Guide to paying international staff

Crowded’s Per Diem accounts are the way to pay international staff their salary (without an SSN). Once all the international staff accounts are created, sending them money for their salaries takes just one minute and can even be done on the go on the Crowded app. Here’s our guide for how to get it all set up:

How to register your staff on Crowded

1. Log in to Crowded’s web portal.

2. Go to the “Contacts” tab and click on “Invite Contacts.”
crowded camps
crowded camps
invite contacts to join your crowded account
invite contacts to crowded

3.  Copy the sharable link, and input it into a message to your staff. They need to click on to complete their registration. 

Here’s a sample email to send to invite your staff:

Hello Summer 2024 International Staff,

We’re so excited to have you on board this summer! We will be paying you through a financial platform, Crowded, where you will have a dedicated account to receive your salary.

You will be able to access your salary from the Crowded app, but first you must complete your registration.

Please click on this link to complete your registration for the platform: {INSERT LINK}

Once you’ve registered, download the Crowded Banking mobile app from the App Store or Google Play store and log in using your phone number.

Read the full guide on using Crowded as camp staff.

Please do not sign up for a new account on the Crowded website, if you have trouble logging in, contact us or contact the Crowded support team.

 

How to create and fund Per Diem accounts for the international staff

Once all the counselors are successfully uploaded and registered with Crowded, you can set up their Per Diem accounts.

Once you’ve created a Per Diem account for each of your staff members and funded the accounts, your staff will be able to access their funds by logging into the mobile app using their phone number, 4-digit PIN, or Face ID.

To create Per Diem accounts:

1. Navigate to “My Accounts” and click on the “Per Diem Accounts” tab.

2. Click on the “Create Per Diem Accounts” button.

create per diem accounts
create per diem accounts for an athletic team
3. Select the users you would like to issue a Staff Account for. If all the contacts in your Crowded account need a Per Diem account, click “select all”. Finish the flow, and those counselors will have their own Per Diem accounts, with a digital debit card automatically tied to its balance.
crowded camps

4. To continue onto adding funds to those accounts, click “Fund Accounts” and choose how much and the reference for each transfer. To transfer the same amount with the same reference to all the newly created Per Diem accounts, click “Apply same amount / Reference.” On mobile fill out the “Apply to all” section at the top.

5. The funds will transfer instantly from your Crowded account’s primary checking account to those accounts and the counselor’s cards will automatically be updated with the new funds. They will be notified via email, and can immediately start spending.

Alternatively, if you wish to use your existing payroll to fund these accounts, you can export all the necessary transfer information for each Per Diem account by clicking on “Export All.”

Staff members will be able to transfer funds out of their account to US bank account via ACH transfer or to international accounts using Visa Direct.

☝️Physical debit cards are available to order for all staff accounts. To place a physical card order and to receive batch pricing, please get in touch with [email protected].

How to fund Staff Per Diem accounts

1. To add funds to Per Diem account(s),  go to the “My Accounts” tab, and then select “Per Diem Accounts.” From there, you can easily transfer funds from your Crowded primary checking account to as many Per Diem accounts as you’d like.

On mobile, click the blue plus sign on the bottom of the screen, click “Add Funds” and “Per Diem Accounts”.

2. To add funds to all the accounts simultaneously, select the checkbox next to “Per Diem Account User Name,” and then click on “Add Funds.” 

On mobile, tap “Select all”

Or, select any specific account by checking the box next to the counselor’s name, and click “Add Funds”.

3. Select the amount of money and a reference for the transfer (ie. $500 for June payroll). To transfer the same amount with the same reference to all selected accounts, click “Apply same amount / Reference.” On mobile fill out the “Apply to all” section at the top.

4. And that’s it! The funds will transfer instantly from your Crowded account’s primary checking account to those accounts and the counselor’s cards will automatically be updated with the new funds. They will be notified via email, and can immediately start spending.

 

How to add funds to staff accounts with tags

Categorize your counselors by tags for convenience and better organization. For example, create tags to differentiate counselors, kitchen staff, logistics team, etc.

When you are funding Per Diem accounts to pay salaries to a specific subgroup, filter by that tag, and only select those with the tag quickly and easily.

1. Go to the “My Accounts” tab, and then select “Per Diem Accounts.”

On mobile, click the blue plus sign on the bottom of the screen, click “Add Funds” and “Per Diem Accounts“.

2. Select the tag that you want to filter by from the “Tags” on the web.

On mobile, click the filter symbol next to the search bar, and select the desired tags.

3. Check the checkbox next to “Account owner” to check off all of the counselors with that tag, and click “Add Funds”.

On mobile, tap “Select all”

4. Set the amount and a reference for the transfer (ie. $500 for Paycheck). To transfer the same amount with the same reference to all selected accounts, click “Apply same amount / Reference.

On mobile fill out the “Apply to all” section at the top.

5. And that’s it! The funds will transfer instantly from your Crowded account’s primary checking account to those accounts and the counselor’s cards will automatically be updated with the new funds. They will be notified via email, and can immediately start spending.

How to use Crowded to manage counselor camp-related spending

With Crowded, you can assign Visa® debit cards to your staff members that are linked to your organizational account. These cards have a $0 balance by default, and counselors can only spend the amount allocated to them by a camp admin.

All spending details are automatically recorded in your transaction history, which can be seamlessly integrated with bookkeeping and accounting software such as Quickbooks and Xero.

This provides a streamlined and efficient way to manage counselor spending while keeping track of all transactions in one place.

Issue new card

After your staff has registered on the app, you can issue a card to any of them by going to the “Spending Cards” section on the main dashboard and clicking “Add Funds.”

Then, select “Issue Card” from there and confirm your selection by clicking “Yes.”

crowded camps

Add funds to cards

When you’re ready to add funds to a card, return to the “Spending Cards” section and click “Add Funds” again.

Check the box next to the member(s) you want to send funds to, enter the desired amount (along with an optional reference note for bookkeeping), and click “Submit.”

Guide for camp admins

Freeze a card

If you need to freeze, redeem funds back from the card, or cancel the card at any time, go to the “Spending Cards” section in the “Cards” tab of the platform to perform those actions.

Guide for camp admins
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