How to Manage Sub Accounts 🏆

What to use Sub Accounts for?

• Unified & independent checking accounts for multi-chapter organizations
• Empower committees to manage their budgets
• Set money aside to hit savings goals
• Keep income streams labeled and separate (fundraisers, events, etc.)

When your organization opens up Sub Accounts, your organization becomes an “HQ” or Headquarters account. As the HQ, you have special privileges – you’ll be able to create Sub Accounts, invite admins to run these accounts, and add and withdraw funds from those accounts. 

Why use Sub Accounts?

An organization can turn to Sub Accounts to get unprecedented oversight, without needing to manage everything hands-on.

Assign admin access to the relevant parties, and allow sub-groups/committees/chapters to manage their own finances, but step in whenever.

Also, say bye to the account handover process as you know it. No more trips to the bank, no need for the group admin to provide their SSN, Sub Account admins can be assigned and replaced instantly. 

Creating Sub Accounts

Create Sub Accounts easily from the ‘My Accounts’ tab on your Crowded account.

Navigate to the Sub Accounts tab and click ‘Create Sub Account.’

Creating One Sub Account

If you are only creating one or two Sub Accounts, you can do so manually by clicking “Create an Account.”

Then, name the account, and decide how much money you’d like to start them off with (this step is optional!).

Then, invite an admin to run this account. Input their name and email, and they will get a personal invite link to run that account.

Note: You can invite yourself to be an admin on a Sub Account.

How to Create Sub Accounts in Bulk

Easily onboard the teams/chapters/sub-sections of your organization onto Crowded with a CSV upload! This process instantly creates Sub Accounts and sends out the invitations to the selected admins.

Here’s a step-by-step walkthrough of the process.

1. Compile Info into a Spreadsheet

Use Excel or Google Sheets to create a spreadsheet with the necessary information to create the Sub Accounts and invite the designated admin. The spreadsheet must have the following columns in this order or use our template.

1. Name of the Sub Account 
2. First name of the admin 
3. Last name of the admin
4. Email of the admin

Once you’ve added all the relevant information, double-check it, and download it as a CSV file.

2. Upload the CSV to Crowded 

1. This time when you click “Create Sub Account” select “Upload via CSV”
2. Upload the CSV you created with the Sub Account information. 
3. Once the CSV is loaded in the platform, look through all of the lines to ensure that everything is correct, or fix any errors. 
4. Once it is ready, finalize the upload. 

The Sub Accounts will be automatically created, and the admins will receive invitation emails. From the Sub Accounts dashboard, you can track who has accepted the invitation and resend it to those who haven’t. And you’re all set to get a birds eye view into all the Sub Accounts of your organization!

Adding Admins to Sub Accounts

Adding admins is crucial for managing a Sub Account. Admins are invited by email, and then can log into the Sub Account and manage it from there! Add the designated admin (this can also be yourself).

1. 1. Log into Crowded on the web platform and click on “My Accounts” on the sidebar.
   2. Select the Sub Account you’d like to add an admin to.
   3. Click “Add Admin”.
   4. Input the relevant name and email.
   5. The invited admin will receive the invitation email, and should complete the registration.

From that point, the admin will be able to log into the Sub Account and create collections, spend with an Admin card, see all transactions, etc.

Removing Admins

Once a Sub Account has admins, it must always have at least one admin. To remove an admin from a Sub Account, there must be at least two admins on that account. We recommend that you add yourself as an admin so you can easily remove other admins at any point.

To manage the admins on a Sub Account, see the Admin column on the Sub Accounts table. Click on the admin name on the Sub Account you’d like to remove. Click on the garbage bin next to the admin you’d like to remove and you’re done!

Funding Sub Accounts

Once your organization’s Sub Accounts are up and running, its time to get the accounts started with some funds. There are two ways to add funds to these accounts:

Option 1: From the HQ Account

1. Log in to Crowded on a computer and click on “My Accounts” on the sidebar.
2. Select the Sub Account you’d like to fund.
3. Click “Add Funds” on the floating bar on the bottom of the screen.
4. Input the amount and a reference for the transfer.
5. Confirm and the money should be transferred immediately from your Primary Checking. Account balance to the balance of the selected Sub Accounts.

Note: This process is the same for withdrawing funds from a Sub Account, except click “Withdraw Funds” from the bottom bar.

From an external bank account:

External parties can make an incoming ACH transfer into a specific Sub Account from an external bank account by inputting the Sub Account’s specific bank details.  Each Sub Account has a unique account number, with the same routing number and account name as the HQ’s account.

The HQ account name and routing number can be accessed via the platform here (accessible by HQ and Sub Account admins only).