How to request a new card?
Open your Employee Space and go to Card Requests.
Click “New card request” and fill in all required details (card type, amount, reason, etc).
Submit your request to notify approvers.
You can create different types of virtual cards:
Regular: Classic virtual card for general online use.
One shot: Use it for a single purchase, then it expires.
One shot - recurring: Recurrent card for monthly or periodic expenses with the same merchant.
Who can view card requests?
Spend admin with the right Can view swan account and Can manage card membership sees all requests from all cardholders.
Cost center manager with the same rights sees requests related to their cost center and their own.
Employee sees their own requests only.
How to approve or reject card requests?
Spend admin or Cost center manager (with the required rights) can open any “To approve” request and:
Approve to immediately generate the virtual card.
Reject to deny the request and optionally leave a comment.
Remember: once rejected, you cannot “unreject.” A new request must be created instead.
How to manage or delete a card request?
Spend admin or Cost center manager can view and process card requests in the Desktop App.
Employees can delete their own pending requests if they’re not yet approved or rejected.
A new request may be submitted at any time if you need changes after rejecting or deleting.
💡 Tips
You need the right permissions to see and manage card requests.
For physical cards, you can convert a virtual card later if needed.
Each request follows your existing approval workflow to maintain control over spending.
FAQ ❓
What happens after a request is approved?
A corresponding virtual card is automatically created and appears in your card list. You can start using it immediately for authorized expenses.
Can I modify a card request once it’s submitted?
No. You can only approve or reject a submitted request. If you need changes, reject it with a comment or delete and create a new request.
Do I need special rights to see all card requests?
Yes. You must have the Can view swan account and Can manage card membership permissions to see and manage other users’ card requests. Otherwise, you’ll only see your own.