Card Management

The Motive Card Management page gives fleet admins a centralized way to manage all Motive Cards within their organization. Understanding how to assign, activate, and update cards helps ensure secure spending and smooth fleet operations.

Overview 

The Card Management page in the Motive Dashboard streamlines how you control, monitor, and update Motive Cards for your fleet.

• Centralized oversight: Manage all Motive Cards in one place for easier tracking and administration. This reduces the time spent switching between systems and improves visibility across your fleet.
• Flexible assignment: Assign cards to drivers, vehicles, or fleet users based on operational needs. This ensures each card is used efficiently and supports your fleet’s workflows.
• Real-time controls: Instantly activate, deactivate, or update cards and spending limits. These changes take effect immediately, helping you respond quickly to evolving needs.
• Efficient search: Locate any card in your fleet using advanced search and filters. This allows you to take action faster and maintain accurate records.

Card Management permissions

Fleets can manage granular permissions under Card Management. Assign or revoke permissions as needed for each role.

1. Log in to the Fleet Dashboard and click Admin icon > Fleet Users.
2. Click Roles & Permissions.
3. Select the role you want to update > click Options > click Edit.
   
4. Scroll to Card Management to view the granular permission options.
5. Check or uncheck permissions such as Activate, reassign & deactivate physical cards or manage security controls > click Save.

Viewing cards

1. Log in to the Fleet Dashboard and go to Admin > Products > Cards. 
2. Click Card Management.
3. Find the required Motive Card by using Search by cardholder or vehicle and applying filters for Card, Select groups, Spend profile, Security, and Status. 
4. Review the filtered list and select cards for further action.
   

Activating Physical Cards

To activate a new physical card:

1. In Card Management > click Activate > click Physical card.
   
2. Click Assign card to and assign it to a Person or Vehicle.
3. Enter the Last 4 digits of card number.
4. Select the Spend profile. 
5. Click Activate.
   

Create, assign, and activate a Virtual Motive Card

1. From the Motive Fleet Dashboard, go to Admin > Cards > Orders. 
2. Click Get more Cards > Virtual card.
   
3. Use the Activate Virtual Card drawer and fill in the details.  

4. 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

5. Enter a Card ID and select the Spend Profile. 

   Note: Card ID can be 21 characters maximum; hyphens, periods, and commas are allowed.

6. In Auto-deactivation rules, enter the Max number of transactions.
7. Enter Max total spend and expiry Date to the Virtual Card, and Activate.
   

Creating Virtual Card through the Card Management Tab

1. Select Card Management and click Virtual card.
   
2. Use the virtual activation card drawer and fill in the details. 

3. 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

4. Enter a Card ID and select the Spend Profile. 

   Note: Card ID can be 21 characters maximum; hyphens, periods, and commas are allowed.

5. In Auto-deactivation rules, enter the Max number of transactions.
6. Enter Max total spend and Expiry Date to the Virtual Card and Activate.
   
7. A card-activated message displays.
   
8. The fleet users are notified via Email or SMS that a virtual card has been assigned to them.

Assign Motive Card to asset

Assigning Motive Cards to the assets feature helps fleets to assign a Motive Card directly to an asset as the primary cardholder entity, instead of a vehicle, driver, or fleet user.

Fleet Dashboard

1. Log in to the Fleet Dashboard > click Admin > Products > Cards > Card Management > Activate > Physical Card.
   
2. Enter the asset details in the Assign card to dropdown.
3. Add Last 4 digits of card number.
4. Set asset card controls in the Card Policies section using the Spend Limits, Transaction Requirements, Merchant, Transaction Review, Invoice Segment dropdowns.
5. Click Activate.
   

Transactions tab

To analyze the spend on asset card:

1. Log in to the Fleet Dashboard > click Cards > Transactions.
2. Use the search bar and filters to locate the required asset card > click to view details.
   
3. Fleets can Edit merchant policy, freeze card within the Transaction Details screen.
   
4. Click download option to download the complete report.
   

Driver App

1. Log in to the Motive Driver App > tap the menu option > Motive Card.
   
2. Tap Unlock a vehicle/asset card > Enter Card ID > tap Unlock.
   
   
    
3. The Required Info screen displays, select the card type Asset.
4. Add Asset number and Project ID number > tap Confirm.
   

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:

1. From the Fleet Dashboard, click the Admin > Cards > Card Management.
2. Select the three dots next to the desired card and select Unassign.
   
3. Select the reason for unassigning and click Unassign. The card is available for reassignment.
   

Reassigning a Motive Card

1. From the Fleet Dashboard, go to Admin > Card Management.
2. Find the assigned card and select the three dots next to the desired card, and click Reassign.
   
3. Select who to Assign card to, Spend Profile, and Reason for reassigning.
4. Click Assign.
   

Deactivating virtual cards

1. From the Motive Fleet Dashboard, go to Admin > Cards > Card Management. 
2. Click the three dots in the assigned Virtual Card and select Deactivate card.
   
3. Select the reason that you are deactivating the card and click the Deactivate Card button.
   

Note: Once a Motive card is deactivated, it cannot be re-activated again. If you want to temporarily block a card, freeze the Motive Card instead.

Viewing deactivated Motive Cards

1. Log in to the Fleet Dashboard > click the Admin.
2. Click the Products > Cards > Card Management tab.
3. Click More dropdown > Status dropdown > select Deactivated.
   
4. The Deactivated section displays a list of all the deactivated cards.
   

Freezing a Motive Card 

1. Navigate to the Card Management tab.

2. Click the three dots located in the Actions column > click Freeze Card if your card isn’t frozen.
   

   Note: You can view the status of your cards in the Status column.

Viewing frozen Motive Cards

1. Navigate to the Card Management tab > click More dropdown > Status dropdown > select Frozen.
   
2. A list of all the Frozen cards will promptly appear on the screen.
   

Unfreezing a Motive Card

1. Log into the Fleet Dashboard and click Admin.  
2. Go to Card > Card Management. 
3. Click the three dots on the desired card and click Unfreeze card.
   

Auto-freeze Motive Card

Motive automatically freezes a Motive Card when repeated transaction attempts fail authentication or authorization checks within a defined time window.

Mobile-based unlock enabled

• When mobile-based unlock is enabled for the cardholder, and the driver has the Driver App with a valid mobile number, auto-freeze does not apply. 
• In these cases, security is enforced through the lock/unlock feature (the card unlocks after driver validation and auto-locks after 30 minutes).

Notifications

Driver SMS notifications

• Before a card is auto-frozen, the driver receives SMS alerts on their registered mobile number indicating that transactions are failing and how many attempts remain before the card will be frozen.

Fleet manager email notifications

• If a card is auto-frozen, an email is sent to the Fleet Manager and any additional recipients configured in Card Management email preferences, to update that the card was frozen due to suspicious activity and needs review.

Reviewing auto-frozen Motive Card

1. From the Fleet Dashboard, go to Admin > Cards > Card Management.
2. Navigate to view the details of the required card.
3. If the activity is legitimate; confirm that the transactions are valid and no fraud is suspected.
   
4. Once verified, unfreeze the Motive Card.

Viewing locked cards

1. Log in to the Fleet Dashboard > click the Admin icon.
2. Click the Products > Cards > Card Management tab.
3. Click More dropdown > Status dropdown > select Locked.
   
4. A list of all your Locked cards displays on the screen.
   

Unlocking a Motive Card 

Fleet Managers with edit card access can unlock Motive Cards on the Fleet Dashboard. This is also useful for Drivers requiring one-time access for 30 minutes. If transaction metadata requirements are active, Fleet users must provide the required details during the unlock process. 

Note: This article applies to both cards assigned to Drivers and vehicles.

If no transaction metadata requirements are enabled

1. Log in to the Fleet Dashboard and click the Admin icon. 
2. Go to Products > Cards > Card Management.
3. Click the three horizontal dots icon on the right corner of the screen for the Locked card you want to unlock.
4. Click Unlock card for 30 min in the dropdown.
   
5. Add the Fuel Grade, Odometer details and click Confirm.
   

If one or more transaction metadata requirements are enabled

1. Log in to the Fleet Dashboard and click the Admin icon. 
2. Go to Products > Cards > Card Management.
3. Click the three horizontal dots icon on the right corner of the screen for the Locked card you want to unlock.
   
4. Enter the Vehicle name. Select from the dropdown list or search the required vehicle for which you want to unlock the card.
5. Select the Purchase type.

6. Enter the custom field details if required. For example, if you have set up any custom field options, add the required details.

   Note: An error displays if any of the above required information is skipped.

7. After adding all the information, click Confirm. The card is unlocked for 30 minutes.
   

Card replacement

If a Motive Card is lost, stolen, damaged, or needs to be swapped for any other reason, follow this process to request a replacement:

1. Deactivate the old card
2. Contact Motive Card support at (855) 434-3564 or cardreplacement@gomotive.com with a replacement request.

Motive Card Support will process the request and ship the replacement cards to the provided address.

Vehicle card vs driver card

Fleet admins can now choose to Activate Card to a Vehicles or any Driver. Once activated, Cards can not be reassigned. There are some Key Points to consider for the Usage & Security of Vehicle vs Driver Card.

While the basic usage of both cards is the same, there are some differences between the two settings that need to be taken into account.

Assignment:

Driver Card	Vehicle Card
Driver cards can only be assigned to Drivers.	Vehicle cards can only be assigned to Vehicles.

Usage:

Driver Card	Vehicle Card
Driver cards are used by the driver assigned to the card.	Vehicle cards can be used by multiple drivers depending on who unlocks the card.

Transactions:

Driver Card	Vehicle Card
Transactions made by driver cards always show the same driver’s name but may show different vehicle IDs depending on which vehicle the driver was in.	Transactions made by vehicle cards always show the same Vehicle ID but may show different driver names depending on which driver unlocked the card.

Security Feature:

Driver Card	Vehicle Card
Driver card can be used directly without unlocking first. (Mobile-based unlock is Optional).	Vehicle Card MUST be unlocked before each purchase. (Mobile-based unlock is Mandatory).

Onboarding Motive Card Orders

The Self-serve Card Ordering feature enables customers to customize and order Motive Cards directly during the onboarding process, following the steps listed below: 

1. Click Admin > Products > Cards. 
2. In the Apply tab, add the required details for the card, including name, number, address, and card quantity. 
3. Select the card Style, either Standard Card ID or Custom Card ID. 
   1. For Custom Card ID, select the Assignees from Drivers, Vehicles, and Fleet Users.
4. Click Save.

Disable auto-decline settings for specific cards

When the auto-decline feature is enabled, it automatically declines Motive Card transactions as a result of this location mismatch. However, in case of emergencies, Drivers can request the Fleet Manager to disable this security setting for specific cards.

To disable these settings:  

1. Log in to the Fleet Dashboard > click the Admin icon.
2. Click the Products > click Cards > click Card Management.
3. A list of Cards with different security settings appears on the screen. 
4. The Auto-decline settings are enabled as shown under the Security column.
5. Select the card for which you want to disable the Auto-decline vehicle & spend location mismatch.
6. Click three dots on the right under the Actions column.
7. Click Edit security settings from the dropdown menu.
8. Edit security settings screen appears. Notice that the Auto-decline feature is enabled for this card.
9. Uncheck the box to disable the Auto-decline transactions feature.
10. Click Save.
11. In the Card Management section, you will now see that the Auto-decline feature is disabled for your selected card.

FAQs 

Motive Card policy 

Motive Card activity 

Card assigned to assets 

Virtual Cards 

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