Organising a group card shouldn't feel like a project. With a little planning, you can have a card signed by everyone, delivered at exactly the right moment, without chasing people down the corridor. Here's the plan we recommend.
Step 1: Start early, even if it's just a placeholder
The most common reason a card goes wrong is that it's started too late. As soon as you know about the occasion, start the card: pick the occasion, a cover and the person's name. You can change the cover and title later.
Starting early gives everyone time to sign, including people who are away, part-time or in another time zone.
Step 2: Decide who should sign
Think about everyone who'd want to be included, not just the people sitting nearby:
- the whole team, including remote colleagues and people on leave;
- other teams the person works closely with;
- former colleagues, clients or friends, if it's a leaving or retirement card;
- family members, for a birthday or wedding card from relatives.
You don't have to invite people one by one. One signing link works for everyone.
Step 3: Share one link where people already are
Copy the signing link (the Share button on your card) and post it where the group already talks: the team chat, a WhatsApp group, a Teams channel or an email. Add a line that makes it easy to act on:
We're making a leaving card for Sam, finishing on Friday. Add a message, a photo or a GIF here, it takes a minute: [link]. Please sign by Thursday 5pm!
Make sure the person the card is for isn't in that chat.
Step 4: Set the delivery date and time
In Manage → Delivery, add the recipient's email and choose when the card should arrive. Some good moments:
- Birthdays: early morning on the day, so it's the first thing they see.
- Leaving cards: the afternoon of their last day, or during the leaving drinks.
- Weddings: the morning after, when the couple has time to read every message.
Signing closes automatically when the card is delivered. If you'd rather hand it over yourself, skip the email and share the recipient's link when the moment comes.
Step 5: Nudge, kindly
People mean to sign and forget. Two or three days before delivery, tap Remind everyone: it opens a ready-made reminder with the time left, for WhatsApp, a text or an email. One reminder usually doubles the number of messages.
Step 6: Make it special (optional)
- Add a photo: a team picture or a shared memory makes the card instantly personal.
- Choose a cover: there are free covers for every occasion; premium designs and your own photo as the cover are coming soon.
- Write first: the first message sets the tone. A warm, specific note encourages others to do the same. If people get stuck, share our ideas for birthday messages or leaving card messages.
- Check the messages: as the organiser you can hide or delete any message before it goes out.
Step 7: Deliver, and enjoy the reply
On the day, the card opens with a short animated reveal: the highlights from the messages, then the whole card with every message, GIF and photo. The recipient can react to messages and send a thank-you back to the group.
Print-ready PDFs, for a paper version from a home printer or a print shop, are free during the beta: open the card and choose Print.
A simple timeline
| When | What to do |
|---|
| As soon as you know | Start the card, set the delivery date |
| The same day | Share the signing link with the group |
| 2–3 days before | Tap Remind everyone |
| The day before | Check the messages; add a photo |
| The day | It's delivered on time |
Questions and answers
How long does it take to set up a group card?
About a minute to start it. Each person then needs a minute or two to sign from their phone or computer.
Can people sign from their phones?
Yes. Signing works in any phone or computer browser, with no account or app.
What if someone signs with a mistake?
They can open the card again from the same phone or computer and edit or delete their message until the card is delivered. The organiser can also hide any message.
Can I deliver the card myself instead of by email?
Yes. Skip the email and share the recipient's link yourself at the right moment. You can also print the card as a PDF, free during the beta.
