Updated October 2026
Understanding how rewards platforms handle multi-user accounts can help you give colleagues the access they need while keeping track of your budget. That becomes especially useful when HR, sales, and other teams all send rewards, incentives, and payouts.
Bulk digital gift cards and prepaid cards alone can simplify that sending, especially when you’re managing several programs or rewarding hundreds of people. You can send a whole batch in one order, and you can give recipients flexibility in what they buy.
As more colleagues get involved, though, you’ll also want to keep track of who’s sending rewards and which budget they’re using.
Sure, sharing a login to the gift card platform can get you through the occasional order, but the more you send, the more unwieldy it gets. And it makes everyday questions harder to answer. Who sent those rewards? Who can move money? And what happens to the account when someone leaves?
In this guide, we’ll cover how rewards platforms handle multi-user accounts, including permissions, funding, and reporting. We’ll also walk through a practical Giftbit example to show how finance teams and the people sending rewards can work together.
TLDR:
Multi-user team accounts let colleagues send rewards through their own accounts while giving your organization control over permissions, funding, and reporting.
With Giftbit, you can assign roles, transfer credits between accounts, and review team activity without sharing a login.
Team Accounts are free to access; contact Customer Success to activate the feature.
When more than one person sends rewards, the account setup starts to matter. HR might be recognizing employees while sales sends thank-you gifts to customers, and finance still needs to understand where the money is going.
The solution is a multi-user team account that lets colleagues send rewards using their own logins, with access managed by a team owner. Depending on their permissions, team members can send bulk gift cards, transfer reward funds, or review activity across the team.
For example, in Giftbit's Team Accounts, each person’s contacts, reward templates, and order details stay in their own account. So if you create a recipient list or template, a colleague won’t automatically see it. They’ll need those details in their own account to use them.
Meanwhile, the team owner and Admins with reporting permission can bundle activity from multiple accounts in a single report, so finance can review spending across the team.
→ Our guide to using Team Accounts explains how to invite colleagues, assign permissions, transfer funds, and run those reports.
→ Note: Team Accounts are for the people managing and sending rewards. Employees and customers who receive gift cards or prepaid cards aren’t added to your team and don’t get access to your Giftbit account.
The most useful multi-account setup reflects how your team already works. You should be able to give colleagues the ability to send rewards without also giving them control over funding or visibility into everyone else’s activity.
For example, your HR manager might handle employee rewards, while someone in finance manages funding and reviews spending. Both need access to different capabilities in your gift card platform.
The same approach works when several people send rewards for different projects. Each project lead could manage their own recipients and orders, with a program manager allocating funds to their accounts and reviewing spending across the projects.
Each sender can place their own orders, while the person managing the budget can see where funds are going and transfer more to an account when needed.
Perhaps most importantly, multi-user accounts let you give each person the access their work calls for.
That's why Giftbit’s Team Accounts let the Team Owner assign roles and give Admins specific permissions.
Here’s what those roles mean in practice:
| Role or status | What it allows |
|---|---|
| Team Owner | Manage all team features and suspend accounts. Only the Team Owner can assign permissions. |
| Admin | Send and manage their own rewards, plus use any team permissions the owner grants for reporting, inviting teammates, or transferring credits. |
| User | Send and manage their own rewards. Cannot view other members’ data or transfer credits. |
| Suspended | Cannot log in. The account and its data are retained. |
A colleague who helps reconcile spending could have Admin access for reporting without permission to transfer credits. Someone who only sends rewards may be comfortable with the User role. There’s no need to give everyone the same access simply because they work on the same program.
Each person on your Giftbit team has their own account balance. If you look after fundingfor the team, you can keep the program’s funds in your account and transfer credits to colleagues as they need them to send rewards.
The Team Owner and Admins with transfer permission can transfer credits to teammates who need funds to send rewards. They can also bring unused credits back into their own account.
Before confirming a transfer, check the amount, currency, and which account the funds are going to. Adding funds to an account with a pending order can release that order and send the rewards, so check for any waiting orders first.
Teammates can also set up low-balance notifications and choose who else receives the emails. If you’re responsible for funding, they can include you so you know when their accounts are running low. Each person sets up these notifications from their own account.
Suppose your HR manager and sales manager both send rewards, with a finance lead looking after the budget. Finance could be the Team Owner, while the two managers have User access.
At the start of the month, finance transfers $500 in credits to HR and $300 to sales. Each manager sends rewards from their own account, and finance uses team reporting to review activity from both. If HR needs another $100, finance can transfer it without changing either manager’s permissions.
Of course, these amounts are just an example, but they show how you can give everyone a clear responsibility. Managers can handle their own sending, and finance can keep track of the funding without placing every order itself.
As colleagues join your team or take on different responsibilities, you're going to want to give them access to the reward tools they need. That's why Giftbit's multi-user features give each person their own login, so you can update their permissions or remove their access without changing how the rest of the team signs in.
Once Team Accounts are activated, invitations are sent from Team Management. New invitees start as Users, and the owner can change their role after they accept.
It also makes sense to review access when someone changes responsibilities. A manager who no longer sends rewards may no longer need the same permissions, even if they’re staying with the company. When someone leaves, suspending their account turns off their login while retaining the account and its data. This prevents them from continuing to access the account and preserves the records your team may need to review spending or answer questions about past rewards.
When many people send rewards, good team reports will help you review spending across their accounts and check what happened to the rewards. This gives you the information to reconcile the budget and follow up on delivery issues, even when someone else placed the order.
With the appropriate team access, you can also choose which accounts to include in a report. For example, a colleague’s spending might look exactly as expected, but an Operations report could show that some rewards were undelivered. You can then ask that sender to check the recipients’ contact details and arrange a follow-up so those people receive their rewards.
That's why, within Giftbit, Financial reports show balances and funding activity, including transfers between accounts. Meanwhile, Operations reports show reward statuses, including rewards that were canceled, expired, or couldn’t be delivered.
See our reporting guide to explore these options.
A team account setup works best when people understand their access, know how their account gets funded, and can find the reporting they need. A little clarity at the start makes it easier to bring another sender into the program later.
Giftbit’s Team Accounts feature is free to access and needs to be activated by Customer Success. If you already have a Giftbit account, contact support@giftbit.com to request it.