HuddleCard Help Center

Getting Started

Creating Your Account

To set up HuddleCard for your team, head to the registration page and fill in a few details:

• Company name — the name of your team, group or organization.
• Account owner's name — how other admins identify you on the Account page and on admin invite emails you send.
• Time zone — HuddleCard uses this to send birthday and work anniversary cards and reminders at the right time for your team.
• Date format — birthdays and work dates often show month and day only, so 11/12 vs 12/11 depends on this. Same setting for CSV imports.
• Email and password — your admin login credentials.

After registering, you'll receive a verification email. Click the link to confirm your account, and you're official.

Choosing a Plan

During signup, pick Free, Lite, or Pro.

You can upgrade, switch, or downgrade from Settings → Billing when your roster size allows. See Changing Plans.

One thing to know up front: Free and Pro are built around automated celebrations — you add birthdays and work start dates, and HuddleCard sends those cards for you. Lite works differently. It has no automation and no subscription: you buy prepaid occasion card credits and create each card yourself, one at a time. If you're on Lite, you can skip the automated sections of this guide (Scheduling, Birthday & Work Anniversary Cards) and head straight to Occasion Cards and The Lite Plan.

Your First Steps

Your quickest path to a first card depends on your plan — pick the one that matches yours.

If you're on Free or Pro (automated celebrations):

1. Add your team. Head to People and add your team members with their names and emails. Feel free to add their birthdays and work start dates too — if you know them. If you don't, that's totally fine — we ask your team to verify their birthdays. You can add people one by one, import from a spreadsheet, or sync from Slack.
2. Open Celebrations. Make sure celebrations are turned on. It shows when your next huddle is and whose birthday or work anniversary is coming up next. HuddleCard will automatically start collecting messages one week before each occasion. On Mondays, your group huddles and writes messages for people celebrating birthdays or work anniversaries the following week.
3. Sit back. Your team will receive email reminders to sign cards. On the big day, each honoree gets a card full of messages from their teammates.

That's it. HuddleCard handles the reminders, the collecting, and the delivery. You just add the people.

If you're on Lite (occasion cards only):

On Lite there's nothing to switch on — every card is one you create yourself, exactly when you want it. Here's the path:

1. Add your team. Just like the Free and Pro path: head to People and add everyone's names and emails — one by one, by import, or from Slack. Your roster is unlimited on Lite. Birthdays and work start dates are optional here; Lite only shows them as a preview, so there's no need to chase them down.
2. Buy a few credits. Head to Settings → Billing and pick up some occasion card credits ($5 each, and cheaper in packs of 5 or 10). Each new card uses one, so you'll want at least one to get started.
3. Create your first occasion card. Over in Occasions, choose a card type, pick who signs and who receives, write your messages, and set a delivery date. From there HuddleCard takes over — notifying the signers, collecting their messages, and delivering on the day you chose.

That's the whole loop: buy a credit, create a card, let HuddleCard deliver it. See The Lite Plan for the full rundown on credits and what's included.

People

People are the heart of HuddleCard. Each person represents a team member who can sign cards for others and receive cards on their own birthday, work anniversary, or special occasions.

Adding People One by One

From the admin dashboard, go to People and click Add Person. You'll need:

• First name and last name (required)
• Email (required — this is how they'll receive card links and notifications)
• Birthday (month and day — optional)
• Work start date (month, day, and optionally year — optional; used for automated work anniversary cards)
• Title (optional — displayed on their profile and card messages)
• Group (which team or department they belong to)
• Role — Manager or Default (see Managers)

Importing People from a File

If you have a lot of people to add, you can upload a CSV or Excel file (.csv, .xls, or .xlsx).

Your file should have these columns in order:

You can download a template from the import page to get the format right.

Tips:

• If a header row is included, it will be detected and skipped automatically.
• If any row has an error, the import will stop and tell you which row and what went wrong.
• On the Free plan, the import will stop if it would push you past 10 people.

Importing from Slack

If your team is on Slack, you can sync your workspace members directly into HuddleCard. See the Slack Integration section for details.

Editing and Removing People

Click on any person to edit their details. You can update their name, email, birthday, work start date, title, group, profile picture, and tags.

To remove people, select them and use the bulk delete option. Removing a person does not delete their past card messages — those are kept for the recipients.

Managers

Your team can be assigned a Manager or Default role. This is primarily used to establish team relationships.

Groups

What Are Groups?

Groups help you organize your team. For smaller companies, one group will do. Everyone knows everyone. For larger companies, grouping people by departments, offices, or project teams might make sense. Every person belongs to one group. When you first create your account, a default group is set up automatically.

Creating and Managing Groups

From the admin dashboard, go to Groups to see all your groups and how many people are in each.

• Create a group — give it a name and you're done.
• Rename a group — click on it to edit the name.
• Delete a group — you can only delete a group if it has no people in it. Move people to another group first.

Moving People Between Groups

Select one or more people from the People page and use the Move action to transfer them to a different group.

Birthday & Work Anniversary Cards

On Lite? These cards are the one thing Lite leaves out, so this section is really for Free and Pro. You can still celebrate the day — just send a one-time occasion card when it rolls around.

Birthday and work anniversary cards — together, automated celebrations — are automatic. HuddleCard sends them each week based on the dates you've entered for your team.

How Automated Cards Work

HuddleCard automates birthday and work anniversary cards the same way:

1. You add your team members with their birthdays and/or work start dates.
2. Each week, HuddleCard identifies whose birthday or work anniversary is coming up.
3. Their teammates receive an email (or Slack message) asking them to sign the card.
4. Everyone writes their message — with optional photos, GIFs, or videos.
5. On the occasion date, the honoree receives their card by email — a single, beautiful page with every message from their team.

No chasing people. No forgetting milestones. No awkward "sorry this is late" cards.

Work anniversary cards use each person's work start date (the day they joined your team). Add month and day at minimum; include the year when you know it so cards can reflect years of service.

The Card Timeline

Here's what happens each week for automated celebrations:

• One week before — On Mondays, groups receive a reminder email or Slack notification with a link to sign one or more cards.
• Throughout the week — Anyone who hasn't signed yet can still add their message. On Fridays, we'll send a reminder for cards still open from the current week.
• The day before — Around noon, team members get a tomorrow summary — one notification listing every birthday and work anniversary happening the next day in their group, with sign links and whether they've already signed each card. If they're connected to Slack, it arrives as a Slack DM; otherwise it comes by email.
• On the occasion date — The card is delivered to the honoree by email (and Slack, if connected).

All notifications are sent based on your company's time zone. Weekly and tomorrow signing reminders go out around 8am (Mondays and Fridays) and noon (day before), respectively.

Signing a Card

When it's time to sign someone's birthday or work anniversary card, you'll receive a link — either by email or through Slack. Click the link and you'll see a simple form:

• Your message — write something nice (up to 255 characters). It defaults to "Happy Birthday!" or "Happy Work Anniversary!" depending on the card type, but you'll probably want to make it personal.
• Attachments — optionally add a GIF, photo, video, or voice message.
• Private — check "Mark as private" if you want only the recipient to see your message (not visible when the card is shared publicly).

Hit send, and you'll see a little confetti celebration. Your message is saved.

If you change your mind, you can come back to the same link and edit your message before the card is delivered. After delivery, you can still add a message from that link or from Add message on the card in the team portal. See Signing After Delivery.

Receiving a Card

On your birthday or work anniversary, you'll get an email or Slack message (if connected) with a link to view your card. Click View Your Card to see the full card in your browser, where you can also like and comment on individual messages.

A card includes:

• A beautiful card header image
• A heartfelt message from your team
• Every individual message from your teammates, with their names and photos
• Any attachments (GIFs, photos, videos)

Private Messages

When signing a card, you can mark your message as private. Private messages are only visible to the recipient — they won't appear when the card is shared or viewed by others.

The link that a recipient uses to view their card contains a special code that automatically unlocks private messages. This keeps sensitive or personal notes between you and them.

Adding Photos, GIFs, and Videos

When signing any card, you can attach media to make your message extra special:

• GIF search — search for the perfect GIF right from the card (powered by Giphy). Your admin can disable this if they prefer.
• Photo — upload a picture or take one with your camera.
• Video — record and upload a video message.
• Voice — record a voice message.

If you are signing from your desktop machine and don't have a camera attached, you can also scan a QR code to record from your phone. All attachments appear alongside your message on the final card.

Comments and Likes

After a card has been delivered, the fun doesn't stop. From the team portal, everyone can:

• Like individual messages with a heart.
• Comment on messages to keep the conversation going.
• Reply to comments.

The message author gets notified when someone likes or comments on their message.

Signing After Delivery

Missed the deadline? Teammates can still sign a birthday or work anniversary card after it has been delivered. Use the same signing link from earlier in the week, or open the card in the team portal and click Add message.

When someone adds their first message after delivery, the honoree gets a heads-up the next morning, around 8am in your company time zone (the same window as Monday signing reminders). If several people sign late on the same day, their names are grouped into one notification instead of one ping per person.

If the honoree is connected to Slack, the digest arrives as a Slack DM. Otherwise it comes by email. Unlike the original card delivery, these alerts use one channel only.

Editing a message you already left does not send another alert. The honoree signing their own card does not trigger one either.

Scheduling

On Lite? The scheduler is what runs automated celebrations, and Lite doesn't include those — so there's nothing here to switch on. Feel free to skip ahead to Occasion Cards.

How the Scheduler Works

The scheduler is what powers automated celebrations. When enabled, HuddleCard checks for upcoming occasions each week and:

1. Identifies people with birthdays or work anniversaries in the coming week.
2. Sends reminders to the team to sign their cards.
3. Delivers completed cards on the occasion date.

The Celebrations page in the admin dashboard shows upcoming birthdays and work anniversaries side by side, including cards that are open for signing right now.

All timing is based on your company's time zone.

Enabling and Disabling Celebrations

From the admin dashboard, you can turn celebrations on or off. When celebrations are off, no birthday or work anniversary reminders or cards will be sent automatically. Occasion cards are not affected on Free and Pro — they run on their own schedule.

On the Lite plan, automated celebrations are not available. The Celebrations page still shows upcoming birthdays and work anniversaries from your roster as a preview. Use occasion cards when you want to mark those dates.

Occasion Cards

What Are Occasion Cards?

Birthday and work anniversary cards are automatic — HuddleCard sends them based on the dates you've entered. But sometimes you need a card for something else: a promotion, a farewell, a new baby, a thank-you from a leader, or a moment a whole team wants to mark together.

Occasion cards are created by an admin. You pick a card type, choose who signs and who receives, and set when to deliver. Send once for a single date, or Schedule for a card that repeats on a cadence you choose (Free and Pro). HuddleCard handles the rest: notifying signers, collecting messages, and delivering on schedule.

On Lite, occasion cards are one-time sends only. Each new card uses one occasion card credit from your balance. Recurring schedules are not available on Lite. See The Lite Plan.

Unlike automated celebrations — which always go from a team to one person — occasion cards can flow in four different directions.

Card Directions

A card has two sides: who signs it, and who receives it. Either side can be a single person, a group, a tag, or a combination. That gives you four typical patterns:

Each card type has a typical direction (a "Farewell" defaults to Team → One; a "Thank You" might default to One → Many) but you can adjust the signers and recipients on any card.

Available Card Types

HuddleCard comes with a library of beautifully designed card types:

Each card type has its own header image and default greeting, but you can customize everything — including who signs and who receives.

Creating an Occasion Card

From the admin dashboard, go to Occasions and create a new card:

1. Choose a card type — pick from the library above, or use a custom image.
2. Choose who signs and who receives. See Choosing Who Signs and Who Receives below. This is where you set the card's direction.
3. Write a team description — this is what the signers see when they're asked to sign (e.g., "Sarah is celebrating 5 years with us!").
4. Write a recipient description — this is what the recipient(s) see on the card (e.g., "Happy 5th Work Anniversary, Sarah!").
5. Choose Send once or Schedule.
   • Send once: pick a delivery date (and optional delay in hours). Good for a farewell next Friday or a one-time thank-you.
   • Schedule: set a repeating cadence (daily, weekly, monthly, or yearly). Good for a standing shout-out, a weekly win recap, or an anniversary that lands on the same date every year. See Recurring Occasion Cards.

Once saved, HuddleCard takes care of the rest: notifying signers, collecting messages, and delivering the card on schedule.

Recurring Occasion Cards

Recurring occasion cards use the Schedule tab on the create form. You set the card type, audience, and messages once; HuddleCard creates each upcoming send from that template.

Cadence options:

Deliveries always go out at 9:00 AM in your company time zone (set under Account → Company Profile).

When signers are asked to contribute:

• Daily: soon after you save the schedule, and again after each morning delivery. The first card delivers tomorrow at 9:00 AM; then every morning at 9:00 AM.
• Weekly, monthly, and yearly: when collection opens for each occurrence. That is usually about seven days before the delivery date at 9:00 AM. If you create the schedule within a week of the first delivery, collection opens right away instead.

After each delivery, HuddleCard queues the next occurrence automatically while the schedule stays Active.

Monthly day-of-month note: If you pick day 31 and a month is shorter, HuddleCard uses the last day of that month (for example, day 31 becomes February 28 or 29 in a leap year).

Monthly weekday note: If you pick a pattern like "5th Friday" and a month only has four Fridays, HuddleCard uses the last Friday that month.

Managing a Recurring Schedule

Recurring cards have two layers:

• The series: the template (cadence, card type, default signers and recipients, messages) and whether the schedule is Active or Paused.
• Each occurrence: one upcoming send with its own delivery date. You can tweak that send without changing the whole series.

From Occasions, a row in Scheduled status opens the upcoming occurrence. Use Edit series (top corner) to change the repeating pattern or defaults for future sends.

Active vs Paused

• Active: after a delivery, skip, or bulk delete of a scheduled row, HuddleCard queues the next occurrence.
• Paused: pause stops future occurrences after the current open send finishes. A Scheduled row still opens collection on its collect_time and delivers on its delivery_time even while the series is paused. A Collecting Messages row still delivers. After that, no new occurrences are created until you set the series back to Active and save. If there is no open send, a banner at the top of Occasions links to Edit series so you can set the series back to Active and save.

Skip this occurrence

On the scheduled send page, Skip this occurrence removes the upcoming card and queues the next date on the cadence. The button appears only when the series is Active. Use it when one week should be skipped but the series should continue. When the series is Paused, delete the row from the list if you want to drop that send without resuming the series.

Delete recurring schedule

On the Edit series page, Delete recurring schedule removes the series and any open scheduled sends. Cards already delivered stay in your history.

Bulk delete

Selecting a Scheduled row on the list and deleting it removes that occurrence. If the series is Active, the next occurrence is queued. If the series is Paused, nothing replaces it.

Statuses on the list

Changes on the scheduled send page apply to this occurrence only. Changes on Edit series apply to the template and, for fields you have not overridden on the occurrence, the open Scheduled row.

Choosing Who Signs and Who Receives

When creating an occasion card, you'll see two pickers: Signers and Recipients. Each picker accepts any combination of:

• Individual people — pick specific team members.
• Groups — everyone in a group is included.
• Tags — every person with that tag is included. Tags are great for cross-cutting situations (see Occasion Card Tags).

The card's direction is whatever falls out of these two choices:

• Team → One — multiple signers, one recipient. The classic farewell or promotion.
• One → Many — one signer, multiple recipients. A founder thanks the whole company; a manager recognises their team.
• Team → Team — one group signs for another. Cross-team appreciation.
• Team → Itself — same group on both sides. The team signs a card that's delivered back to them — for retros, year-in-reviews, or "we did it" moments.

A few rules of thumb:

• Anyone listed as a signer can add a message, photo, video, or voice note.
• Anyone listed as a recipient receives the card on the delivery date and can like and comment on it.
• A person can be on both sides — that's how Team → Itself works.
• If the same person is set as both a signer and a recipient, they can sign in advance; their own messages stay hidden from them until delivery.

Custom Card Images

Don't see the perfect image for your occasion? You have options:

• Search Unsplash — browse millions of free, high-quality photos right from the card creation page.
• Upload your own — use a company photo, team picture, or anything else.
• Use your image library — images you've used before are saved to your company's library for easy reuse.

Images are automatically cropped to fit the card header.

Signing an Occasion Card

Signing an occasion card works exactly like signing a birthday or work anniversary card. Signers receive a link, write their message, optionally add media, and submit. The same 255-character limit and attachment options apply.

If a card has only one signer (a One → Many card), they get a longer time window and can take their time recording a video or voice note before delivery.

Delivery and Viewing

When the delivery time arrives, HuddleCard sends a notification to every recipient by email and Slack (if connected). Each recipient can view the full card online and can like and comment on individual messages.

For cards with multiple recipients (One → Many, Team → Team, Team → Itself), comments and likes from any recipient are visible to all of them — the card becomes a small shared space where the conversation can keep going for a while after delivery.

For Team → One occasion cards (one recipient), belated signing works the same way as automated celebrations: when someone adds their first message after delivery, the recipient gets a morning digest with a link to view the card. Multi-recipient occasion cards do not send these digests. Recipients can still open the card anytime to see new messages.

Occasion Card Tags

What Are Tags?

Tags are flexible labels you can attach to people. Unlike groups — where each person belongs to exactly one — a person can have as many tags as you like. You can use tags across groups.

This makes tags great for cross-cutting situations: tag people by team, discipline, or location, and the same person can show up in all of them. They're also handy when only a few people are in on something — tag just them and send a card without looping in the whole team.

Tags only apply to occasion cards, where you choose which tagged people are invited to sign.

Assigning Tags

You can assign tags when editing individual people or in bulk from the People page. Create new tags from the Tags section of the admin dashboard.

The Team Portal

The team portal is where your team members go to see their cards, sign new ones, and manage their profile. It's separate from the admin dashboard — no password required.

Logging In

Team members log in with just their email — no password needed. Here's how:

1. Go to the team portal login page.
2. Enter your email address.
3. Check your inbox for a 6-digit code.
4. Enter the code, and you're in.

If you're connected to Slack, you can also log in instantly from the HuddleCard app home in Slack — just click the Team Dashboard button.

If your email is associated with more than one company, you'll be asked to choose which one to log into.

Your Dashboard

The dashboard is your home page in the team portal. Here you'll see:

• Any open cards that can be signed.
• Cards you received.
• Comments and likes on the messages you've contributed to cards.
• The contributions you've made to cards.

To-do

If you're worried you've missed an email or a Slack message, don't stress, we've got you covered. The home tab shows any open automated celebration cards you can still sign.

Birthdays

The Birthdays page lists everyone in your team with their birthday, photo, and title. You can see at a glance whose birthday is coming up and whether you've already signed their card.

Your Cards

The Your Cards page shows every card you've received. Click any card to view it in full, with all messages, likes, and comments.

Messages

The Messages page shows comments and likes on your messages. It's a quick way to see who's responded to what you wrote, with unread indicators so nothing gets missed.

My Contributions

The My Contributions page gives you quick access to see all the cards you've signed.

Profile

Your Profile Settings

From the team portal, go to Profile Settings to manage your personal information:

• First name and last name
• Birthday (month and day) — this is how your team knows when to celebrate you
• Profile picture

Profile Picture

You can upload a profile picture that appears on your messages, your profile, and throughout the app. After uploading, you can crop and adjust the image to get it just right.

To remove your picture, there's a delete option on the settings page. If you're connected via Slack, your Slack profile picture may be used automatically.

Notification Preferences

You can control two key notification settings:

• Sign cards for your team — turn this off if you don't want to receive reminders to sign other people's cards.
• Receive a card on your birthday — turn this off if you'd prefer not to receive a birthday card. This option only appears if your birthday is on file.

Every email from HuddleCard includes a link to manage these preferences at the bottom.

Slack Integration

Connecting Slack

If your team uses Slack, connecting it to HuddleCard makes everything smoother. You'll need admin access to set it up or change the connection later.

To connect:

1. Go to **Settings → Integrations in the admin dashboard.
2. Click Add to Slack.
3. You'll be redirected to Slack to authorize HuddleCard. You'll need to be a Slack workspace admin.
4. Once authorized, HuddleCard automatically syncs your workspace members.

That's it — your Slack workspace is now connected.

What Happens After You Connect

Once Slack is connected:

• Your workspace members are imported as people in HuddleCard, complete with their names and profile pictures.
• New members get a welcome message in Slack introducing them to HuddleCard.
• Daily syncs keep your people list up to date — new Slack members are added, and people who leave the workspace are cleaned up automatically.

From the Integrations page, you can see the sync status, how many users were created, updated, or skipped, and when the last sync ran.

How Your Team Uses HuddleCard in Slack

Your team can access HuddleCard directly from Slack:

1. Open the HuddleCard app in Slack's sidebar.
2. You'll see a personalized home page with your name and a button to access the Team Dashboard.
3. Click the button — it logs you in automatically with a secure, one-time link (valid for 24 hours). No code or password needed.

If you have admin access to the dashboard, you'll also see an Admin Dashboard button — that one requires your username and password. Everyone else gets Team Dashboard only.

Slack Notifications

When Slack is connected, team members with a Slack account receive notifications there instead of (or in addition to) email:

Critical notifications (card delivery) are sent through both Slack and email to make sure nothing is missed. Belated sign digests use one channel only: Slack when the honoree has Slack connected, otherwise email.

Disconnecting Slack

You can disconnect Slack at any time from the Integrations page (admin access required). This removes the connection but keeps all the people that were synced — no data is lost.

Account Settings

You can invite colleagues to help run HuddleCard from the dashboard. Each login is either Admin or Default:

• Admin — full control, including company profile, billing, Slack, and who else has access.
• Default — day-to-day operations: people, groups, the schedule, occasion cards, and activity logs.

This is separate from the Manager or Default role on the People page — that one's about team relationships, not dashboard permissions.

Account Access: Admin vs Default

When you register, you're the first admin. From the Account page, you can invite others and choose whether they get admin access (Grant Admin Permissions on the invite form).

Here's how the two levels compare:

Default users can still do most of the day-to-day work — they just can't change billing, company-wide settings, Slack, or who else has access.

Turning admin off for someone keeps their login but limits what they can change. To remove them from the account entirely, use Revoke access next to their name.

Company Profile

From Company Profile (admin only), you can manage:

• Company name — displayed on cards and emails.
• Time zone — controls when reminders and deliveries are scheduled.
• Date format — MM/DD/YYYY or DD/MM/YYYY.
• Company logo — appears on card emails instead of the HuddleCard logo, giving cards a personal touch.

Team Access and Invitations

On the Account page (admin only), the Administrators section is where you manage dashboard logins:

• Invite someone — send an email invitation. They'll set a password and join your account. Check Grant Admin Permissions if they should have full admin access; leave it unchecked for default access only.
• Change access — use the Admin toggle next to a name to switch between admin and default.
• Revoke access — remove someone from the account entirely. This is different from turning admin off, which keeps their login with default access.

Pending invitations can be cancelled before they're accepted.

Updating Your Email or Password

On the Account page, you can update your email address, contact name, and password — whether you're an admin or have default access. Your email is your login — make sure it's one you check regularly.

Feature Toggles

From Company Profile, admins can enable or disable several features:

• GIF search — enable or disable the Giphy search when signing cards.
• New User Defaults — choose between an opt-in or opt-out approach for your team.

Billing

Billing is managed by admins only.

Plans and Pricing

HuddleCard has three plans:

Free — for small teams of up to 10 people. Automated birthday and work anniversary cards, full occasion cards (including recurring schedules), no time limit, no credit card.

Lite — for teams that mainly send occasion cards and do not need automated celebrations. Unlimited roster. You buy occasion card credits upfront ($5 per card at list price; volume discounts when you buy 5+ or 10+). One credit is used when you create a new occasion card. Credits are refunded if you delete a card before it delivers. No subscription. See The Lite Plan.

Pro — for teams that want automated celebrations and unlimited roster on a subscription. Starting at $2.50 per active user per month. The first 10 active users each month are free. Rates drop as more people participate (see Pro tiered rates below). Same occasion card features as Free, including recurring schedules. Starts with a 30-day free trial at signup, no credit card required. Use the pricing estimator on our homepage to estimate a typical Pro month.

The Lite Plan

Lite is built around prepaid occasion card credits, not a monthly subscription.

What you get

• Unlimited people on your roster
• One-time occasion cards (any direction, same signing experience as other plans)
• Photos, GIFs, video, Slack, and email delivery on occasion cards

What Lite does not include

• Automated birthday and work anniversary cards (the Celebrations scheduler stays off)
• Recurring occasion card schedules
• Pro-style metered billing or subscription coupons

Credits

• $5.00 per occasion card at list price
• 10% off when you buy 5 or more credits in one purchase
• 20% off when you buy 10 or more
• One credit is consumed when you create a new occasion card. Editing a card or signing an open card does not use a credit.
• If you delete a card before it delivers (while it is still Scheduled, Pending, or Collecting Messages), the credit is returned to your balance.
• Buy credits from Settings → Billing (Lite billing page). Your balance is shown there.

Moving between Lite and other plans

• Free → Lite or Pro → Lite: switch from Settings → Billing. Pro subscriptions are canceled immediately. Automated celebrations turn off and recurring occasion schedules are removed. Occasion cards already collecting messages keep going. Credits you already bought stay on your account.
• Lite → Pro: upgrade via Settings → Billing (Stripe Checkout). Your subscription starts when checkout completes. Automated celebrations turn back on. Credits remain on your account but Free and Pro do not use them for occasion cards.
• Lite → Free: allowed when you have 10 or fewer people on your roster. Credits remain on your account but Free does not use them. Automated celebrations turn back on.

Pro Tiered Rates

Pro billing uses tiered rates based on how many active users you had that month (see how active users are counted). The first 10 actives are included at no charge. After that, each active user is billed at the rate for its band:

Examples:

• 11 actives → $2.50/month (1 billable user at $2.50)
• 30 actives → $47.50/month (15 at $2.50 + 5 at $2.00)
• 50 actives → $87.50/month (15 at $2.50 + 25 at $2.00)

Self-serve billing covers up to 500 active users per month. For 500+ actives, contact us at info@huddlecard.com.

How Active Users Are Counted

You're only charged for people who actually participate. An active user is someone who, during the billing month:

• signed a card, or
• opened a card they received (for the first time), or
• commented on a card they were part of.

People who are on your team but did none of these things don't count. This means broadcast-style cards (One → Many) are fair: if a leader sends a thank-you to 100 people and only 40 ever open it, you're billed for the 40 — not the 100. Active user billing applies to Pro only, not Lite or Free.

Free Trial

When you choose the Pro plan at signup, you get a full 30-day trial with no credit card required. During the trial, everything works exactly as it would on a paid subscription. You'll see your trial end date on the billing page. Lite and Free do not use a Pro trial.

Managing Your Subscription

On Pro, from Settings → Billing, you can:

• See your current plan and status (Active, Trial, Past Due, etc.)
• View your estimated charges for the current month (based on active users; may show "updating" briefly while Stripe syncs usage)
• See your active user count
• Manage billing and invoices — opens the Stripe customer portal where you can update your payment method, view past invoices, or cancel your subscription.
• See your billing date
• Apply a promotion code — enter a code on the billing page; the discount applies on Stripe invoices when eligible

On Lite, the billing page shows your credit balance and a form to buy more credits. There is no subscription to manage.

Changing Plans

Admins change plans from Settings → Billing using the Change plan section:

Credits: card_credits are never removed when you change plans. Free and Pro ignore the balance; Lite uses it.

People limit: Free and Lite → Free require 10 or fewer people on the roster. Remove members first if you are over the cap.

Automated celebrations: Turning on happens when you move to Free (from Lite) or Pro (from Lite checkout). Turning off happens when you move to Lite from Free or Pro. Free → Pro keeps your current celebration setting.

Downgrading to Free

If your team has 10 or fewer people, you can move to Free from Pro or Lite at any time from the billing page. On Pro, your subscription is canceled immediately. Occasion card credits you bought on Lite stay on your account but Free does not spend them.

If you have more than 10 people, remove some from People before switching to Free.

Activity Logs

The admin dashboard includes activity logs so you can see exactly what's happening with your cards.

Automated Card Logs

View the history of all automated celebrations:

• When each card was created and delivered
• Who the recipient was and which occasion type it was
• How many messages were collected
• The current status of each card

Click on any card to see its full details.

Occasion Card Logs

Same as automated card logs, but for occasion cards. You can see:

• The card type and recipient
• When it was created, when it opened for signing, and when it was delivered
• Message and attachment counts

Emails and Notifications

Types of Emails

HuddleCard sends several types of emails, all beautifully designed and mobile-friendly:

Managing Your Preferences

Every email includes a link at the bottom to manage your notification preferences. You can opt out of signing reminders or birthday card delivery independently. (Work anniversary cards follow the same delivery rules as birthday cards.)

If you're connected via Slack, signing reminders (weekly upcoming, Friday reminders, and tomorrow summaries) come through Slack instead of email. Card delivery notifications are always sent through both Slack and email to make sure nothing is missed.

Frequently Asked Questions

Can I edit my message after signing a card?
Yes — just click the same signing link and you'll see your existing message, ready to edit. You can even sign a card that's already been delivered. If it's your first message after delivery, the honoree gets a digest the next morning; editing an existing message does not send another one.

What happens if someone doesn't sign a card?
Nothing bad! The card is delivered with whatever messages have been collected. There's no minimum — even one heartfelt message makes someone's day. If no one signs a birthday or work anniversary card, it's still delivered with a thoughtful message. If no one signs an occasion card, nothing is delivered.

Can the recipient see who signed their card before it's delivered? No. The card is kept secret until delivery. Only the admin can see the progress in the activity logs.

Can someone signing a card see contributions from other members of the team?
No. The final card is for the eyes of the recipient only. It's up to them whether or not to share their card. Only admins can see the progress in the activity logs.

What if someone doesn't have a birthday on file? They can still sign other people's cards and receive occasion cards. They just won't get an automatic birthday card until their birthday is added. Team members can add their own birthday from their profile settings.

What if someone doesn't have a work start date on file? They won't receive an automated work anniversary card until an admin adds their work start date from the People page. You can still celebrate them with a one-off occasion card in the meantime.

Can I send a card to the whole team at once? Yes. Occasion cards can be sent to multiple recipients — pick a group, several groups, a tag, or a list of individuals when creating the card. You can also flip the direction (one signer, many recipients) for things like a leader's thank-you to the whole company. Birthday and work anniversary cards are always individual.

What counts as an "active user" for billing? Anyone who, in a given billing month, signed a card, opened a card they received for the first time, or commented on a card. People who are on your team but did none of those things aren't counted, including people who were sent a broadcast card but never opened it. The first 10 active users each month are free on Pro; after that, Pro tiered rates apply. Lite and Free are not billed by active users.

How do Lite occasion card credits work? One credit per new occasion card. Buy credits on the Lite billing page ($5 each; 10% off at 5+, 20% off at 10+). Delete a card before delivery to get the credit back. You can still sign cards that are already open even if your balance is zero.

Can I use automated celebrations on Lite? No. Lite is occasion-card-only. The Celebrations page shows upcoming dates from your roster as a preview. Upgrade to Pro for automated birthday and work anniversary cards.

What's the difference between admin and default dashboard access?
Admin can change company profile, billing, Slack, and who else has dashboard access. Default can still run the main dashboard — people, groups, schedule, occasion cards, logs — and update their own login on the Account page. Neither of these is the same as marking someone as a Manager on the People page.

Can I use HuddleCard without Slack? Absolutely. Slack is optional. Without it, everything works through email and the web portal.

Is my data secure?
Yes. We do our best to store your card messages securely. We also store as little data about your team as possible. We don't even collect their birth year. Access to cards is controlled through unique, hashed links. Private messages require an unlock code. Payment processing is handled entirely by Stripe — HuddleCard never sees your credit card details.

How do I export my people list? From the admin dashboard, go to People, select a group, and use the export option to download a CSV file.

What if no one signs a recurring occasion card? Nothing is delivered for that occurrence. The row shows No Messages on the list. If the series is still Active, HuddleCard queues the next date. If the series is Paused, resume it from Edit series when you want sends to start again.

Can I change just one upcoming send without affecting the whole series? Yes. Open the Scheduled row and edit that occurrence. Changes there apply to that send only. Use Edit series to change the default for future sends.

What's the difference between the Celebrations page and recurring occasion cards? The Celebrations page in the dashboard is for automated celebrations (birthdays and work anniversaries). Recurring occasion cards are set up from Occasions using the Schedule tab on the create form. They are separate: turning celebrations off does not stop a recurring occasion card you created.

What if I have more questions?
Reach out to our support team — we're real humans who actually enjoy helping.