Physical and virtual Motive Cards help fleets manage expenses effectively. Assigning and activating cards ensures secure use, while unassigning and reassigning keep operations running smoothly.
Overview
Motive Cards, available in both physical and virtual formats, empower fleets to manage expenses with greater control, security, and efficiency. Fleet managers can easily issue, assign, and activate cards for drivers, vehicles, or fleet users to match operational needs.
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Streamlined Expense Management: Simplify how cards are issued, assigned, and tracked, reducing administrative workload and minimizing downtime.
Operational Flexibility: Reassign physical cards between users, vehicles, or departments instantly as roles change, keeping operations seamless.
Enhanced Security: Card activation and control measures prevent unauthorized use and ensure every transaction is traceable and secure.
Managing Motive Cards
Assign and activate a Motive Card
- From the Motive Fleet Dashboard, go to Admin > Cards > Card Management.
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Click Activate Now.
- Assign the card to a person or vehicle and enter the last four digits of the card number.
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Select a Spend profile from the dropdown and click Activate.
| Note: If a Card is assigned to a Vehicle, drivers will be required to unlock the card before using it. |
Once activated, the card is ready for use.
Create, assign, and activate a Virtual Motive Card
- From the Motive Fleet Dashboard, go to Admin > Cards > Orders.
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Click Get more Cards > Virtual card.
- Use the virtual activation card drawer and fill in the details.
- Click Assign card to and assign it to a specific Fleet User.
| Note: Motive’s Virtual Cards cannot be assigned to Drivers only to Fleet Users |
- Enter a Card ID and select the Spend Profile.
| Note: Card ID can be 21 characters maximum; hyphens, periods, and commas are allowed. |
- In Auto-deactivation rules, enter the Max number of transactions.
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Enter Max total spend and expiry Date to the Virtual Card, and Activate.
To create Virtual Card a through the Card Management Tab:
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Select Card Management and click Virtual card.
- Use the virtual activation card drawer and fill in the details.
- Click Assign card to and assign it to a specific fleet user.
| Note: Motive’s Virtual Cards cannot be assigned to Drivers only to Fleet Users |
- Enter a Card ID and select the Spend Profile.
| Note: Card ID can be 21 characters maximum; hyphens, periods, and commas are allowed. |
- In Auto-deactivation rules, enter the Max number of transactions.
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Enter Max total spend and Expiry Date to the Virtual Card and Activate.
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A card-activated message displays.
- The fleet users are notified via Email or SMS that a virtual card has been assigned to them.
Unassign a Motive Card
Motive Cards are automatically unassigned when the associated driver, vehicle, or fleet user is deactivated.
To manually unassign a Motive Card:
- From the Fleet Dashboard, click the Admin > Cards > Card Management.
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Select the three dots next to the desired card and select Unassign.
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Select the reason for unassigning and click Unassign. The card is available for reassignment.
Reassigning a Motive Card
- From the Fleet Dashboard, go to Admin > Card Management.
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Find the assigned card and select the three dots next to the desired card, and click Reassign.
- Select who to Assign card to, Spend Profile, and Reason for reassigning.
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Click Assign.
Deactivating virtual cards
- From the Motive Fleet Dashboard, go to Admin > Cards > Card Management.
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Click the three dots in the assigned Virtual Card and select Deactivate card.
View The List Of Frozen Cards
1. Log in to the Fleet Dashboard and click the Admin icon at the bottom left corner.
2. Click the Products dropdown menu from the left-hand side menu.
3. Click Cards.
4. Click the Card Management tab.
5. Click the "Status" dropdown menu from the top right-hand side menu and select 'Frozen'.
6. When you navigate to the "Frozen" section in your account dashboard and click on it, a list of all your Frozen cards will promptly appear on the screen.
View the list of locked cards
1. Log in to the Fleet Dashboard and click the Admin icon at the bottom left corner.
2. Click the Products dropdown menu from the left-hand side menu.
3. Click Cards.
4. Click the Card Management tab.
5. Click the "Status" dropdown menu from the top right-hand side menu and select 'Locked'.
6. When you navigate to the "Locked" section in your account dashboard and click on it, a list of all your Locked cards will promptly appear on the screen.
View Deactivated Cards
1. Log in to the Fleet Dashboard and click the Admin icon at the bottom left corner.
2. Click the Products dropdown menu from the left-hand side menu.
3. Click Cards.
4. Click the Card Management tab.
5. Click the Status dropdown menu from the top right-hand side menu and select 'Deactivated'.
6. When you navigate to the "Deactivated" section in your account dashboard and click on it, a list of all your deactivated cards will promptly appear on the screen.
FAQ
Can I assign a card to more than one user?
No. Each card can only be assigned to one driver, vehicle, or user at a time.
What if two cards have the same last four digits?
Use the Card ID in Card Management to confirm you are managing the correct card.
How do I know if my card is activated?
The status will display as Active in Card Management.
What happens to a card if a driver or vehicle is deactivated?
Once a Card is unassigned, it will behave like a frozen card.
Can I view a card’s assignment history?
To view the full history of Motive Card assignments:
- Log in to Motive Fleet Dashboard and click the Admin Icon.
- Click Audit Log.
- Filter for Cards.
- Review the card assigned history of the desired card.
What are Motive Virtual Cards?
Motive Virtual Cards are digital-only cards that fleet administrators can instantly create and assign to fleet users through the Motive platform. They provide a secure and flexible way to make online payments and manage vendor-specific spending without needing a physical card.
What are the main benefits of using a virtual card?
The core value of Motive Virtual Cards is providing businesses with enhanced security and granular control over their spending.
- Dramatically Reduce Fraud Risk: By issuing a unique virtual card for each vendor or even for a single online transaction, the customer can effectively eliminate the risk of card skimming and fraud. If a card's details are ever compromised, it can be instantly deactivated without impacting any other ongoing payments or subscriptions.
- Gain Precision Control Over Spending: Set specific rules for each card, such as deactivating it after a certain number of transactions, after a specific date, or once a designated spending limit has been reached. This is ideal for managing software subscriptions, one-off maintenance purchases, or project-based expenses.
- Streamline Expense Management: Simplify tracking and reconciliation. When each virtual card is used for a specific vendor or purpose, it's easier to categorize expenses and manage budgets without having to sift through transactions on a single, shared card.
How do I get a virtual card?
Fleet administrators can create and assign a virtual card to you directly from the Motive dashboard. Once assigned, you will receive an email and SMS notification.
Who can be assigned a virtual card?
Currently, virtual cards can be assigned to any fleet user. The ability to assign virtual cards to drivers is planned for a future update.
Where can I use my virtual card?
You can use your Motive Virtual Card for purchases anywhere that Mastercard is accepted, making it ideal for online transactions, software subscriptions, and other vendor payments.
Can I use my virtual card for in-store purchases?
Virtual cards cannot be physically "swiped" at a point-of-sale terminal. However, they can be used for in-person payments if the merchant can manually enter the card number, CVV, and expiry date.
Can I add my virtual card to a digital wallet like Apple Pay or Google Pay?
This functionality is not yet available.
How do I view my virtual card details (card number, CVV, etc.)?
You can view all your virtual card details in the "My Cards" section of your Motive Dashboard. For security, you will be asked to go through 2FA before the full card details are displayed.
What kind of spend controls can I set on a virtual card?
Fleet admins can set several powerful controls on each virtual card, including:
- An expiry date (up to 4 years).
- A maximum number of successful transactions before the card deactivates.
- A total spending limit that deactivates the card once reached.
Can I reassign a virtual card to another user?
No, for security purposes, a virtual card is tied to the user it was originally assigned to and cannot be reassigned.
Is there a fee for using Motive Virtual Cards?
No, there are currently no monthly fees for issuing or using Motive Virtual Cards.
Can a user have multiple virtual cards?
Yes, a user can have multiple virtual cards simultaneously.
Why can I not see or assign a Virtual Card?
Confirm you’re logged in as Fleet Admin or Fleet Manager and have the right permissions. Make sure you are in the Cards section and have selected Virtual Card.
Why is the virtual card assignment not working?
Only Fleet Users (not Drivers) can be assigned virtual cards. User profile must be active and role correct.
Why are there errors with the Card ID in the virtual card?
Card ID must be max 21 characters with allowed symbols (hyphen, period, comma). Check for duplicate Card IDs.
Why am I having issues saving the spend profile or deactivation rules for the virtual card?
Confirm limits are within system requirements. Reload the dashboard and try again if the fields don’t save.
Why am I having activation problems?
Fill all mandatory fields. Refresh the browser or log out/in if issues persist
Why have I not received the assignment email?
Confirm the correct email address in your profile. Check the spam folder and verify notification settings.
Why am I having two-factor authentication issues?
Make sure the user has set up two-factor authentication. Verify the correct contact info for code delivery.
Who Can Activate a Motive Card?
Only Fleet Admins can activate Motive cards from the Fleet Dashboard.
Can a Deactivated Motive Card be Unassigned & Reassigned?
No, a deactivated Motive Card can’t be unassigned and reassigned. The life of a card ends once it is deactivated by the Fleet Admin.
What is an unassigned status for cards?
Cards activated but not assigned to a user are known as ‘Unassigned’ Cards. This typically happens when the card was previously activated and assigned to a driver or vehicle, and unassigned at a later stage. Unassigned cards will be displayed to the user on Card Management along with other statuses like Active, Frozen, Locked, or Deactivated cards.
Is there a limit on how often a Motive Card can be unassigned and reassigned?
No, there is no limit on the number of assignments and reassignments that can be done against a given Motive Card. You can deactivate the card and then reassign it when required.
Can A Customized/Personalized Motive Card Be Unassigned And Reassigned?
Yes. However, when a customized card is reassigned, a warning is shown if the Motive Card ID doesn’t match the Driver/Vehicle details. Additionally, a Driver Card can’t be assigned to a Vehicle and vice versa.
What Happens To My Motive Card’s Spend Controls When It’s Reassigned?
When reassigning a Motive Card to a different driver or vehicle, Fleet Admins must select a spend profile. The card's new spending controls are determined by the assigned profile. Customers can either retain their existing profile or apply a new one based on their needs.
What is an unassigned status for cards?
Cards activated but not assigned to a user are known as ‘Unassigned’ Cards. This typically happens when the card was previously activated and assigned to a driver or vehicle, and unassigned at a later stage.
Unassigned cards will be displayed to the user on Card Management along with other statuses like Active, Frozen, Locked, or Deactivated cards.
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