Digital business cards for a whole team: what actually needs deciding

The software part of this takes an afternoon. The part that takes three weeks is deciding what a card means in your company, and companies that skip that end up with forty cards in eleven templates and two people using their personal mobile number.

Decision one: the template

Set an organisation default before you invite anybody. New cards use it unless the person actively chooses something else, and most people will not choose. The default is therefore the design your company will actually have.

There are 22 templates in the standard set, ranging from corporate to distinctly not. Pick one, look at it with a real name and a real title in it, and then look at it on a phone. Design chosen from a grid of thumbnails does not survive contact with a five-inch screen.

On paid plans you get the rest of the design controls — cover images, custom colours, custom fonts, custom templates — and organisation admins should decide up front how much of that is delegated. "Anyone may change the accent colour, nobody may change the template" is a policy that survives contact with a sales team.

Decision two: what is on the card

The template is a container. The interesting question is the contents, and there are only three that matter.

Which phone number. A personal mobile on a public page is a decision people should make consciously. Phone privacy is a per-card setting on paid plans and it is enforced on the server, not in the interface — a number marked private is stripped from the downloadable vCard as well as the page, and so is a WhatsApp number that matches it. That distinction matters, because a privacy setting that only hides the number on screen is not a privacy setting.

Which links. A card with eleven links is a card nobody reads. Two or three, ordered.

Whether it is published at all. A card exists before it is published. Draft it, review it, then publish.

Decision three: what a leaver takes

Write this down before the first card exists, because you will need it under time pressure.

Action	Effect	Use when
Deactivate the user	They cannot sign in; the card record stays	Always, on the last day
Unpublish the card	The public page stops serving	Always, once handover is done
Repoint or replace	Their card's QR points at a colleague or a team page	Client-facing roles with printed cards in circulation
Delete the card	Everything goes, permanently	Rarely — this breaks printed codes forever

The repoint row is the one companies discover late. A departing account manager handed out three hundred cards, and every one of them has a QR code in a customer's wallet. A card that quietly starts pointing at the team page is worth more than a dead link, and costs one edit.

Where the current build is manual

Being straight about this: adding people is one at a time. There is no CSV import for team members and no directory sync. An organisation admin creates each user, and a user limit applies unless the organisation is set to unlimited.

The bulk endpoint that exists does something different and is easy to misread from its name. It takes one person's details and up to 25 templates, and produces that person's card in each design. It is a tool for choosing a house style, not for onboarding a department.

A rollout that works

1. 1

   Build one card properly, yours

   Every field filled, the photograph you would actually use, the links in the order you want. This becomes the example you send everyone, and examples work better than instructions.

2. 2

   Set the organisation default template and the branding policy

   Before invitations go out. Changing the default later does not retrospectively change existing cards.

3. 3

   Onboard one team first

   Sales or support. They will find the problems — a title that does not fit, a phone policy nobody agreed — while the fix is still cheap.

4. 4

   Give people a deadline and a template for their details

   The bottleneck is never the software. It is photographs and job titles.

5. 5

   Print second

   Cards, NFC tags, email signatures — all of it after the pages exist and have been checked on a phone. A print run against a card that is still being edited is a reprint.

What you get back

Every published card has a public page, a downloadable contact file and a QR code, and every card page records views. For a sales team that is the first honest number anyone has had about business cards: how many of the people you met actually opened the thing.

Expect it to be lower than you hoped and useful anyway. It tells you which events are worth attending, which is a question paper cards have never been able to answer.

For the page itself — themes, blocks, the vCard download and the QR — see link in bio.