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Delete a member

How to delete a member and what happens when you delete a member.

Delete a member

You can remove a member from Spendesk when they leave the company or no longer need access to their account. This deactivates their cards and login while transferring any subscriptions they own.

For: Account Owners and Administrators.

Table of Contents

  • Before you start

  • Remove a member

  • What happens when you remove a member

  • Troubleshooting

  • Related articles

Before you start

  • Role needed: only Account Owners and Administrators can remove a member.

  • Check the member's profile for active subscriptions. Cancel or transfer any you find before removing them.

  • Check for pending approvals assigned to the member. Reassign or cancel these before removing them.

  • If the member is the Account Owner or Organisation Owner, transfer that role to another member first. See Transfer the Account / Organization Owner roles.

  • If your company uses the HR integration to manage this member automatically, you cannot remove them manually. Mark them as inactive in your HR tool instead.

Remove a member

  1. Navigate to Settings > Organisation > Members.

  2. Click the member you want to remove.

  3. Click "remove the member from your company" at the bottom of the profile window.

  4. Follow the instructions in the confirmation window.

  5. Check the box labeled "I acknowledge and confirm."

  6. Confirm the removal.

⚠️ Warning: Removing a member is permanent. They immediately lose access to their Spendesk account and cannot log in again.

What happens when you remove a member

  • Their single-use cards are deactivated.

  • Their physical card is deactivated and removed from the platform.

  • Their subscriptions can be transferred to another member. This cancels the associated card for security reasons. The new subscription owner is notified and must generate a new card and update payment details on the merchant's website. See Transfer your subscription's ownership.

  • The member can no longer log in or access your company account on Spendesk.

  • Email reminders sent to that member stop working. See Set up your company's notifications.

  • Controllers and Team Managers can still upload missing receipts on behalf of the removed member.

Troubleshooting

Symptom: You can't remove a member and your company is based in the UK.

  • Cause: The member has active subscription cards linked to a UK wallet. UK regulations require these to be cancelled before removal.

  • Resolution: Go to the member's profile, identify the active subscriptions linked to the UK wallet, and cancel them. See Transfer your subscription's ownership for details.

Symptom: The "remove member" option is unavailable or fails for a specific member.

  • Cause: The member holds the Account Owner or Organisation Owner role. This role cannot be deleted directly.

  • Resolution: Transfer the role to another member first, then remove the original member. See Transfer the Account / Organization Owner roles.

Symptom: You can't manually remove a member even though they've left the company.

  • Cause: The member is managed by your HR integration (Personio, HiBob, Workday, BambooHR, PayFit, Lucca, Deel, and others).

  • Resolution: Mark the member as inactive in your HR tool. The integration removes them from Spendesk automatically. See Spendesk's native HR tools integrations.

👥 Roles: Only Account Owners and Administrators can remove a member from Spendesk.

If none of these solutions resolve your issue, contact Spendesk support.

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