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How to create digital business cards for a team: step by step
Company and brand settings first, then the people who will use the panel, and the cards last: team cards set up in this order open with the same layout and need no fixing one by one. This guide covers the six steps with the panel's screen names, every step of the card wizard and the common mistakes.
Contents
Plans: QR codes, vCard, NFC, the contact form, card templates and email signatures are included in Starter and higher plans; your own logo and colour on cards in Pro and higher; departments and employee sync in Enterprise.
Creating digital business cards for a team is a little different from creating a single card: first the company side (company name and brand), then the people (who will use the panel and who can change what), and the cards last. If you follow this order, every new card opens with the same layout and you do not have to fix cards one by one later. The steps below use the screen and field names in the panel; we covered the overall setup for teams in managing digital business cards for a team.
Prepare before you start
What speeds up the setup is collecting the details in advance. For each employee, gather the following in a spreadsheet:
- first and last name, title and department;
- mobile number (it also enables the WhatsApp button on the card), a landline if any, and the work email;
- a square or face-centred profile photo;
- links to show on the card: LinkedIn, the company presentation, a catalogue and so on;
- a rule for the card address: "first-last" is usually enough, and the panel suggests it from the name.
For the company, have the name to show on cards, the logo and the primary colour ready.
The steps at a glance
| Step | Where in the panel | What you do | Plan |
|---|---|---|---|
| 1. Account | Sign up | The company account opens and the trial starts | All |
| 2. Company and brand | Settings → Company, Brand (white-label) | Company name; logo, colour and footer | Company name all, brand Pro and higher |
| 3. Team | Users → New user | People who will use the panel are invited and given roles | All |
| 4. Cards | Cards → new card | The six-step card wizard | Templates Starter and higher |
| 5. Sharing | Icons on each card row | QR code, templated QR image, email signature, NFC tag | Starter and higher |
| 6. Follow-up | Analytics, Requests | Opens and clicks, incoming requests | Contact form Starter and higher |
1. Open the account
When you sign up, the company account opens and the trial starts; no credit card is needed. The trial is for seeing how the plans work. Once you know how many cards and users the team needs, you choose a plan. The differences between plans and the cost per person are in digital business card pricing and on the pricing page.
2. Set up the company and brand
On the Company tab of the Settings screen, enter the company's default name. When a new card is created, the company name comes from here; fields such as address, phone and website are kept per card, so employees in different branches can carry their own address.
In Pro and higher plans, the Brand (white-label) tab on the same screen sets the company's logo, primary colour and the footer text of the card page. This setting applies to every card at once; when the logo changes you do not have to fix cards one by one.
3. Invite the team to the panel
Not every employee needs to use the panel: in some teams only the admin creates and updates the cards. For people who will update their own card or see requests, click New user on the Users screen, enter the name and email address and choose a role:
- Company admin: manages all of the company's settings, cards and members.
- Editor: creates and edits cards; cannot touch settings or invoices.
- Viewer: only views, cannot make changes.
In Enterprise, when departments are on, you choose a preset instead of a role: for example, a Sales representative sees only their own card and the requests to it, and a Department manager sees the cards and requests of their department.
The invited person receives an email. Someone without an account sets a password through the link in that email and joins the team. The invitation is valid for 7 days; if it expires, it is resent from the list. A pending invitation also takes up one of the user seats in your plan.
Who will update the cards?
Making one decision before inviting the team makes the work easier: will you manage the cards centrally, or will each employee update their own card?
- Central model: only the company admin or an editor creates and updates cards; employees do not use the panel and pass on change requests. It suits small teams and companies that keep tight control over card content. Because card details go through one person, consistent wording and layout are easy to keep.
- Distributed model: each employee updates their own card; someone whose title or number changes fixes it without waiting. It spreads the update load in large teams and field teams. In plans other than Enterprise an editor can edit all cards; a person seeing only their own card comes with the Sales representative preset in Enterprise.
Whichever you choose, the brand settings (in Pro and higher: logo, primary colour and footer) stay with the company admin on the Settings screen; an employee editing a card does not change them. Agreeing on one template within the team and announcing it keeps the cards looking the same.
4. Create the cards: the six-step wizard
When you create a new card on the Cards screen, the card wizard goes through six steps. Each step shows only its own fields; optional steps can be completed later.
- Identity: first name, last name, company, title and department.
- Contact: mobile, landline, email and website. Fill in at least one contact field so that the contact card saved to the phone is useful; the mobile number also enables the WhatsApp button on the card.
- About and links: a short "about" text, the company presentation and a video link, head office, factory and branch addresses, LinkedIn and other accounts. Documents such as a catalogue or price list are added as PDFs.
- Images and template: profile photo, logo, cover image or cover video, and the design template. Choosing the same template for the whole team keeps the cards consistent.
- English: teams working abroad enter the English version of fields such as title, department and "about" on the same card.
- Publish and summary: the card address (suggested from the name), the card status, the contact form, the NFC tag code and the user who owns the card. Choosing the owner lets the employee see their own card when they sign in to the panel.
After creating the first card, open it on your phone and save it to your contacts once. How the vCard file produced by the "Save Contact" button works is explained in what is a vCard. If the first card looks as you expect, create the others with the same layout.
5. Get the cards ready for sharing
In the card list, each card row has sharing icons:
- QR code: the card's own QR code; shown on screen, added to a presentation or a printed card. Size and print rules are in QR code business card best practices.
- Templated QR image: photo, name, title, QR code and logo in a single portrait image, ready to show on a phone or share.
- Email signature: a signature carrying the card link. The company admin also sets a company-wide signature layout; details are in digital business card in your email signature.
- NFC tag: with the tag code written on the card, holding a phone near it opens the card page. How the tag works is in how NFC business cards work.
6. Set up follow-up
On the Analytics screen you see how many times each card was opened, which links were clicked, and which device and source visitors came from; individual visitors are not identified. If the contact form is on, the details a visitor leaves arrive on the Requests screen and an email goes to the card owner and the admin. How to respond to requests is in lead capture with a digital business card.
When an employee leaves
Set the leaver's card to inactive in the Publish and summary step. Anyone who opens the card address sees "This business card is not published", and the inactive card no longer counts towards the plan's card allowance. If the employee was a panel user, set them to inactive on the Users screen as well.
Common mistakes
- Leaving the brand setup to the end: if cards are created first and the company name changes later, the old cards keep the old name. Set up the company before the cards.
- A different template on every card: choose one template so the team's cards look the same.
- A card without contact fields: if the contact card saved to the phone has no phone or email, the card has not done its main job.
- Making everyone a company admin: only the people who manage settings should be company admins; editor or viewer is enough for the rest.
Frequently asked questions
Does every employee need to sign in to the panel?
No. The company admin can create and update the cards. Invite only the people who will update their own card or see requests.
Can I create the team's cards in one go?
The card wizard creates cards one at a time. In the Enterprise plan you can also create cards in bulk by importing the employee list from a file; changes are previewed first and applied after approval.
Can the card address change later?
The card address is the card's permanent link; QR codes and email signatures already handed out point to it. That is why it is best to choose the address carefully at the start and not change it later.
How long does the setup take?
The company and brand settings are made once. If the details were collected in advance, each card takes a few minutes; collecting the photos usually takes the most time.
