Team Business Card Configuration Guide
This guide explains how to configure business cards for your organization so team members can create cards from approved brand settings, templates, and field rules.
Organization-Managed Cards Vs. Non-Managed Cards
Before setting up business cards for a team, it helps to understand the two available approaches.
Organization-managed business cards
An organization-managed business card uses settings controlled by your organization. These settings can include the default template, brand colors, logos, background assets, and which fields users can edit.
Use organization-managed cards when you want to:
– keep business cards visually consistent across your organization
– give different teams their own approved templates
– lock important brand fields so users cannot accidentally change them
– hide fields or sections that your organization does not use
– require important user details before a card can be saved
With this approach, administrators define the card experience first. Team members then create cards from the approved organization or team configuration.
Non-managed business cards
A non-managed business card is controlled by the person creating the card. The user can choose the template and manage the available card settings directly, unless other account-level permissions apply.
Use non-managed cards when you want to:
– let each user design their own card
– avoid setting up organization-wide templates
– give users more flexibility over layout, colors, links, and optional sections
– support simple one-off card creation
This approach is useful for individuals or small groups that do not need centralized brand control.
Recommended Setup Order
For the smoothest setup, configure organization-managed cards in this order:
1. Create your organization teams.
2. Configure your organization business card settings.
3. Choose a default card template.
4. Set field rules for what users can edit, view, or must complete.
5. Assign team-specific templates when needed.
6. Ask team members to create their business cards.
This order makes it easier to decide which settings should apply to everyone and which settings should be different for specific teams.
Step 1: Create Teams
Teams let you apply different card templates or defaults to different groups in your organization.
For example:
– Sales can use a template focused on lead capture.
– Leadership can use a more formal executive layout.
– Recruiting can use a template with hiring links and event details.
How to create a team
1. Open `Organization Settings`.
2. Select the `Teams` tab.
3. Select `Create Team`.
4. Enter the team name.
5. Add a description if helpful.
6. Choose whether the team is active.
7. Save the team.
How to manage team members
1. Open `Organization Settings`.
2. Select the `Teams` tab.
3. Find the team you want to update.
4. Select `Manage Members`.
5. Add or remove organization members.
6. Save your changes.
Only active teams are available when assigning business card templates.
Step 2: Configure Organization Business Card Settings
Business card settings are managed from the `Business Cards` area inside organization settings.
Use this area to control:
– whether organization-managed business cards are enabled
– the organization brand kit
– the default card template
– field rules
– team template assignments
Step 3: Set Up The Brand Kit
The brand kit defines the shared visual identity for business cards created by your team members.
Common brand kit settings include:
– logo
– primary color
– secondary color
– digital card text color
– wallet text color
– wallet background color
– background image
– background image opacity
– Apple Wallet logo
Choose brand settings that should be reused across your organization. If a brand setting should always stay consistent, make sure the related field rule is locked.
Step 4: Choose A Default Template
The default template is the card layout users receive when no team-specific template applies.
To choose a default template:
1. Open the organization business card settings.
2. Find the template selector.
3. Choose the template that should apply by default.
4. Review the preview.
5. Save the configuration.
If your organization only needs one shared business card layout, a default template may be all you need.
Step 5: Configure Field Rules
Field rules determine what users can do when creating their card.
Available field rule options include:
– `Editable`: the user can change the field.
– `Locked`: the field is visible, but the user cannot change it.
– `Hidden`: the field is not shown to the user.
– `Required`: the user must complete the field before saving.
Common field rule examples
Use locked fields for brand-controlled settings such as:
– organization name
– template
– logo
– colors
– background assets
Use editable fields for user-specific information such as:
– first name
– last name
– phone number
– title
– bio or description
Use hidden fields for sections your organization does not want users to configure, such as unused products, links, or custom form areas.
Step 6: Assign Templates To Teams
Team assignments let different teams use different templates while still following organization rules.
For example:
– Organization default template: `Classic`
– Sales team template: `Sales Modern`
– Leadership team template: `Executive`
In this setup:
– users with no team selection receive the organization default template
– users who select Sales receive the Sales template
– users who select Leadership receive the Leadership template
How to assign a template to a team
1. Open the organization business card settings.
2. Find the `Team Assignments` section.
3. Select an active team.
4. Choose the template that should apply to that team.
5. Save the configuration.
Team assignments are optional. If you do not assign team templates, users can still create cards from the organization default configuration.
Step 7: Ask Users To Create Their Cards
After your organization settings are saved, users can create their business cards from the normal card creation flow.
Depending on your configuration, users may see:
– a notice that parts of the card are managed by the organization
– an optional team selector
– prefilled brand or template settings
– locked fields that cannot be changed
– hidden sections that do not appear
– required fields that must be completed before saving
When a user selects a team, the card builder applies the template and settings assigned to that team. If the user does not select a team, the organization default settings apply.
Configure Form Submission Alerts
Business cards can notify your team when someone submits information through a card form.
You can configure alerts for:
– the default `Add Contact` form
– custom forms created in the card builder
Supported alert channels include:
– sms
Email Alerts
Use email alerts when submissions should go to a shared inbox, sales address, support address, or individual team member.
To use email alerts:
1. Enable email alerts for the form.
2. Add at least one email recipient.
3. Confirm the recipient address is valid.
4. Save the card.
SMS Alerts
Use SMS alerts when your team needs faster notification that a form was submitted.
To use SMS alerts:
1. Enable SMS alerts for the form.
2. Confirm the SMS opt-in checkbox.
3. Add at least one business-owned mobile number.
4. Confirm the phone number is valid.
5. Save the card.
SMS recipients should be business-owned numbers used by the person or team responsible for responding to submissions.
Choosing Default Or Custom Form Alerts
Use default `Add Contact` form alerts when:
– every card should use the same basic contact capture experience
– the same recipients should be notified for general contact requests
Use custom form alerts when:
– different forms should notify different recipients
– different teams need different follow-up workflows
– you want separate notification settings for quote requests, support requests, event signups, or other specialized forms
You can use both default and custom form alerts on the same card.
Troubleshooting
A user cannot change the template
Check whether the template field rule is set to `Locked`. If it is locked, users can see the assigned template but cannot change it.
The template gallery is not shown
Check whether the template field rule is set to `Hidden`. Hidden fields and sections are not shown during card creation.
Team assignments are not available
Check whether:
– at least one active team exists
– the team has been saved
– templates are available in the organization business card settings
A user did not select a team but still received a template
This usually means an organization default template is configured. The default template applies when no team-specific template is selected.
Email alerts are enabled but the card will not save
Check whether:
– at least one email recipient has been added
– each email recipient uses a valid email address
SMS alerts are enabled but the card will not save
Check whether:
– the SMS opt-in checkbox is selected
– at least one SMS recipient has been added
– each SMS recipient uses a valid phone number
Summary
Organization-managed business cards help your team create consistent, approved cards from shared brand settings and templates. Start with your organization default settings, add team-specific templates only where needed, and use field rules to decide which parts of the card users can edit.
Non-managed business cards give users more control, while organization-managed cards give administrators more consistency. Choose the approach that matches how much brand control your organization needs.