How to Add a Wallet Owner

1. Go to Balances > Wallets > Team Wallets.

2. Click the pencil icon under Actions to select and edit the intended Team Wallet.

3. Navigate to Owners.

4. Select a user with the Sender or Campaign Manager role that you would like to give access to this wallet.

   

Where to View Team Wallets

You can view team wallets from two locations.

Option 1: Wallets Page

1. Go to Balances > Wallets.

2. Select the Team Wallets tab

   

Option 2: Team Settings

1. Go to Organization > Teams.

2. Select a team.

3. Open General Settings and navigate to the Wallets tab.

   

Why Can’t I See Any Team Wallets?

If no team wallets appear, it usually means:

• A team wallet has not yet been created, or

• No credit has been added to a team wallet

Follow the instructions below to create one.

Create a Team Wallet

Steps

1. Go to Balances > Wallets > Team Wallets.

2. Click Add New.

3. Select the Team.

4. Select the Currency.

5. Confirm that the team does not already have a wallet with the same currency.

⚠️ Each team can only have one wallet per currency.
Example: The UK Marketing Team can only have one GBP team wallet.

6. Click Save.

The new team wallet will appear in the Team Wallets list.

Team Wallet Information

Each team wallet displays the following information:

• Wallet Name
  Combination of the Team Name + Currency.

• Wallet Currency
  The currency stored in the wallet.
  ⚠️ This cannot be changed after creation.

• Available Balance
  The amount of money currently available to:

  • Transfer to other wallets

  • Allocate to users in the team

Add Credit to a Team Wallet

Credit can be added using the Add Credit feature as explained here.
 

Allocate Team Wallet Funds to Users

Team wallets can provide balance to users in several ways.

Option 1: Transfer Credit to a User Wallet

Admins can manually transfer a specific amount from a team wallet to a user wallet.

• Use the Transfer Credit feature as explained here.

Option 2: Allocate Monthly Budgets via Team Settings

Admins can allocate monthly budgets to users sourced from a team wallet.

Steps

1. Go to Organization > Teams.

2. Select the Team.

3. Open Wallets.

4. Select Budget Settings.

   

5. Choose the Team Wallet as the Wallet Source.

6. Click Save.

Example:

• £200 is automatically allocated each month to users from the team wallet

  

Option 3: Set Team Wallet Spend Limits

Team Wallet Spend Limits in Reachdesk allow you to allocate a specific spending limit to each team member while managing an overall shared wallet balance. This feature ensures that individual users can spend up to their assigned limit as long as funds remain in the Team Wallet.

Configure Monthly User Spend Limits

Spend limits control how much each user can spend from a team wallet within a month.

Steps

1. Go to Balances > Wallets.

2. Open the Team Wallets tab.

   

3. Click the pencil icon under Actions to select and edit the intended Team Wallet.

4. Click the Spend Limits tab.

   

By default, all users have a spend limit of 0.

You can configure limits in three ways:

1. Unlimited Spend

   Turn on Unlimited Spend to allow all users in the team to access the entire wallet balance.

    

2. Default Spend Limit for All Users

   . Enter a Default Spend Limit per User.

   . Click Apply to All.

   All users in the team will receive the same limit.
   Any new users added to the team will also inherit this limit.

    

3. Custom Spend Limits Per User

   Set individual monthly spend limits for specific users.

   ⚠️ Always click Save to apply your changes.

How Monthly Spend Limits Work

Each user’s Available Balance depends on:

• Total Team Wallet Balance

• User’s Current Monthly Spend

• User’s Monthly Spend Limit

The Available Balance determines how much the user can spend when sending a gift.

When a user sends a gift using the team wallet as the payment source, Reachdesk checks whether the user has sufficient Available Balance.
 

How Available Balance Is Calculated

The calculation follows these rules.

If Monthly Spend Limit = Unlimited

Available Balance = Total Team Wallet Balance

If Monthly Spend Limit > Wallet Balance

Available Balance = Total Team Wallet Balance

If Monthly Spend Limit < Wallet Balance

Available Balance = Monthly Spend Limit − Current Monthly Spend

Transition from Team Budget Settings to Team Wallet Spend Limits

If your team currently uses Budget Settings with Reset Monthly Budget, you can transition to using Team Wallet Spend Limits instead. This allows you to control how much each user can spend directly from the Team Wallet.

Follow the steps below to replicate your current monthly user budget using Team Wallet Spend Limits.

Before You Start

This transition only applies if the Team Budget Settings page currently has Reset Monthly Budget enabled.

Step 1: Create a Team Wallet

Ensure a Team Wallet is created for the team.

• If a wallet does not exist, create one first.

Step 2: Open the Team Wallet Spend Limits Page

Navigate to the Team Wallet and open the Spend Limits configuration page.

Here you will define how much each user is allowed to spend from the team wallet.

Step 3: Set the Default Spend Limit per User

Match the existing Monthly User Budget from your Team Budget Settings.

1. Go to the Team Wallet → Spend Limits page.

2. In Default Spend Limit per User, enter the same value currently configured as the Monthly User Budget.

3. Click Apply to All to apply the limit to every user in the team.

4. Click Save.

Example

Current configuration in Team Budget Settings

• Team: UK Marketing Team

• Monthly User Budget: 100 GBP

• Budget resets on the 1st of every month

  

In this setup, 100 GBP is transferred from the Team Wallet to each user's User Wallet at the start of the month.

To replicate this using spend limits:

1. Open Team Wallet → Spend Limits.

2. Set Default Spend Limit per User to 100 GBP.

3. Click Apply to All.

4. Click Save.

   

This ensures all users in the team have a 100 GBP spend limit.

Step 4: Set the Monthly User Budget to 0

After configuring the Team Wallet Spend Limits, update the Team Budget Settings to prevent duplicate budget transfers.

1. Go to Team Page → Budget Settings.

2. Set Monthly User Budget to 0.

3. Save the changes.

Why This Step Is Required

Setting the Monthly User Budget to 0 ensures that:

• At the start of each month, User Wallet balances reset to 0.

• Any remaining funds are returned to the wallet source configured for the team.

Example

For the UK Marketing Team:

• User wallets reset to 0 at the start of the next month.

• Any remaining funds are transferred back to the UK Marketing Team GBP Wallet.

Optional: Transfer Remaining Funds Manually

If users currently have funds in their User Wallets, you can manually return these funds to the Team Wallet.

1. Navigate to the relevant User Wallet.

2. Click Transfer Credit.

3. Transfer the balance to the Team Wallet.

Benefits of Using Team Wallet Spend Limits

Using spend limits provides several advantages:

• Reduces the need to transfer funds to each user wallet

• Allows admins to update spend limits at any time

• Provides clear visibility into each user’s available balance

• Simplifies wallet management by centralizing funds in one team wallet

User wallets can still be used for gifting outside the team’s budget if needed.

Where Users Can See Their Available Balance

Users can view their available balance in several places.

1. Balance Top Bar

When logged in, users can open the Balance bar and view a breakdown of:

• Team Wallets

• User Wallets

Selecting a team wallet shows the user’s available balance.

2. When Sending a Gift

If a user has multiple wallets with enough funds, they will see the available balance for each wallet during the Wallet step of the sending flow.

3. When Selecting a Wallet for an Automated Campaign

Admins or Campaign Managers can see the available balance of each wallet when selecting the payment source for an Automated Campaign.

How to View Total Team Wallet Balance

Admins and wallet owners can view total wallet balances.

Steps

1. Go to Balances > Wallets.

2. See the Summary page.

   

This page is visible to:

• Admin users

• Campaign Manager users who are wallet owners

• Sender users who are wallet owners

Set a Low Balance Alert for a Wallet

Admins can configure Low Balance Alerts so selected users receive an email when a wallet balance falls below a defined threshold.

Low balance alerts can be configured for:

• User Wallets

• Team Wallets

Before You Start

• Only users with the Admin role can set or update low balance alerts.

• Alerts can be applied to both User Wallets and Team Wallets.

Set or Update a Low Balance Alert

Follow these steps to configure a low balance alert for a wallet.

1. Navigate to Balances > Wallets.

2. Select User Wallets or Team Wallets.

   

3. Locate the wallet you want to update.

4. Click the pencil icon (Edit) next to the wallet.

5. Scroll to the Low Balance Alert section.

6. In Low Balance Alert Amount, enter the balance threshold that should trigger the alert.

7. In Users to be alerted field, select the user(s) who should receive the alert emails.

8. Save the changes.

   

How Low Balance Alerts Work

• When the wallet balance drops below the configured alert amount, an email reminder is sent to the selected recipients.

• If the balance remains below the alert threshold, the system sends a weekly reminder every Monday.

• Reminder emails continue until the wallet balance is topped up above the alert level.

Example: Editing a Low Balance Alert in a Wallet

User Wallet Example

Team Wallet Example

Frequently Asked Questions

What happens to leftover funds in user wallets?

At the start of the next month, user wallets reset to 0. Any remaining funds are automatically returned to the configured wallet source.

Do I need to remove the existing Team Budget settings?

No. You only need to set the Monthly User Budget to 0 so that spend limits are controlled by the Team Wallet instead.

Can I move funds from User Wallets to the Team Wallet manually?

Yes. Admins can use the Transfer Credit button to transfer remaining balances from User Wallets to the Team Wallet.

Do I need to be a Wallet Owner to send a gift using team funds? 

No. To use a team wallet for a send, you only need to be assigned to the team that owns that wallet. Wallet Ownership is only required if you need to manage the wallet’s settings, add credit, or adjust other users' spend limits.

Who can configure a low balance alert?

Only users with the Admin role can set or modify low balance alerts for wallets.

How often are low balance alert emails sent?

Alert emails are sent every Monday as a reminder if the wallet balance remains below the configured alert threshold.

When do the reminder emails stop?

Reminder emails stop once the wallet balance is topped up above the Low Balance Alert amount.

Why can’t I see any team wallets?

You may not see any team wallets if:

• A team wallet has not yet been created, or

• No credit has been added to the wallet.

Create a team wallet and add funds to make it visible.

Can a team have multiple wallets?

Yes — but only one wallet per currency.

Example:
A team can have a GBP wallet and a USD wallet, but not two GBP wallets.

Can the currency of a team wallet be changed?

No.
Once created, the wallet currency cannot be changed.

Do users need a user wallet if team wallets exist?

Not necessarily.

Team wallets with spend limits allow users to send gifts without needing individual wallet balances.

However, user wallets can still be used for special gifting scenarios outside the team budget.