Communicating with other users on Ramp

Overview

Ramp provides several ways for admins, managers, and employees to communicate within the platform. These are tied to specific workflows — such as commenting on transactions, sending reminders for missing receipts, or nudging approvers about pending items. Ramp does not have a general-purpose bulk email or announcement feature for sending custom messages to all employees at once.

Commenting on spend activity

You can have conversations about specific spend items using the Activity tab. Navigate to the item you want to discuss and select the Activity tab. Commenting is available for bills, bill vendors, purchase orders, reimbursements, transactions, funds, Spend Programs, requests, and fund merchants.

The owner of the spend object (for example, the transaction or request) and approvers can all leave comments in the Activity tab and receive notifications from those comments. Tagged users also receive an email notification.

Commenting actions

• Comments may be edited or deleted
• Notifications can be turned on or off via the Unsubscribe button. Spend object owners are automatically subscribed, while other individuals, including approvers, must be tagged to receive notifications.
• You may tag other Ramp users, who will also be subscribed to the activity
• You can upload attachments to your comments. Supported file types are csv, doc(x), heic, jpeg, pdf, png, txt, webp, xls(x), zip. There is a limit of 5 files per comment.

Sending reminders for missing items

Admins and managers can send reminders to employees who have not submitted required receipts or memos for their transactions. These reminders use a standard Ramp notification template and cannot be customized with a personal message.

• Go to Expenses > Card transactions and use the Remind button to notify individual employees or select multiple transactions and use Remind all to send reminders in bulk.
• Managers can remind employees to submit missing receipts and memos.
• Admins can remind both managers and employees.

Employees receive an email listing the specific transactions that need attention. For more details, see Reviewing transactions from Ramp cards.

Sending reminders to approvers

Admins can send reminders to managers and other approvers who have pending items waiting for their review. These reminders use a standard Ramp notification template.

• From the Inbox tab or Expenses > Card transactions , select items pending review and use the Remind button to notify approvers.
• Admins can also remind managers to review reimbursements from the Expenses > Reimbursements > Needs review tab.
• Managers automatically receive a weekly reminder email listing transactions that require their approval.

Managing notification preferences

Each user can manage their own notification preferences to control which emails, SMS, and push notifications they receive from Ramp. Go to Profile > My settings > Notifications to configure preferences.

Notification preferences are managed by each individual user — admins cannot configure notification preferences on behalf of other users. For more details, see Manage your communication preferences.

Other ways Ramp notifies employees

Ramp automatically sends notifications to employees in several workflow-specific scenarios. Admins do not compose these messages — they are triggered by actions within the platform:

• Expense policy updates: When an admin publishes or updates an expense policy, Ramp emails the affected team asking them to review and sign it. See Getting Started with Ramp's Expense Policy Setup .
• Submission policy reminders: Ramp automatically notifies cardholders via SMS and email when they need to submit receipts or memos after a transaction. See Submission policies .
• Card lock notifications: Cardholders are notified via SMS, email, and push notification when their card or funds are locked or unlocked. See Automatically lock cards and funds .
• Transaction flagging: When a transaction is flagged as out of policy, admins can request changes, which starts an email thread between the reviewer and the cardholder. See Reviewing transactions from Ramp cards .
• Slack and Microsoft Teams: If your organization has connected Slack or Microsoft Teams, Ramp sends direct messages to employees for transaction approvals, reimbursements, and missing items. See Set up Ramp's Slack integration for Admins or Set up Ramp's Microsoft Teams integration for Admins .

Frequently asked questions

Can I send a custom email or announcement to all employees on Ramp?

No. Ramp does not have a feature for composing and sending custom bulk emails or announcements to employees. Admin-to-employee communications on Ramp are tied to specific workflows, such as reminders for missing receipts or pending approvals. To send a company-wide message, use your organization's existing email or messaging tools outside of Ramp.

Can I send a reminder to all employees at once for missing receipts?

Yes. Go to Expenses > Card transactions, select transactions with missing items, and use the Remind all option. Ramp sends each employee an email listing their transactions that need attention.

Do employees get notified when I leave a comment on their transaction?

Yes. The spend object owner and any tagged users receive an email notification when a comment is posted in the Activity tab.