--- title: "How to Save Time with Custom Views in Topkey" description: "Learn how to set up custom views in Topkey for cardholders, bookkeepers, AP, and admins to streamline workflows and speed up month-end close." canonical: "https://topkey.io/blog/how-to-save-time-with-custom-views-in-topkey" language: "en" --- [Blog](https://topkey.io/blog) # How to Save Time with Custom Views in Topkey October 19, 2026 ![How to Save Time with Custom Views in Topkey: a Custom Views list with Incomplete this month, Missing receipts, Bills due this week, Failed syncs and Last week's pay run](https://topkey.io/assets/955e51af0e/custom-views-blog-thumbnail.png) Your team has its own way of getting work done. Custom views help you organize Topkey around it. This guide walks you through custom views for your role, based on the best practices Topkey’s customer success team shares with short-term rental property management companies. Watch the video, then set up your role’s views from top to bottom. Once you’re comfortable, think beyond the examples and build views around the information you need throughout your day. ## What is a Custom View? A custom view is a saved version of a Topkey page, with your filters, columns and sort. You reopen it with V and its number, and you can share it with your team. Custom views take you straight to the workflows and lists of transactions, bills and other information you need, when you need them. Most people check several lists a day, like bills ready to pay, failed syncs and charges missing receipts. Save each one once, then switch between them with V instead of changing filters every time. ## Save and Share a Custom View Video: [How to save and share a custom view in Topkey](https://topkey.io/assets/8aedee6e3a/topkey-custom-views-guide-1x1.mp4) ## Set Up the Views for Your Role Find your role below and work through its views from top to bottom, starting with the one that will save you the most time. These give you a useful foundation to build on as you discover what works best for your routine. Each view includes an "Open in Topkey" link that takes you to the right page with filters already applied in the account you’re signed in to. Add any extra filters noted in the instructions, then click "Save Search" to keep the view ready for next time. ### Custom Views for Cardholders Cardholders complete their own transactions, which is where the whole process starts. You’ll see only your own transactions. #### 1) Incomplete Transactions This Month Start your morning with a clear list of this month’s card transactions that still need attention. Make this your default view so the page opens straight to your unfinished work, then work through the list throughout the month to stay ahead of month-end. What This View Shows: - Status = Incomplete includes transactions that still need attention. - Period = This Month shows transactions from the current month. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Bstatus_eq%5D=incomplete&q%5Btransaction_datetime_in_period%5D=this_month) to open Card Transactions in your signed-in account with these filters applied. 2. Click "Save Search" and give the view a clear name, such as Incomplete This Month. 3. Set it as your default view. Your unfinished work will be ready when you open the page each morning. #### 2) Transactions Missing Receipts Keep track of this month’s card charges that still need a receipt. Check this view after a trip or a round of purchases, while receipts are easy to find in your inbox, so you have fewer to chase down at month-end. What This View Shows: - Receipts = None includes charges without a receipt. - Period = This Month shows transactions from the current month. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Bhas_receipt_true%5D=0&q%5Btransaction_datetime_in_period%5D=this_month) to open Card Transactions with these filters applied. 2. Click "Save Search" and name it Missing Receipts. Your list is ready for your next receipt check. #### 3) Uncategorized Transactions Find this month’s card charges that still need a category. Check this view once a week to fill in the gaps as you go, so your bookkeeper can start month-end close without chasing down missing details. What This View Shows: - Categories = No Category includes charges that haven’t been categorized. - Period = This Month shows transactions from the current month. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Bhas_categories%5D%5B%5D=none&q%5Btransaction_datetime_in_period%5D=this_month) to open Card Transactions with these filters applied. 2. Click "Save Search" and name it Uncategorized. Your view is ready for a quick weekly check. ### Custom Views for Bookkeepers and Accountants Keep month-end moving with views that help you spot missing details early, follow up with cardholders, and avoid syncing the same items twice. #### 1) Incomplete Transactions This Month See this month’s card transactions that still need attention. Check this view weekly to identify which cardholders need a follow-up, so missing details don’t pile up just as you’re ready to close the books. What This View Shows: - Status = Incomplete includes transactions that still need attention. - Period = This Month shows transactions from the current month. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Bstatus_eq%5D=incomplete&q%5Btransaction_datetime_in_period%5D=this_month) to open Card Transactions in your signed-in account with these filters applied. 2. Click "Save Search" and name it Incomplete This Month. Your view is ready for your next weekly review. #### 2) Missing a Work Order Find owner-billable card charges that still need a completed work order in your PMS. Review this list before owner statements go out, so every billable charge has the work order it needs. What This View Shows: - Status = Complete includes transactions marked complete. - Categories = Bill to Owner narrows the list to owner-billable charges. - Your PMS sync status = Pending sync identifies charges still waiting to sync to your PMS. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Bstatus_eq%5D=complete&q%5Bhas_missing_work_order_true%5D=1) to open Card Transactions filtered to complete transactions missing a work order. 2. Add Bill to Owner under Categories. 3. Confirm your PMS sync status is set to Pending sync. 4. Click "Save Search" and name it Missing a Work Order. Your list is ready for your next owner statement review. #### 3) Month-End Review Bring last month’s owner-billable and uncategorized card charges together in one list. Use this view during the first few days of the month as your card spend checklist, catching missing categories and reviewing billables as you close. What This View Shows: - Period = Last Month shows transactions from the previous month. - Categories = Bill to Owner + No Category includes owner-billable charges and charges that haven’t been categorized. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Btransaction_datetime_in_period%5D=last_month&q%5Bhas_categories%5D%5B%5D=none) to open Card Transactions with Last Month and No Category applied. 2. Add "Bill to Owner" under Categories, keeping No Category selected. 3. Click "Save Search" and name it Month-End Review. The Last Month filter updates automatically, keeping the view ready for each close. #### 4) Not Yet Synced See which card charges haven’t been sent to your accounting software. Check this view before each sync to review what still needs to go over and avoid sending the same charges twice. This filter becomes available once your accounting software is connected. What This View Shows: - Accounting Sync = Not Yet Synced includes charges that haven’t been sent to your accounting software. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Baccounting_synced%5D=pending) to open Card Transactions with this filter applied. 2. Click "Save Search" and name it Not Yet Synced. Your view is ready to check before your next sync. #### 5) Transactions Per Client or Brand Give each client or brand its own view of this month’s card transactions. When you reconcile or report for one brand at a time, you can jump straight to its list without resetting your filters. What This View Shows: - Property Groups = That brand’s group narrows transactions to the selected client or brand. - Period = This Month shows transactions from the current month. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Btransaction_datetime_in_period%5D=this_month) to open Card Transactions with This Month applied. 2. Select the brand’s group under Property Groups. 3. Click "Save Search" and include the client or brand in the view’s name. Repeat for each client or brand you manage so their transactions are easy to find. #### 6) Reservations Not Paid Find reservations with check-in dates last month that have missing or partial guest payments. Review this list at the start of the month as you reconcile revenue, so you can spot outstanding balances and follow up on what’s still owed. What This View Shows: - Payment Status = Not Paid + Underpaid includes reservations with missing or partial payments. - Check-in Date = Last Month limits the list to reservations with check-in dates in the previous month. How to Save This View: 1. Click [here](https://app.topkey.io/revhub/reservations?q%5Brev_rec_status_in%5D%5B%5D=not_paid&q%5Brev_rec_status_in%5D%5B%5D=underpaid&q%5Bstart_date_in_period%5D=last_month) to open Reservations under RevHub with these filters applied. 2. Click "Save Search" and name it Reservations Not Paid. The Last Month filter updates automatically for your next revenue review. #### 7) Failed Owner Payments See every owner payout that didn’t go through in one place. Check this view the day after payouts go out so you can address failed payments before owners have to follow up. What This View Shows: - Payment Status = Failed includes owner payouts that didn’t go through. - Created At = All keeps older failed payments visible too. How to Save This View: 1. Click [here](https://app.topkey.io/owners/payment_requests?q%5Bin_state%5D=progress&q%5Bpayment_status_in%5D%5B%5D=6&q%5Bcreated_at_in_period%5D=all_time) to open the In Progress tab in Owner Payments with these filters applied. 2. Click "Save Search" and name it Failed Owner Payments. Your view is ready for your check the day after payouts. #### 8) Monthly Report Keep the list behind your monthly report ready to export. Save the filters you use each month, then return to the view during the first week of the month to pull last month’s report without rebuilding the same search. What This View Shows: - Your usual report filters define the information included in your report. - Period = Last Month shows information from the previous month. How to Save This View: 1. Open the Topkey page you export your monthly report from. 2. Apply your usual report filters and set Period to Last Month. 3. Click "Save Search" and give the view a name that identifies the report. The period updates automatically, so your view is ready for the next monthly export. ### Custom Views for Accounts Payable Keep bills moving from arrival to payment with views that help you route approvals, stay on top of due dates, and track what still needs to sync. #### 1) Unassigned Bills Find bills that haven’t been assigned to anyone yet. Check this view each morning to get new bills to the right approver and keep them moving through the approval process. What This View Shows: - Assigned to = Not Assigned includes bills that haven’t been assigned to anyone. - Created At = All keeps older unassigned bills visible too. How to Save This View: 1. Click [here](https://app.topkey.io/bills?q%5Bin_state%5D=all&q%5Bassignees_id_in%5D%5B%5D=none&q%5Bcreated_at_in_period%5D=all_time) to open the All tab in Bill Pay with these filters applied. 2. Click "Save Search" and name it Unassigned Bills. Your view is ready for your morning check. #### 2) Bills Due This Week See which bills are due this week so you can prioritize them when scheduling payments. This view also includes bills with no due date, giving you a chance to check their timing before they get overlooked. What This View Shows: - Due Date = This Week includes bills due this week, plus bills that have no due date. - Created At = All includes matching bills regardless of when they were created. How to Save This View: 1. Click [here](https://app.topkey.io/bills?q%5Bin_state%5D=all&q%5Bdue_date_in_period%5D=this_week&q%5Bcreated_at_in_period%5D=all_time) to open the All tab in Bill Pay with these filters applied. 2. Click "Save Search" and name it Due This Week. Your list is ready each time you schedule payments. #### 3) Failed Payments Catch bill payments that didn’t go through before they turn into vendor follow-ups. Check this view the morning after each payment run, then open each bill to review the failed payment and retry it. What This View Shows: - Payment Status = Failed includes bill payments that didn’t go through. - Created At = All keeps older failed payments visible too. How to Save This View: 1. Click [here](https://app.topkey.io/bills?q%5Bin_state%5D=progress&q%5Bconsolidated_payment_status_in%5D%5B%5D=6&q%5Bcreated_at_in_period%5D=all_time) to open the In Progress tab in Bill Pay with these filters applied. 2. Click "Save Search" and name it Failed Payments. Your view is ready to check the morning after each payment run. #### 4) Last Week's Completed Pay Run Bring last week’s completed work into one list so it’s ready for payday. This view shows work orders without a bill yet, helping you find the tasks that still need to be billed before you can pay them. What This View Shows: - Breezeway status = Approved + Finished + Closed includes tasks with any of these statuses. - Finished = Last Week shows tasks finished during the previous week. - Payment status = No bill includes tasks without a bill. - Created = All includes matching tasks regardless of when they were created. How to Save This View: 1. Click [here](https://app.topkey.io/work_orders?q%5Btask_status_code_in%5D%5B%5D=approved&q%5Btask_status_code_in%5D%5B%5D=finished&q%5Btask_status_code_in%5D%5B%5D=closed&q%5Bperformed_on_in_period%5D=last_week&q%5Bbill_status_in%5D%5B%5D=none&q%5Bcreated_at_in_period%5D=all_time) to open the work orders page with these filters applied. 2. Click "Save Search" and name it Pay Run. On payday, return to this list to create the bills, then pay them. #### 5) Cleaners Pay Run List Keep housekeeping payments together when you pay cleaners separately from other vendors. This view narrows your pay run to last week’s completed housekeeping tasks that still need a bill, so you can work through them in one batch. What This View Shows: - Breezeway status = Approved + Finished + Closed includes tasks with any of these statuses. - Finished = Last Week shows tasks finished during the previous week. - Payment status = No bill includes tasks without a bill. - Created = All includes matching tasks regardless of when they were created. - Department = Housekeeping narrows the list to housekeeping tasks. How to Save This View: 1. Click [here](https://app.topkey.io/work_orders?q%5Btask_status_code_in%5D%5B%5D=approved&q%5Btask_status_code_in%5D%5B%5D=finished&q%5Btask_status_code_in%5D%5B%5D=closed&q%5Bperformed_on_in_period%5D=last_week&q%5Bbill_status_in%5D%5B%5D=none&q%5Bcreated_at_in_period%5D=all_time) to open the work orders page with the pay run filters applied. 2. Set Department to Housekeeping. 3. Click "Save Search" and name it Cleaner Pay Run. On payday, open this view to create the bills and pay your cleaners. #### 6) Approved Bills to Sync Bring approved bills that are ready to sync into one list. Review this view before sending bills to your accounting software, so you can select and sync only those approved. What This View Shows: - Status = Approved includes bills that have cleared approval. - Accounting Sync = Ready to Sync narrows the list to bills ready to send to your accounting software. How to Save This View: 1. Click [here](https://app.topkey.io/accounting/topkey-accounting-sync/bills?q%5Bstate_in%5D%5B%5D=approved&q%5Baccounting_synced%5D=ready_to_sync) to open the Bills tab in Accounting Sync with these filters applied. 2. Click "Save Search" and name it Approved Bills to Sync. When you’re ready to sync, open the view, select the bills, and click Sync. #### 7) Failed Syncs Find bills that didn’t reach your accounting software. Check this view right after each sync so you can catch and resolve errors while the details are still fresh. What This View Shows: - Accounting Sync = Failed includes bills whose sync to your accounting software failed. How to Save This View: 1. Click [here](https://app.topkey.io/accounting/topkey-accounting-sync/bills?q%5Baccounting_synced%5D=failed) to open the Bills tab in Accounting Sync with this filter applied. 2. Click "Save Search" and name it Failed Syncs. To read an error, hover over the red Failed badge or click the eye icon in the Sync status column header. ### Custom Views for Operations and Property Managers Keep work orders moving through billing and linked to your PMS. These views all live on the work orders page under Portfolio in the sidebar. Depending on your PMS or task app, the page may be called Work Orders & Tasks, Tasks, or Expenses & Breezeway Tasks. #### 1) Work Orders With No Bill Find work orders that don’t have a bill yet. Review this list weekly to identify finished work that’s ready to bill, helping you get it billed in the same month it happened. What This View Shows: - Payment status = No bill includes work orders without a bill. - Created = All keeps older unbilled work orders visible too. How to Save This View: 1. Click [here](https://app.topkey.io/work_orders?q%5Bbill_status_in%5D%5B%5D=none&q%5Bcreated_at_in_period%5D=all_time) to open the work orders page in your signed-in account with these filters applied. 2. Click "Save Search" and name it Work Orders With No Bill. Your view is ready to reopen for your next weekly review. #### 2) Not Linked to Your PMS Find work orders that still need to be linked to their records in your PMS. Check this view weekly and link any outstanding items so they appear in your PMS before owner statements go out. What This View Shows: - Your PMS sync status = Not linked includes work orders not yet linked to your PMS. - Created = All keeps older unlinked work orders visible too. Without a PMS connected, the sync status filter is called **Status**. How to Save This View: 1. Click [here](https://app.topkey.io/work_orders?q%5Bstatus_in%5D%5B%5D=not_linked&q%5Bcreated_at_in_period%5D=all_time) to open the work orders page in your signed-in account with these filters applied. 2. Click "Save Search" and name it Not Linked to Your PMS. Your view is ready for your next weekly check. #### 3) Owner-Billable Tasks See this month’s finished tasks that Breezeway has marked as billable to the owner. Review this list before billing owners each month to help catch charges that might otherwise get missed. What This View Shows: - Bill to = Owner includes tasks marked as billable to the owner. - Finished = This Month shows tasks finished during the current month. - Created = All includes those tasks regardless of when they were created. The Bill to filter is available only on some Breezeway connections. How to Save This View: 1. Click [here](https://app.topkey.io/work_orders?q%5Btask_bill_to_in%5D%5B%5D=owner&q%5Bperformed_on_in_period%5D=this_month&q%5Bcreated_at_in_period%5D=all_time) to open the work orders page in your signed-in account with these filters applied. 2. Click "Save Search" and name it Owner-Billable Tasks. Your view is ready for your next monthly billing review. #### 4) One View Per Technician Give each technician or maintenance person a dedicated view of their work finished this month. Use it during one-on-ones or when reviewing completed work, so you can focus on that person’s tasks without resetting your filters. What This View Shows: - Assignees = That person narrows the list to the selected tech. - Finished = This Month shows work finished during the current month. - Created = All includes that work regardless of when it was created. The Assignees filter depends on your task app. How to Save This View: 1. Click [here](https://app.topkey.io/work_orders?q%5Bperformed_on_in_period%5D=this_month&q%5Bcreated_at_in_period%5D=all_time) to open the work orders page with the date filters applied. 2. Select the technician under "Assignees". 3. Click "Save Search" and include the tech’s name in the view’s title. Repeat for each tech you manage so their completed work is easy to find. ### Custom Views for Admins Keep an eye on your team’s work and the month’s activity, with views that help you see the full picture and check the details when something looks off. #### 1) Everything This Month See all of this month’s card transactions in one place, regardless of status, including archived items. When a narrower view looks incomplete or unexpected, use this list to compare results and spot what its filters might be leaving out. What This View Shows: - Status = Any includes transactions regardless of status. - Archived = All includes archived and unarchived transactions. - Period = This Month shows transactions from the current month. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Btransaction_datetime_in_period%5D=this_month&q%5Barchived%5D=) to open Card Transactions in your signed-in account with the month and archive filters applied. 2. Confirm Status is set to "Any". 3. Click "Save Search" and name it Everything This Month. Your full list is ready whenever you need to check another view’s results. #### 2) One View Per Market or Property Group Give each market lead a focused view of their team’s card transactions for the month. Use it during weekly reviews to check activity for that market or property group without changing anyone’s access. What This View Shows: - Property Groups = That group narrows transactions to the selected market or property group. - Period = This Month shows transactions from the current month. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Btransaction_datetime_in_period%5D=this_month) to open Card Transactions in your signed-in account with This Month applied. 2. Select the group under "Property Groups". 3. Click "Save Search" and name the view for that market or group. 4. Share it with the relevant team. Repeat for each group you oversee to keep weekly reviews focused. #### 3) Incomplete Transactions by Person or Team See which card transactions still need attention from a specific person or team. Check this view a few days before month-end so you can send focused reminders and give everyone time to finish their updates before close. What This View Shows: - Status = Incomplete includes transactions that still need attention. - Period = This Month shows transactions from the current month. - Cardholder = The person or Groups = The team narrows the list to the people you want to follow up with. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Bstatus_eq%5D=incomplete&q%5Btransaction_datetime_in_period%5D=this_month) to open Card Transactions with Incomplete and This Month applied. 2. Select the person under "Cardholder" or the team under "Groups". 3. Click "Save Search" and include the person’s or team’s name in the view’s title. Your list is ready when it’s time to send month-end reminders. #### 4) New Cardholders in Training Help new cardholders build good habits from the start. During their first month, use this view to spot incomplete transactions and offer guidance while they’re learning what to add and how to finish each charge. What This View Shows: - Status = Incomplete includes transactions that still need attention. - Period = This Month shows transactions from the current month. - Cardholder = Your newest cardholders focuses the list on people still getting started. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Bstatus_eq%5D=incomplete&q%5Btransaction_datetime_in_period%5D=this_month) to open Card Transactions with Incomplete and This Month applied. 2. Select your specific cardholders under "Cardholder". 3. Click "Save Search" and name it New Cardholders in Training. Update the Cardholder filter as people join or finish their first month. #### 5) Billable to Owner, Not Approved Keep owner-billable charges awaiting approval in one place. Review this queue a few times a week to keep approvals moving and avoid a last-minute backlog before owner statements go out. This view is available only if your account uses approvals. What This View Shows: - Categories = Bill to Owner includes owner-billable charges. - Period = This Month shows transactions from the current month. - Approval Status = Not Reviewed + Further Review includes charges awaiting review or needing another look. Add Draft and Submitted if your account requires approval. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Btransaction_datetime_in_period%5D=this_month&q%5Bapproval_status_in%5D%5B%5D=pending&q%5Bapproval_status_in%5D%5B%5D=in_review) to open Card Transactions with the month and review statuses applied. 2. Select "Bill to Owner" under Categories. 3. Add "Draft" and "Submitted" under "Approval Status" if your account requires approval. 4. Click "Save Search" and name it Owner Charges Awaiting Approval. Your approval queue is ready for regular review before statements go out. #### 6) Big-Ticket Spend Keep larger card charges on your radar, with the highest amounts at the top. Review this view weekly and once more before month-end to give significant purchases the attention they need. What This View Shows: - Amount, At least = Your review threshold includes charges at or above the amount you choose. - Period = This Month shows transactions from the current month. - Sort = Amount, highest first puts the largest charges at the top. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Bamount_with_direction_gteq%5D=500&q%5Btransaction_datetime_in_period%5D=this_month&q%5Bs%5D=amount_with_direction+desc) to open Card Transactions with a $500 threshold, This Month, and the largest charges first. 2. Adjust the amount to your team’s review threshold. 3. Click "Save Search" and name it Big-Ticket Spend. Your view is ready for weekly checks and a final review before month-end. #### 7) New Category See how your team is using a newly added category. Save this view when you create the category, then check it during the first month to catch misunderstandings early and make sure charges are being categorized as intended. What This View Shows: - Categories = The new category includes charges assigned to that category. - Period = This Month shows transactions from the current month. How to Save This View: 1. Click [here](https://app.topkey.io/transactions?q%5Btransaction_datetime_in_period%5D=this_month) to open Card Transactions with This Month applied. 2. Select the new category under "Categories". 3. Click "Save Search" and include the category’s name in the view’s title. Your view is ready to check as the team gets familiar with the new category. ## Spot Your Next Custom View The views above are a great place to start, but you’ll get even more out of custom views as you make them your own. Every team has a different rhythm, from the lists you check each morning to the loose ends you wrap up at month-end. Your views can follow that same rhythm, making the information you need easier to get back to. As you go about your day, look for those small moments when you’re repeating a search or digging through a list. Each one is an opportunity to save yourself a few steps next time. - **Setting the same filters again?** If you’re building the same search more than once a week, give it a name and save it. The next time you need it, press **V** to reopen the view and pick up where you left off. - **Scrolling to find the same kind of item?** Think about what those items have in common. Filter for exactly what you’re looking for, then save that view so you can get straight to the items that need your attention. - **Getting asked what’s still open?** Turn that recurring question into a shared view. Your teammate gets a place to check, and you spend less time pulling the same list for them. - **Keeping a close eye on a property, brand, person, or vendor?** Give it a dedicated view. Whatever you check regularly deserves an easy way back in. - **Pulling the same list every month?** Save a view with a relative period like **Last Month**. When the next month rolls around, the date range updates with it, so your list is ready when you are. Give each view a name that makes its purpose clear, set your most-used view as your default, and share it with anyone who checks the same list. Start with one or two that make your day easier, then build from there. The best ideas will come from the work you’re already doing. ## Best Practices to Set Up Views for Your Team Once you’ve saved your own views, help your team get set up too. A few shared views can give everyone a clear place to start, make handoffs easier, and save people from rebuilding the same searches. For admins and managers, the key is to use views to help people focus. Permissions determine what someone can access; views help them find the work that matters to them within that access. ### Smaller Teams Keep it simple. Have each person start with the views recommended for their role, then adjust them as they learn what’s most useful in their day-to-day work. When two people regularly work from the same list, have one person save and share the view. That gives them a common starting point and saves both people from setting up the same filters. ### Larger Teams With more people and responsibilities in the mix, it helps to build a consistent set of shared views. A little setup upfront makes it easier for everyone, including new team members, to find the right lists and get to work. #### 1\. Start with your groups. Head to Settings → Team & Access → Groups and make sure your groups reflect how your team works today. This gives you a solid starting point for sharing views with the right people. #### 2\. Build the core views once. Have an admin create the views your team needs from the role-based lists above. These become the shared starting points for your team’s recurring work. #### 3\. Share them with the people who need them. Give the relevant role or group **View only** access. New people added to that role or group will receive the shared views automatically, giving them one less thing to set up. #### 4\. Choose who maintains each view. Give **Can edit** access to the person who owns that process. They can keep the view useful as the workflow changes, while everyone else can rely on a consistent setup. #### 5\. Make individual workloads easy to find. Create a view for each person or team you oversee, filtered by **Cardholder** or **Groups**, and share it with them. You’ll both have an easy way to get back to the same list when reviewing work or checking in. #### 6\. Include shared views in your handoffs. Before someone leaves, transfer their shared views to a new owner. This keeps the views your team relies on available and puts someone in charge of maintaining them. Shared views give your team a useful foundation, with plenty of room to make things their own. Encourage people to save personal views alongside the shared ones, or duplicate a shared view and adjust their copy to fit their routine. ## Keep Your Views Working A well-built view can stay useful for a year or more without much attention. But as responsibilities shift and workflows change, a little cleanup helps keep your go-to lists easy to find and useful. There’s no need to rebuild what’s working. When a view no longer fits your routine, or your "V list" gets too long to scan, take a few minutes to tidy things up. 1. Delete views you no longer use. Press V, click the menu next to the view, choose Delete and confirm. Only the view's owner can delete it. 2. Open each remaining view and check that the results look right. 3. If a view looks off, compare it with your Everything view and fix the filter. A banner asks whether to update the view. Click Update to save the change to that view, or Discard to undo it. The goal is a collection of views you can trust and quickly find your way around. Keep the ones that help you move through your day, and let the rest go. ## Five Rules for Every View The best views are easy to recognize, show what you expect, and stay useful as time passes. Keep these five habits in mind as you build yours, and you’ll spend less time adjusting filters later. 1. **Start broad, then narrow:** Save the biggest bucket first, such as everything incomplete, then save narrower views one filter at a time. 2. **Keep dates relative:** Use This Month for work happening now, Last Month for closing a month that's over, and no date limit for catching leftovers. Skip custom date ranges, since relative periods update every time you open the view. 3. **Check the Filters summary before you save:** Default filters get saved too. On Card Transactions that includes the last 30 days. 4. **Name views so they're unique and clear:** Say who and what, like "Missing receipts, this month." Names must be unique on each page and get cut off around 30 characters. 5. **If a view looks empty, check its period first:** A This Month view is often empty on the 1st, before anything new comes in. Once these habits become second nature, you can spend less time setting up your lists and more time getting through them. ## Start Using Custom Views Today Start with the first view in your role’s list, save it, and make it your default. Tomorrow, the page will open straight to the work you need to see. Add more as they become useful to your routine. The views in this guide are just a starting point. As you use them, think about how you organize your day. What do you check first? What needs your attention before month-end? Which lists help you hand off work to a teammate? Build views around those moments, combining filters however you need to support your workflow. Missing a filter or want help turning an idea into a custom view? Reach out to your CSM. They can help you explore the options and get your team set up. Start with what’s here, then make it your own. Good luck! ## See the Topkey difference. ## Disclosures \*Topkey is a financial technology company and is not an FDIC-insured bank. Banking services provided by Thread Bank, Member FDIC. FDIC Insurance available for funds on deposit through Thread Bank, Member FDIC. FDIC deposit insurance covers the failure of an insured bank. Certain conditions must be satisfied for pass-through deposit insurance coverage to apply. The Topkey Visa debit card is issued by Thread Bank, Member FDIC, pursuant to a license from Visa U.S.A. Inc. and may be used anywhere Visa cards are accepted. The Topkey Visa charge card is issued by Thread Bank, Member FDIC, pursuant to a license from Visa U.S.A. Inc. and may be used anywhere Visa cards are accepted. Accounts are eligible for pass-through deposit insurance only to the extent pass-through insurance is permitted by the rules and regulations of the FDIC, and if the requirements for pass-through insurance are satisfied. There may be a risk that pass-through deposit insurance is not available because conditions have not been satisfied. In such cases, funds may not be fully insured in the event the insured depository institution where the funds have been deposited were to fail. \*\*Your deposits qualify for up to $3,000,000 in FDIC insurance coverage when Thread Bank places them at program banks in its deposit sweep program. Your deposits at each program bank become eligible for FDIC insurance up to $250,000, inclusive of any other deposits you may already hold at the bank in the same ownership capacity. You can access the terms and conditions of the sweep program at https://thread.bank/sweep-disclosure/ and a list of program banks at https://thread.bank/program-banks/. Please contact customerservice@thread.bank with questions on the sweep program. Pass-through insurance coverage is subject to conditions. 1 | The interest rate on the High Yield Deposit Account will be 2.93% with an Annual Percentage Yield (APY) of 2.97%. The interest rate on the Regular Deposit Account will be 1.52% with an Annual Percentage Yield (APY) of 1.53%. These rates are effective as of 9/17/26. These are variable rates and are subject to change after the accounts are opened based on the Federal Funds Rate. Minimum opening deposit and average balance requirements may apply. Fees could affect earnings on the account. Topkey does not provide tax, legal, or accounting services. All information on this site is for educational purposes only.