal allowance rates.
    You can adjust the foreign meal allowance:
    a. Bulk – enter the percentage of the meal allowance and select Recalculate.
    b. Individually – in the search box, type the country for which you want to adjust the meal allowance. Also change the rate for the selected country.
    Meal allowance rates
  3. Save.

Changes to pocket money rates

  1. Section Settings – Honours – Pocket Money.
  2. Choose to calculate your pocket money before or after the reduction of foreign diets.
  3. Enter the percentage of your pocket money and select Recalculate.
  4. Save.
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Managing and changing teams

Adding members to the team

  1. Settings – Teams – select the team you want to edit.
  2. Click on Settings icon and select Add Team Members.
  3. Check the users you want to add and select Add Selected.

Adding users to your team

Change manager or team name

  1. Settings – Teams – select the team you want to edit.
  2. Click on Settings icon and select Edit.
  3. Edit the name or select another manager from the list of users and Save Changes.

Change team settings

Deleting a team

  1. Settings – Teams – select the team you want to delete.
  2. Click on Settings icon and select Delete Team.
  3. Confirm with the Delete team button.
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Managing and changing cards

Card renewal

  1. Tasks section – click the Renewal Card Acceptance Confirmation task and Open.
  2. Check both confirmation boxes and Confirm.

To change the card settings

  1. Settings – Tabs – click on the tab you want to edit.
  2. Click on :trojrypák: and select Show settings.
    Card settings
  3. Edit the tab settings and Save.

Change merchant payment and ATM withdrawal settings for multiple cards

  1. Section Settings – Tabs – tick the tabs you want to change.
  2. Click on :trojrypák: (bottom centre) and select Allow/Disallow merchant payments or ATM withdrawals and confirm with OK.
Bulk change card settings

Bulk change of payment settings at merchants and ATM withdrawals

  1. Settings – Tabs.
  2. Click on :trojrypák:select Allow/disallow merchant payments or ATM withdrawals and confirm with OK.

Lock/unlock one card

  1. Settings – Tabs – click on the tab you want to lock.
  2. Click on Lock/Unlock Card (top right), or tick the Discharge Card at the same time checkbox and confirm with the Lock/Unlock button.
Locking the Fidoo card

Lock/unlock multiple cards

  1. Settings – Tabs – tick the tabs you want to lock.
  2. Click Lock/Unlock Selected (bottom centre), or tick the Discharge Cards at the same time box.
  3. Confirm with the Lock/Unlock Selected button.

Lock multiple cards

Bulk lock/unlock cards

  1. Settings – Tabs.
  2. Click on Lock all cards, if unlocked click on :trojrypák: and select Unlock all cards.
  3. Confirm with the Lock/Unlock all cards button.

Handing over the team card by the administrator

  1. Settings – Tabs – click on the tab you want to hand over.
  2. Click on  :trojrypák: and select Change holder.
  3. Select the new holder from the list of users and select Continue.

Permanent blocking of the card

  1. Settings – Tabs – click on the tab you want to block.
  2. Click on :trojrypák: and select Permanently block.
  3. Confirm with the Block Card button.

Charging/discharging the card

  1. Settings – Cards – click on the card you want to load/unload.
  2. Click on :trojrypák:and select Charge/Discharge.
  3. Fill in the amount, in case of a discharge you can tick Discharge all and confirm with the Charge/Discharge button.

Charging the Fidoo card

Charging/discharging multiple cards

  1. Settings – Cards – tick the cards you want to charge/uncharge.
  2. Click on :trojrypák: (bottom centre) and select Charge/Discharge.
  3. Fill in the amount, in case of discharge you can tick Lock the cards at the same time and confirm with the Charge/Discharge button.

Bulk charge/discharge cards

  1. Settings – Tabs.
  2. Click on  :trojrypák: and select Charge/Discharge.
  3. Fill in the amount, in case of discharge you can tick Lock the cards at the same time and confirm with the Charge/Discharge button.

Change of card approver

Personal card

The settings of the approvers of the personal card correspond to the settings of the cardholder’s approvers.

Team card

  1. Settings – Tabs – select the tab you want to edit.
  2. Approval tab – select Individual settings.
  3. Select one or two level approval, select the approver from the list of application users and Confirm settings.

Frequently asked questions about card management

In the case of a personal card, a change is only possible if the holder’s name changes. In this case, however, there is no need to order a new card, you only need to update your personal data in the Fidoo app. This can only be done by the AML Attorney who enters the new identification into the Fidoo application according to the newly issued ID. The next card issued (e.g. after expiry) will already be issued in the new surname.

Changing the name on an already issued card is therefore not possible.

If it’s issued as a personal card, it won’t. However, employees at Fidoo can transfer team cards freely as long as they are authenticated by an AML Authorised Person.

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Changes to settings

  1. Section Settings – Company – Fidoo account.

Click Change settings to make the following changes:

  • collections,
  • notification of the balance on your Fidoo account,
  • generation of automatic Fidoo account statements.
Fidoo account settings
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Fidoo billing and fees

Fidoo account balance

  1. Corporate Finance – Fidoo Account section – click on Fidoo Account and Card Overview.
  2. Enter the date and click on Download PDF.

Export from Fidoo account

Setting up invoice sending

  1. Section
    Settings – Company – Billing
  2. Click

    to activate/deactivate sending invoices by e-mail
  3. Select who will receive the invoice by email by ticking the key role, selecting a user or entering an address and
    Save your changes
    .

Invoices can be found in the Corporate Finance – Invoices and Fees section, where you can download the invoice for the month in PDF format.

Fee statements in the Corporate Finance – Invoices and Fees section, where you can download the statement for the month in PDF format.

The invoiced amount is automatically debited from the Fidoo account at the beginning of the month following the month of invoicing. If your Fidoo account is not sufficient, you will be asked to top up your account by email.

If you have set up the generation of statements (link), you can find them in the Corporate Finance – Fidoo Account section under the Statements tab.

Expense Management

FX and foreign payments

Coming soon

Direct Fidoo

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© Direct Fidoo Payments s.r.o. 2023 Powered by Mastercard. Mastercard is a registered trademark of Mastercard International Incorporated. The Fidoo card is issued under license from Mastercard International Inc. Direct Fidoo Payments s.r.o. is a payment institution registered in the list of payment service providers maintained by the Czech National Bank with the authorization to provide payment services pursuant to Section 3 par. 1 lit. b), (c) and (e) of the Payment Act.