Digital Business Card Rollout Checklist for Teams

Buying a digital business card for one person is simple. Rolling them out to a whole team takes a little planning.

Without a plan, every profile ends up different. Photos clash, titles do not match and links go out of date. A client who meets three of your people sees three different companies.

This checklist covers the parts that matter for teams: planning, the template, privacy, launch day and upkeep. It is written for team leads, office managers and small business owners.

If you are building a single card, start with our step-by-step guide to making a digital business card. For what goes on each profile, see what to put on a digital business card.

Before you start: plan the rollout

Answer these questions before anyone opens a template.

Who needs a profile? List everyone by name and role.
What should each role achieve? Sales may want bookings. Support may want a phone number first.
Which plan does each role need? See the table below.
Who owns the rollout? One person should approve the template and check every profile.
When is launch day? Pick a date, ideally before an event or a busy sales period.

Write the answers down. They become your brief for the template.

Choose a plan for each role

Each person needs their own profile. Both plans are one-time payments, so you can mix them across a team.

Role	What they need most	Plan that fits
Sales and business development	Lead capture, bookings, CRM and export	Business Add-ons
Account managers	Bookings and enquiries from existing clients	Business Add-ons
Recruiters	Forms and contact leads at careers events	Business Add-ons
Directors and founders	A complete profile with documents and links	Brand Presence
Support and operations	Clear contact details and opening hours	Brand Presence
Technical and specialist staff	Profile, documents and a portfolio	Brand Presence

Brand Presence costs $72 and Business Add-ons costs $120, each paid once per profile. For larger teams, ask us about team pricing.

When Business Add-ons is worth it

Brand Presence covers the full profile. It includes details, social links, documents, gallery, templates, password protection, visibility controls and analytics.

The Business Add-ons plan adds tools for people who generate leads. It includes CRM, a card scanner, contact leads, bookings, enquiries, forms, subscribers, reviews and export.

A simple test: if a person's job depends on following up with new contacts, give them Business Add-ons. If they mainly need to be easy to reach, Brand Presence is enough. Our guide to digital business card lead capture explains how those tools work at events.

Template and style checklist

A shared template makes the team look like one company. Agree these points once and apply them to every profile.

One template for everyone, with the same colours and fonts.
Photo rules. Same background style, same crop and recent photos only.
Title format. Decide on "Senior Account Manager" or "Account Manager, Senior". Use it everywhere.
Phone format. International format with the country code, so profiles work abroad.
Link order. Company website first, then the person's main action, then social profiles.
Company description. One shared sentence about what the business does.
Main call to action per role. For example "Book a demo" for sales and "Call us" for support.

Write this up as a one-page style guide. Share it with everyone before they start editing. A few lines are enough, for example:

"Photos: head and shoulders, plain light background, taken in the last year."
"Titles: role first, then team. For example, Account Manager, Retail."
"Buttons: sales use Book a demo; support use Call us."

Access and ownership checklist

Decide who can change what. This avoids surprises later.

Who builds each profile: the person, or one administrator for everyone?
Who approves changes to the shared parts, such as the logo and company description?
Where are login details kept, and who can reach them if someone is away?
What happens when someone leaves? Agree a rule now. For example, edit their profile the same day to show the company's main contact details.
Who updates profiles after a rebrand or an office move?

Keep a simple list of every profile, its owner and its link. A shared spreadsheet is enough.

Privacy checklist for teams

A public profile can be forwarded to anyone. Treat it like any other public page about your staff.

Ask before you publish. Agree with each person what goes on their profile, including their photo.
Work details only. Use work phones and work email addresses. Leave out home addresses and personal numbers.
Restrict what needs restricting. Use password protection or hidden sections for client-only details.
Handle leads with care. If staff collect contact details through forms or contact leads, tell people why. Use the details only for that purpose. Store exported lists securely.
Follow your local rules. Data protection laws differ by country. If you are unsure, take advice before collecting other people's details at scale.

Our privacy policy explains how this site handles data.

A sample rollout timeline

A small team can go from decision to launch in about two weeks. Adjust this to suit your size.

Days 1–2: plan. List who needs a profile, pick a plan for each role and set launch day.
Days 3–4: template. Build one profile as the model. Agree the style guide from it.
Days 5–8: build. Create every profile from the template. Collect photos and check titles.
Days 9–10: review. The rollout owner checks every profile against the style guide.
Days 11–12: test. Run the launch-day checks below on every profile.
Day 14: launch. Everyone adds their link to their email signature and starts sharing.

Bigger teams can roll out in waves, one department at a time. Start with the people who meet the most new contacts, such as sales or events.

Launch-day checklist

Do these on the day the team starts sharing.

Open every profile on an iPhone, an Android phone and a laptop.
Scan each QR code from a phone screen at arm's length.
Press every button, including save-contact, and check the saved contact.
Add each person's link to their email signature.
Ask everyone to add their link to their LinkedIn contact info.
Save each person's QR code to their phone, so it is two seconds away.
Share a short guide on how to share it. Our guide to sharing on WhatsApp, LinkedIn and email works well for this.

Maintenance checklist

A digital card only stays useful if it stays correct.

Every three months: check titles, numbers, links and photos on every profile.
After any role change: update the title and call to action the same week.
When someone leaves: update their profile the same day, following your agreed rule.
After a rebrand: update the logo, colours and company description everywhere at once.
Every six months: look at analytics. See which buttons people press, and adjust the template.

Put these in a shared calendar with a named owner. Reviews that belong to "everyone" tend to belong to no one.

Common rollout mistakes

Letting everyone design their own. The team stops looking like one company.
Launching without testing. A broken button on one profile reflects on all of them.
No leaver rule. Old profiles keep sending clients to someone who has gone.
Too many links. Each profile should point people to one clear next step.
Forgetting the signature. The email signature is where most people will see the link.

Frequently asked questions

How do I roll out digital business cards to a team?

Agree one template and style guide, decide who owns each profile and pick a plan per role. Test every profile before launch day. Then add each link to email signatures and review the profiles every three months.

Does every employee need the same plan?

No. Both plans are one-time payments, so you can mix them. Give Business Add-ons to people who capture leads, and Brand Presence to people who mainly need to be easy to reach.

What happens to a profile when someone leaves?

Agree a rule before launch. A common choice is to edit the profile the same day so it shows the company's main contact details instead.

How often should a team review its digital business cards?

Every three months as a minimum, plus straight away after a role change, a leaver or a rebrand.

Is there team pricing?

Each profile is a one-time payment at the price shown on the product page. For larger teams, ask us through the contact form about team pricing.

No. Each profile is a web page. Staff share it by link or QR code, and the person receiving it opens it in their browser.