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 include Autopilot — turn it on, and HuddleCard asks your team for their birthdays and work start dates and sends those cards for you. Lite works differently. It has no Autopilot and no subscription: you buy prepaid occasion card credits and create each card yourself. If you're on Lite, you can skip the Autopilot sections of this guide (Birthday & Work Anniversary Cards, Autopilot) 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:

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. You can add people one by one, import from a spreadsheet, or sync from Slack or Microsoft Teams.
2. Turn on Autopilot. Setup asks once your team is in, and you can turn it on any time from Autopilot in the menu. Turning it on sends your team a one-time welcome asking them to confirm their dates and fill in any you didn't add. The Autopilot page shows when your next huddle is and whose birthday or work anniversary is coming up next. 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 reminders to sign cards by email, or Slack or Teams if you're connected. 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 you create each card 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 or Microsoft Teams. Your roster is unlimited on Lite. Birthdays and work start dates are optional here; Lite doesn't include Autopilot. Adding people doesn't message them: they hear from HuddleCard when you invite them to sign a card or send them one.

2. Check your credits. A new Lite account starts with 5. Each new card uses one. Buy more under Settings → Billing ($5 each, 10% off at 5 or more, 20% off at 10 or more).

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 (required)
• Last name (optional)
• Email (required — this is how they'll receive card links and notifications)
• Birthday (month and day — optional)
• Work start date (month, day, and year — optional; used for work anniversary cards on Autopilot)
• Title (optional — displayed on their profile and card messages)
• Groups (one or more teams or departments)
• 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:

Download the template from the import page and keep its header row. A header is skipped only when the first cell is first_name, which is what that template uses.

Tips:

• If a row has an error, the import stops and names the row. Rows above that one are already saved.
• On the Free plan, the whole file is refused if the new people would put you over 10. Nothing from that file is added.

Updating people with a re-import

The importer matches people by email, so you can upload a fresh file any time to update your roster — no duplicates, no fuss. Two things are worth knowing:

• The file wins for details and dates. Names, titles, birthdays, and work start dates are updated to match your file, and an empty birthday or work start date cell clears the stored one. On Add People → Bulk Import, use Export Current Roster to download the group's current values as a starting file.
• Communication preferences are left alone. Each person's "receive birthday cards" and "sign-card alerts" settings survive a re-import untouched, so nobody's choices get overwritten by accident. If you do want to manage them in bulk, select the option during export. For changing just one setting for one person, the edit form on the People page is the better tool.

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.

Importing from Microsoft Teams

If your team is on Microsoft Teams, you can sync a team roster directly into HuddleCard. See the Microsoft Teams Integration section for details. HuddleCard connects to one chat platform at a time — Slack or Teams, not both.

Editing and Removing People

Use the Edit button on People, or Edit on a person's Profile, to change their name, email, birthday, work start date, title, groups, and profile picture, plus whether they receive a birthday card and whether they are asked to sign for others. Tags are separate: select people and use Tag.

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.

Recognition Received

Admins can open a person's Profile from People by clicking their name. The top of that page is their details. Below that are the cards, messages, kudos, and gifts they received. The default period is the last 12 months. You can switch to All recorded.

Export is a CSV for that person and period only.

Managers

On the People page, each person has a Manager or Default role. Manager unlocks an Occasions page in the team portal where they can create one-time occasion cards for anyone in the company (any group, any mix of recipients and signers). See Occasions for Managers.

Guest Signers

A guest signer is someone outside your company — a client, a contractor, last year's intern — who signs a card without joining your roster. They write a message and add attachments like anyone else.

Guests have no birthday or work anniversary of their own, stay off your People list, and never count toward your bill.

On an occasion card, use + Add guests under From, either as you build the card or when you edit it later. For a birthday or work anniversary, the Invite option is in Autopilot beside one that's open for signing. Pick someone you've invited before, or add a new guest with a name and email. Organization is optional and shows next to their name on the card. You can invite up to 25 guests to a card.

Repeating cards don't take guests, though you can add them to a single upcoming occurrence.

Guests sit in a reserved Guest group. On People, use Guests to see them, and Make team member if one joins your company.

Guests log in to the portal with an emailed code, same as everyone else. See Guests in the Portal.

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. A person can belong to more than one group. They still get a single email, or one Slack or Teams message, for each round of cards, and anyone in any of their groups can sign. 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 your groups and when each was added.

• Create a group — give it a name and you're done.
• Rename a group — click Edit.
• Delete a group — only once nobody is left in it. Default and Guest can't be renamed or deleted.
• Guest is reserved for people you've invited to sign a card. See Guest Signers.

Changing Someone's Groups

Select one or more people from the People page and open Change Group. Check a group to add it, and uncheck it to take it away. Everyone keeps at least one 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 run on Autopilot. Once you turn it on, HuddleCard sends them each week based on your team's birthdays and work start dates.

How Autopilot Works

Autopilot handles birthday and work anniversary cards the same way:

1. You add your team. Dates are optional. Once Autopilot is on, each person gets one welcome asking for their birthday and work start date. If their birthday is still missing about two weeks later, they get one reminder. You can add either date yourself from People.
2. Each week, HuddleCard identifies whose birthday or work anniversary is coming up.
3. Their teammates receive an email (or a Slack or Teams 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, and on Slack or Teams if they're connected: a beautiful card 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). Include the month, day, and year. The year is how HuddleCard tells a real anniversary from someone who just joined.

The Card Timeline

Here's what happens each week on Autopilot:

• One week before — On Mondays, each person gets one reminder email, or one Slack or Teams notification, with a link to sign one or more cards. If they belong to more than one group, that one message covers all of them.
• 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 any of their groups, with sign links and whether they've already signed each card. If they're on Slack or Teams, it arrives as a DM; otherwise it comes by email.
• On the occasion date — The card is delivered to the honoree by email (and Slack or Teams, 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 or Teams. Click the link and you'll see a simple form:

• Your message — write something nice (up to 500 characters).
• 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, and a Slack or Teams message if you're connected, with a link to view your card. Open it 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)

If your company attaches gifts to Autopilot cards, an approved gift shows on the unlocked card — a block with Choose your gift, linking to Your Gifts in the team portal. The gift stays hidden until you open the card with your own link, so a shared card doesn't give the gift away.

Choosing the Card's Look

On Autopilot, click the palette icon and choose Birthday or Work Anniversary. You'll see the card as your honoree will, plus a Signer view of the email your team gets. Pick a style and an image, then hit Save design. Cards that have already gone out keep their look.

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 turn this off.
• Photo — upload a picture or take one with your camera.
• Video — record a video message. Recordings stop at 10 seconds.
• Voice — record a voice message, also up to 10 seconds.

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 on Slack or Teams, the digest arrives as a 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.

Autopilot

On Lite? Autopilot isn't part of Lite, so there's nothing here to switch on. Feel free to skip ahead to Occasion Cards.

What Autopilot Does Each Week

When Autopilot is on, 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.

If gifts are set up on Pro, that same Monday pass also proposes the week's Autopilot gifts for approval. A gift delay never holds up a card. See Gifts.

The Autopilot 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.

Turning Autopilot On and Off

Autopilot only turns on when you turn it on: during setup, from the Autopilot page, or from the banner on your dashboard. Adding people or changing plans never switches it on. When it's off, no reminders, cards or welcome messages go out automatically. People you add in the meantime get their welcome when you turn it on. Occasion cards are not affected on Free and Pro — they run on their own schedule.

On the Lite plan, Autopilot isn't available. Your Home dashboard still lists upcoming birthdays and work anniversaries from your roster under Upcoming Events, so you can send an occasion card when one comes up.

Occasion Cards

What Are Occasion Cards?

Birthday and work anniversary cards run on Autopilot — HuddleCard sends them based on your team's dates. 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 — or by a manager, right from the team portal (see Occasions for Managers). 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 Autopilot cards — 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:

The table shows how each type is usually used. Picking a type doesn't set who signs or who receives: you choose both.

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. Managers with the Manager role can create one-time cards from the team portal instead; see Occasions for Managers.

1. Choose a card type — pick from the library above, or use a custom image.
2. Choose who signs and who receives. On this form that's To (who gets the card) and From (who signs). See Choosing Who Signs and Who Receives.
3. Message to anyone signing this card — what signers see when they're asked to sign (e.g., "Sarah is celebrating 5 years with us!").
4. Opening Message (For Recipient) — the opening line on the card (e.g., "Happy 5th Work Anniversary, Sarah!").
5. Choose Send once or Schedule.
   • Send once: pick a delivery date. If that date is today, you can also set a delay of a few hours. Any later date goes out at 9:00am in your company time zone. 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.
6. Add a gift, if you'd like — this option turns up on a Send once card going to one person, once gifts are set up. If you're an admin, saving the card approves the gift right then. If you're a Default user, it waits for an admin on Gifts → Approve. See Gifts.
7. Preview the card. Preview Card shows it just as your recipient will see it. Pick its style and image, then confirm to send or schedule it.

Once saved, HuddleCard takes care of the rest: notifying signers, collecting messages, and delivering the card on schedule. For cards with enough lead time (not created the same day they deliver tomorrow), unsigned signers get a reminder the day before delivery.

Recurring Occasion Cards

Recurring occasion cards use the Schedule button 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 cards after the current open one finishes. A card already scheduled still asks for messages and still goes out on its date. A card already collecting messages still delivers. After that, nothing new is 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.

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 pick who receives it and who signs it. On the admin form those fields are To and From. In the team portal they are Recipients and Signers. Each one 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.
• You can't put the same person on both sides. Team → Itself is the same group on both sides.
• Guests aren't offered in the search. On the admin form, use + Add guests under From. See Guest Signers.
• Someone who ends up on both sides because their group is on both can still sign. They don't see the finished card until it delivers.

Card Style and Image

Every card comes in one of two styles. The Deck opens like a card and shows one message at a time. The Feed is one page with every message, top to bottom. New cards start on the Deck.

You choose both in the preview, where Honoree view shows the card and Signer view shows the invitation your signers get. Click Change image for more options:

• Suggested: images from our card types, plus a few made just for the Deck.
• My library: images you've used before, saved for easy reuse.
• Unsplash: browse millions of free, high-quality photos.
• Upload: use a company photo, team picture, or anything else.

Images are automatically cropped to fit the card header. Cards that have already gone out keep their style.

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 500-character limit and attachment options apply, including the 10-second cap on video and voice.

Delivery and Viewing

When the delivery time arrives, HuddleCard sends a notification to every recipient by email and Slack or Teams (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 birthday and work anniversary cards: 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. A person can have as many as you like, and a tag can include people from any group. 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 are for occasion cards. A tag can be on either side: who signs, or who receives.

Assigning Tags

From People, select people and choose Tag to apply one or create a new one.

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 code. It's 8 characters, and it can include letters.
4. Enter the code, and you're in.

If you're on Slack, you can also log in instantly from the HuddleCard app home — just click the Team Dashboard button. If you're on Microsoft Teams, message HuddleCard in a 1:1 chat and type help or login. The bot replies with a button that opens the team portal.

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

Guests in the Portal

If you were invited as a guest, log in with your email and the same code. You'll land on Messages, with Settings and My Contributions alongside. We won't ask for your birthday.

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 or Teams message, don't stress, we've got you covered. The home tab shows any open 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.

Occasions for Managers

If you have the Manager role, you'll see Occasions in the team portal. From there you can set up one-time cards for anyone in the company. In Slack, open the HuddleCard Home tab and tap Create Occasion Card to jump straight there. In Teams, type help in a 1:1 with HuddleCard, then tap Open Occasions.

Creating a card. Click Add Card, then work through the form:

1. Card type
2. Signers and recipients — people, groups, or tags from anywhere in the company
3. Two messages — what signers see when they're invited, and the opening line on the delivered card
4. Delivery date
5. Preview Card, to pick the card's style and image and confirm

HuddleCard notifies signers, collects messages, and delivers the card on that date.

The list. Shows every one-time card in the company, not just yours, so you can see what's already on the way before you create another. We'll warn you if someone already has a card of the same type heading to the same person.

Your cards. You can edit a card you created while it's still open. Once it's Sent, the text is locked, but you can still delete a card you created. Cards someone else created can't be changed or removed from here.

In-flight edits. While a card is Pending or Collecting Messages, you can still change the recipient description, header image, and delivery time. Recipient, signers, card type, and team description stay locked.

One-time sends only. Repeating cards aren't set up from the portal. Ask an admin if you need a schedule that runs on its own.

Gifts. Gifts aren't attached from the portal. Ask an admin if this card should come with one. See Gifts.

On Lite, each new card uses one occasion card credit from your company's balance.

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.

If your company has attached a gift to one of those celebrations, a Gifts link appears next to Cards so you can claim it. See Your Gifts.

Your Gifts

The Your Gifts page is where you claim gift cards attached to your birthday, work anniversary, or occasion card. It only shows up once you have a gift waiting. Until then, Your Cards looks the same as it always has.

Each gift lists the occasion, the date, and the amount. Click Claim, pick a brand on the next screen, and you're done. If you've already claimed one, Open gift takes you back to it.

Gifts are attached by your company, not collected from teammates. Full details are in Gifts.

Kudos

The Kudos page collects kind words your teammates shared about you in Slack or Teams. When someone tags you and @HuddleCard in a channel message that includes the word "kudos", the message is saved to your kudos wall. Only you see your kudos wall. Keep it for the days you need it.

See The Kudos Wall for Slack, or Kudos in Teams.

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
• Last name (optional)
• Job title
• Birthday (month and day) — this is how your team knows when to celebrate you. It's yours: add it, change it, or clear it any time. No birthday on file simply means no birthday card.
• Work start date — used for work anniversary celebrations
• 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. Microsoft Teams does not import profile pictures.

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. Your day also stays off the team's dashboard calendar, so nothing gets planned behind your back.

Every email from HuddleCard includes a link to manage these preferences at the bottom. These are your settings — adding or updating your birthday never changes them.

Slack Integration

HuddleCard connects to one chat platform at a time. If Microsoft Teams is already connected, disconnect it under Settings → Integrations before you connect Slack.

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. Slack asks you to allow HuddleCard. You'll need permission to install apps in your Slack workspace, and admin access in HuddleCard.
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, once Autopilot is on.
• Daily syncs keep your people list up to date. New Slack members are added. When someone leaves the workspace, HuddleCard handles cleanup overnight (see When someone leaves your Slack workspace).
• Names you edit in HuddleCard stay put. Slack seeds names when someone is first added. After that, daily sync won't overwrite name changes you make in the dashboard. To bulk-update names, use a CSV re-import (where the file wins).

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

When someone leaves your Slack workspace

Each night, after HuddleCard syncs your Slack workspace, it looks for people who are no longer in Slack.

If HuddleCard added them from Slack, it removes them from People. Their Autopilot cards stop. They're gone from the workspace, so they're gone from HuddleCard.

If you added them yourself (spreadsheet import or one-by-one on People), HuddleCard only unlinks them from Slack. They stay on People. HuddleCard keeps emailing them for cards and reminders. Maybe they left the company. Maybe they just don't use Slack. HuddleCard can't tell, so it asks you.

In that second case, HuddleCard emails every dashboard admin a Slack roster check. If you're on Slack, you get a DM too. If they're still on the team, you can ignore it. If they've left, delete them from People.

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. Managers also get Create Occasion Card. Everyone else gets Team Dashboard.

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 and late gift alerts use one channel only: Slack when the honoree has Slack connected, otherwise email. Gift approval nudges go to dashboard admins. See Gifts.

The Kudos Wall

Give someone kudos in any Slack channel and HuddleCard will save it for them:

1. Write a message in a channel that tags @HuddleCard, tags the teammate you're recognizing, and includes the word kudos. For example: "@HuddleCard kudos to @Sarah for the launch!"
2. HuddleCard replies in a thread to confirm the kudos was saved.
3. Your teammate can read it any time on the Kudos page in their team portal.

A few things to know:

• The word "kudos" must appear somewhere in the message. This is how HuddleCard knows you mean to give kudos, and not just mentioning it in passing.
• You can tag more than one teammate in the same message. Each person gets the kudos on their own wall.
• The order doesn't matter. @HuddleCard and the word "kudos" can appear anywhere in the message.
• If HuddleCard isn't in the channel yet, Slack will ask if you want to invite it when you tag it.
• Kudos walls are private. Each person sees only the kudos written about them.

If your workspace connected HuddleCard before the Kudos Wall existed, an admin needs to click Re-sync permissions on the Integrations page once to enable it.

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.

Removing HuddleCard from your workspace on the Slack side (via Slack's app management) has the same effect: the connection is cleared automatically, your people are kept, and notifications fall back to email.

Microsoft Teams Integration

HuddleCard connects to one chat platform at a time. If Slack is already connected, disconnect it under Settings → Integrations before you connect Teams.

Connecting Microsoft Teams

You'll need admin access in HuddleCard, and permission to add apps to a team in Microsoft Teams.

This starts in Teams, not on the Integrations page:

1. Open HuddleCard in Microsoft Teams and add it to the team you want to connect. If you can't add apps, a Teams admin can add it from the Teams admin center (Manage apps → HuddleCard → Add to team).
2. HuddleCard DMs the person who added it. That message includes a link to finish connecting. If that DM is gone, add HuddleCard to the same team again. The person who added it gets a new link.
3. Log in to HuddleCard as an admin, then open the link from Teams.
4. Confirm the team. HuddleCard binds that team to your company and starts a roster sync.

That's it — your Teams team is now connected.

HuddleCard connects one team per account. That team's membership is the roster. Adding the app to a second team does not connect it. To switch teams, disconnect Teams under Settings → Integrations, remove HuddleCard from the old team, add it to the new team, and open the new connect link.

Add HuddleCard to a team. Team membership is what lets HuddleCard see the roster and send people DMs. You can also chat with the bot in a 1:1 for help or a login button, but installing for yourself alone does not sync anyone. The bot will tell you an admin still needs to add it to a team.

If you click the link while you're logged out, you'll land on the HuddleCard login page. Log in (or create an account), then open the same link again from the Teams DM.

Standard channels pick up the app when you add it to the team. Private and shared channels need HuddleCard added to that channel as well if you want people to @mention it there.

What Happens After You Connect Teams

Once Teams is connected:

• Your team members are imported as people in HuddleCard, with their names and email addresses when Teams provides them.
• New members get a welcome message in Teams introducing them to HuddleCard, once Autopilot is on.
• Daily syncs keep your people list up to date. New team members are added. When someone leaves the team, HuddleCard handles cleanup overnight (see When someone leaves your Teams team).
• Names you edit in HuddleCard stay put. Teams seeds names when someone is first added. After that, daily sync won't overwrite name changes you make in the dashboard. To bulk-update names, use a CSV re-import (where the file wins).

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

When someone leaves your Teams team

Each night, after HuddleCard syncs your Teams roster, it looks for people who are no longer in the team.

If HuddleCard added them from Teams, it removes them from People. Their Autopilot cards stop. They're gone from the team, so they're gone from HuddleCard.

If you added them yourself (spreadsheet import or one-by-one on People), HuddleCard only unlinks them from Teams. They stay on People. HuddleCard keeps emailing them for cards and reminders. Maybe they left the company. Maybe they just aren't in that team. HuddleCard can't tell, so it asks you.

In that second case, HuddleCard emails every dashboard admin a Teams roster check. If you're on Teams, you get a DM too. If they're still on the company, you can ignore it. If they've left, delete them from People.

How Your Team Uses HuddleCard in Teams

Teams doesn't have an app home tab the way Slack does. Message HuddleCard in a 1:1 chat and type help or login. The bot replies with a button that opens the team portal (valid for 24 hours). No code or password needed.

On a delivered card, the honoree can also tap Share to Channel to post the card to a team channel they choose. That's the only time HuddleCard posts to a channel, and it's always their choice.

Teams Notifications

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

Critical notifications (card delivery) are sent through both Teams and email to make sure nothing is missed. Belated sign digests and late gift alerts use one channel only: Teams when the honoree has Teams connected, otherwise email. Gift approval nudges go to dashboard admins. See Gifts.

Kudos in Teams

Give someone kudos in a Teams channel the same way you would in Slack:

1. Write a message that @mentions HuddleCard, @mentions the teammate you're recognizing, and includes the word kudos. For example: "@HuddleCard kudos to @Sarah for the launch!"
2. HuddleCard replies in the channel to confirm the kudos was saved.
3. Your teammate can read it any time on the Kudos page in their team portal.

The same rules apply as The Kudos Wall in Slack: the word "kudos" has to appear, you can tag more than one teammate, and each person only sees kudos written about them.

HuddleCard only hears channel messages that @mention it. In a private or shared channel, add the app to that channel first or the mention won't reach us.

Disconnecting Microsoft Teams

You can disconnect Teams 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. To connect a different team after that, add HuddleCard to that team and open the new connect link.

Removing HuddleCard from the team in Microsoft Teams has the same effect: the connection is cleared automatically, your people are kept, and notifications fall back to email.

Gifts

Gifts let your company attach a gift card to a celebration. Your team writes the messages; the honoree picks their own gift when they open the card. Nobody is asked to chip in.

You fund gifts through your company's own Tremendous account. The money stays there rather than in HuddleCard, and we never mark a gift up.

On Free? Gifts are a Lite and Pro feature. See Choosing a Plan.

What Are Gifts?

Gifts come in two kinds:

• Gifts on occasion cards, on Lite and Pro. You attach one while creating a card that sends once to one person, and pick the amount right there on the card.
• Gifts on Autopilot cards, on Pro. You set standing amounts for birthdays and work anniversaries, and every Monday HuddleCard proposes a gift for each of the coming week's celebrations.

Either way, a dashboard admin approves every gift, and the card never waits on the gift: it goes out on its day whether the gift is decided or not. If the gift is approved after the card has gone out, the honoree gets a separate notification about it.

One exception: an occasion card nobody signed is normally skipped. If it has an approved gift, HuddleCard sends the card anyway so the honoree can still claim the gift.

Connecting Tremendous

You'll need admin access on Lite or Pro. Whoever clicks Connect Tremendous is recorded as Connected by. That's the HuddleCard admin who gets low-balance emails, so pick someone who can spend company money. Tremendous still uses whichever account signs in on their page.

To connect:

1. Open a Tremendous account if you don't have one. Signing up is free on tremendous.com; they'll ask you to verify the business and add a funding source.
2. Go to Gifts in the admin dashboard, under Settings.
3. Click Connect Tremendous, sign in, and click Allow.
4. You're connected. HuddleCard shows your live balance and who connected the account.

Your Tremendous account stays yours. Open it from the Gifts page any time to fund it, manage campaigns, or review transactions. You sign in there with your Tremendous credentials, not your HuddleCard ones.

Currency comes from that account (USD, EUR, or GBP). You don't pick it in HuddleCard.

Gift Options and Amounts

The rest of the setup happens on the Gifts page.

Gift options. Choose a campaign from your Tremendous account. A campaign is the list of brands recipients pick from when they claim. Manage campaigns in Tremendous; HuddleCard lists the ones you already have. If the dropdown is empty, create one in Tremendous and refresh the page.

On Lite? The campaign and the master switch below are all you set here. Gift amounts go on each occasion card as you create it.

Autopilot gifts (Pro). Set the max amounts HuddleCard proposes each Monday:

• Birthdays: one flat amount, say $25.
• Work anniversaries: amounts by year range. Set a From and To, leaving To blank for "and onwards". If someone's years of service fall outside every range, no gift is proposed for them. When you switch the occasion on, HuddleCard fills in a starter suggestion you can change.

Amounts are in your Tremendous funding currency, and each one has to be at least 1 whole unit. If you'd rather not gift an occasion, switch it off instead of setting it to zero.

A brand-new hire doesn't get an anniversary gift in the year they joined, the same way they don't get an anniversary card.

These amounts only apply to Autopilot cards. A gift on an occasion card gets its amount on the card itself while you create it (see Creating an Occasion Card), and it's locked in once you save.

Gifts Enabled. The master switch at the top of the page, and the last thing to turn on. It stays off until Tremendous is connected and a campaign is chosen. Once it's on, you can attach gifts to occasion cards. Monday proposals start only if you're also on Pro and have switched on Birthdays or Work anniversaries above with an amount.

Approving Gifts Each Week

On Pro, every Monday at about 8am in your company time zone, alongside the huddle, HuddleCard looks at the coming week's birthdays and work anniversaries and proposes a gift for each person your amounts cover. Add someone mid-week whose celebration is coming up, and their gift is proposed the next morning.

Every dashboard admin gets an email with the batch, plus a Slack or Teams DM if they're connected. Any admin can open Gifts → Approve and confirm it.

On the Approve page you'll see each person, the occasion, the date, the proposed amount, your live Tremendous balance, and the batch total. Anyone added in the last 30 days is flagged, so you can confirm they're really on the team first.

For each gift, you can:

• Approve: keep the proposed amount, or type a different one.
• Skip: no gift this time. The card still goes out.
• Decide later: it stays pending until you approve or skip it.

Hit Confirm batch when you're done. If another admin already handled a row, your summary says so and leaves that gift unchanged.

Timing. Approve by 7am on someone's celebration date if you want the gift on the card they get that morning. If you approve later, the honoree gets a separate notification about the gift.

You can approve more than your Tremendous balance covers. Gifts that can't be funded wait until you top up, and the honoree can claim once the money is there.

Occasion cards don't wait for Monday. If an admin attached the gift, it was approved the moment they saved the card. If a Default user attached it, it lands on the same Gifts → Approve page right away, where any admin can approve, adjust, or skip it like any other row.

What Recipients See

Until a gift is approved, the card doesn't mention one.

When the honoree opens their card with their own link (the one that also unlocks private messages), an approved gift shows as A gift from your team, with a Choose your gift button. The button goes to Your Gifts in the team portal.

If the gift is approved after the card has gone out, the honoree gets a short follow-up instead: One more thing on your card, sent on Slack or Teams if they're connected, otherwise by email.

Claiming a Gift

The honoree starts from the card itself, or from the Gifts tab next to Cards in the team portal:

1. Log in to the team portal: an email code, the Team Dashboard button in Slack, or help / login from the HuddleCard bot in Teams.
2. Open Your Gifts and find the celebration.
3. Click Claim.
4. Pick a brand on Tremendous's redemption page, from the campaign you chose.

Claiming is what buys the gift, so an unclaimed gift isn't sitting as a prepaid card somewhere.

If your Tremendous balance is short, the honoree is told the gift account needs more funds, and whoever connected Tremendous gets an email. They can claim again after you top up.

Any other failure shows a specific message. No email goes out. The gift shows as Failed in Gifts → History.

Already claimed? Open gift takes them back to the same redemption page.

Pausing and Reconnecting

Pause gifts stops new gifts going out and pauses claims without disconnecting Tremendous. Your account, funding, and campaign stay put. Approved gifts wait until you resume, and you don't have to sign in to Tremendous again to do that.

If Tremendous can't be reached, usually because the connection was removed on their side, HuddleCard marks it revoked and tells every admin by email, and on Slack or Teams if they're connected. Card delivery isn't affected. Gifts pause until someone clicks Reconnect Tremendous, signs in, and clicks Allow; Connected by doesn't change.

Gift proposals are created on Mondays for the following week. If the connection was down that Monday, they are created the morning after you reconnect. Check Gifts → Approve. If a gift you expected is missing, email info@huddlecard.com and we'll restore it.

Gift History and Payroll

History (Gifts → History) lists every gift HuddleCard proposed, including the ones that never went out: pending, approved, issued, skipped, and failed.

Gift report, on the Gifts page under Tax & payroll, is a CSV of gifts that were actually claimed, pulled from your Tremendous account for the year you pick. Dates use your company time zone, and manual sends you made in Tremendous yourself are left out.

Employee gift cards may be taxable where you operate. Check the rules for your jurisdiction and confirm with payroll before switching gifts on. HuddleCard does not give tax advice.

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 or Teams, gifts, 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, which unlocks occasion-card creation in the team portal, 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 Teams, gifts, 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 Dashboard access 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 change a few settings:

• GIF search — turn the Giphy search on or off for everyone signing cards.
• New User Defaults — the starting choices for new people: whether they receive a birthday card, and whether they are asked to sign cards for other people. Off on that second one means they are left out of signing, not just the reminder. These apply to everyone you add, by hand, from a file, or through Slack or Teams. Changing them later only affects people added afterwards, and anyone can adjust their own settings any time. On Lite, this block isn't on Company Profile.

Billing

Billing is managed by admins only.

Plans and Pricing

HuddleCard has three plans:

Free — for small teams of up to 10 people. Autopilot for 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 Autopilot. 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. Company-funded gifts work on occasion cards once you connect Tremendous. See The Lite Plan.

Pro — for teams that want Autopilot and unlimited roster on a subscription. $1 per person per month, with your first 10 people free and $0.50 per person past 100 (see Pro tiered rates). Same occasion card features as Free, including recurring schedules, plus company-funded gifts on both Autopilot and occasion cards. Starts with a free trial, no credit card required. Pay yearly and you get two months free (see Paying yearly). Use the pricing estimator on our homepage to see your price.

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 or Teams, and email delivery on occasion cards
• Company-funded gifts on occasion cards, once you connect Tremendous (see Gifts)

What Lite does not include

• Autopilot (birthday and work anniversary cards that send themselves)
• Recurring occasion card schedules
• Gifts on Autopilot cards (occasion-card gifts still work — see Gifts)
• Welcome messages to your team. On Lite, people hear from HuddleCard when you invite them to sign a card or send them one.

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. You can't save an edit while your balance is already zero.
• 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. The rest of a paid month isn't refunded; on yearly billing, the rest of your year becomes account credit toward Pro if you come back. Autopilot turns off and recurring occasion schedules are removed. Occasion cards already collecting messages keep going. Your first switch to Lite comes with 5 free credits, and credits you already bought stay on your account.
• Lite → Pro: upgrade via Settings → Billing (Stripe Checkout). Pro starts as soon as you check out, and your first bill is on the 1st. Right after checkout you'll be offered Autopilot: turn it on there, or any time later from Autopilot. Your credits stay on your account in case you switch back to Lite later.
• Lite → Free: allowed when you have 10 or fewer people on your roster. You'll be offered Autopilot right after you switch, and your credits stay on your account in case you switch back to Lite later.

Pro Tiered Rates

Pro is priced per person on your roster, and your first 10 people are free.

A team of 30 pays $20 a month, a team of 60 pays $50, and a team of 225 pays $152.50.

We bill at noon UTC on the 1st for the month ahead, based on your roster, and email you a reminder 15 days before. For teams over 500, email us at info@huddlecard.com.

Who Counts as a Seat

Everyone on your roster except guests, who are always free.

If you sync with Slack or Teams, your roster stays current on its own: new people are added and people who leave are removed overnight. If you add people by CSV or by hand, remove them from People when they leave.

Paying Yearly

Pay for Pro once a year and you get two months free: a year costs the same as 10 months. A team of 60 pays $500 a year instead of $50 a month.

Switch from Settings → Billing with Switch to annual. During your trial nothing changes until it ends, and then your first year is charged. If you're already paying, your year starts that day, and the part of the month you've already paid for comes off.

Your bill still follows your roster. People who join during the year are charged for the rest of it on a small monthly invoice. People who leave become account credit, which comes off your next bills and your renewal; it isn't paid out. The same goes for the rest of your year if you switch to Lite or Free. We email a reminder 15 days before your year renews. Promotion codes apply to monthly billing only.

Going back to monthly: cancel from Manage Billing & Invoices and your year runs to its end. Then activate your subscription from Settings → Billing and turn Autopilot back on. Or email info@huddlecard.com before your renewal and we'll switch you with no gap.

Free Trial

Pro starts with a free trial, no credit card needed. It runs at least 30 days and ends on the 1st of a month, when billing starts. Your billing page shows the date and your first bill.

To keep Pro after the trial, add a card from Settings → Billing. Your first bill is charged when the trial ends. If you don't add one, the trial ends and the subscription is canceled. Until you subscribe from Settings → Billing, people can't create or sign cards, and Autopilot turns off. After you subscribe, you can turn it back on.

Managing Your Subscription

On Pro, from Settings → Billing, you can:

• See your current plan and status (Active, Trial, Past Due, etc.)
• See your seats and your next bill, and how the total adds up
• Manage billing and invoices — opens the Stripe customer portal where you can update your payment method, view past invoices, or cancel your subscription.
• Switch to annual billing — two months free; see Paying yearly
• Apply a promotion code — enter a code on the billing page; the discount applies on Stripe invoices when eligible (monthly billing only)

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: your occasion card credits stay on your account when you change plans, so they're there if you come back to Lite.

People limit: moving to Free (from Pro or Lite) requires 10 or fewer people on the roster. Remove members first if you are over the cap.

Autopilot: Changing plans never turns it on: after an upgrade we offer it, and you choose. Moving to Lite turns it off. Free → Pro keeps your current 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; on yearly billing, the rest of your year becomes account credit toward Pro if you come back. Credits you bought on Lite stay on your account in case you switch back.

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

Activity Log

The Log page in your dashboard is a running history of what's happened with your cards, newest first:

• Messages added to cards, and who wrote them
• Cards passed to the team for signing, and signing reminders sent
• Cards delivered — click delivered to open the card
• Guests invited to sign, and gifts approved after their card went out

Search it, or filter by group to see one team's activity.

Emails and Notifications

Types of Emails

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

The Weekly Pulse

Every Monday around noon, everyone with dashboard access gets the weekly pulse — a short recap of your team's week on HuddleCard. One glance tells you what happened and what's ahead:

• The numbers — cards delivered, messages written, and active teammates: people who signed, opened, or commented on a card.
• Delivered last week — which cards went out, to whom, how many messages they carried, and how many were opened by their recipients.
• New on the team — everyone added during the week, whether by an admin or through Slack or Teams import.
• Coming up this week — birthdays, work anniversaries, and scheduled occasion cards on deck.

The pulse is included on every plan, Lite included. If a week is completely quiet — nothing happened, nothing coming up — we skip that email rather than send you an empty report. And if you'd rather not receive it, there's an opt-out link at the bottom of every pulse.

Welcome cards, one click away. Next to each new person you'll see a Send welcome card button. It opens a welcome occasion card with everything filled in: recipient, card type, messages, and a delivery date three days out so the team has time to sign. You just review and hit send. If someone already has a welcome card on the way, the pulse shows "Welcome card sent" instead, so you know it's handled. If more than eight people joined that week, the pulse names a few of them and leaves the buttons off. Send those from Occasions.

A little ambient appreciation. Each pulse also suggests one teammate to celebrate — no occasion needed. HuddleCard picks someone at random, skipping anyone who joined that week or received an appreciation card in the last three months, so the spotlight moves around the team. One click opens a prefilled Appreciation card; whether to send it is always your call.

When two admins have the same good idea. Everyone gets the same pulse, so a colleague might act on a suggestion before you do. If you click a button and a matching card already exists — on its way or recently delivered — the form greets you with a friendly heads-up so you don't double-send. (You still can, if you mean to.)

On Lite? The pulse and its buttons work just the same — a prefilled card uses one credit per new card, like any other occasion card.

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.

Here's how these settings work: when you're first added to HuddleCard, they start from your company's defaults. After that, they're yours — change them any time from the link in any email. Your admin can adjust them from the People page too, so if you'd rather just ask a human, that works as well.

One distinction worth knowing: your birthday belongs to you, so whether it's celebrated is your call. A work anniversary belongs to the company — it marks their milestone with you — so anniversary cards always go out and aren't affected by the birthday opt-out.

If you're on Slack or Teams, signing reminders (weekly upcoming, Friday reminders, tomorrow summaries, and day-before occasion card reminders) come through that chat instead of email. Card delivery notifications are always sent through both chat and email to make sure nothing is missed. Gift approval emails always go to dashboard admins; Slack or Teams is extra when that admin is on the roster.

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, unless an approved gift is attached. Then the card still goes out so they can claim it.

Can the recipient see who signed their card before it's delivered? No. The card stays private until it goes out. Anyone with dashboard access can follow progress in the activity log, including the message text.

Can someone signing a card see contributions from other members of the team?
No. The signing page shows only your own message. The finished card is for the recipient. Anyone with dashboard access can read messages in the activity log before it goes out.

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 a birthday card on Autopilot until their birthday is added. Autopilot asks them for it, and they can add it any time from their profile settings. You can always send them a one-off occasion card in the meantime, and on Lite that's how birthdays work anyway: no date needed.

What if someone doesn't have a work start date on file? They won't receive a work anniversary card on Autopilot until their work start date is added: by an admin from People, or by them from their profile settings. You can always send them a one-off occasion card in the meantime, and on Lite no date is needed.

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.

Can someone outside my company sign a card? Yes. Add them under From when you create an occasion card, or with Invite on one that's already open. They get their own signing link by email, stay off your People list, and aren't counted toward your bill. Up to 25 per card. See Guest Signers.

Who counts toward my Pro bill? Everyone on your roster except guests, and your first 10 people are free. See Pro tiered rates.

Can we pay yearly? Yes, and you get two months free. Switch from Settings → Billing. See Paying yearly.

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 Autopilot on Lite? No. Lite is occasion-card-only. Your Home dashboard lists upcoming birthdays and work anniversaries from your roster, so you can mark them with an occasion card. Upgrade to Pro for Autopilot.

What's the difference between admin and default dashboard access?
Admin can change company profile, billing, Slack or Teams, gifts, 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 is the same as the Manager role on the People page, which unlocks occasion-card creation in the team portal.

Can I attach a gift card to a birthday or work anniversary? Yes, on Pro. Connect a Tremendous account under Gifts, set amounts, and approve the weekly batch. Recipients claim from Your Gifts in the team portal and pick a brand. HuddleCard never holds the money and never asks teammates to chip in. Lite doesn't include Autopilot, so on Lite you'd send that birthday gift as an occasion card instead. See Gifts.

Do gifts work on occasion cards? Yes — on Lite and Pro, on a send-once card going to one person, once Tremendous is connected and gifts are on. If an admin attaches it, saving the card approves it. If a Default user attaches it, an admin confirms it on Gifts → Approve. Recurring schedules and multi-recipient cards can't carry a gift yet. The honoree claims from Your Gifts, exactly like an Autopilot gift.

Who can approve gifts? Any dashboard admin. Every admin gets the weekly email (and Slack or Teams DM when linked). Whoever connected Tremendous is shown as Connected by on gift settings and gets low-balance alerts.

What if we don't approve in time? The card still goes out on the day, with no mention of a gift. Approve later and we'll tell the honoree separately.

Can I use HuddleCard without Slack or Teams? Absolutely. Both are optional. Without them, everything works through email and the web portal.

Can I connect Slack and Teams at the same time? No. HuddleCard connects to one chat platform at a time. Disconnect the one you're leaving from Settings → Integrations, then connect the other.

Can I connect two Teams teams to one HuddleCard account? No. One account, one team. That team's membership is the roster. To switch, disconnect Teams under Settings → Integrations, remove HuddleCard from the old team, add it to the new team, and open the new connect link.

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 for your HuddleCard subscription is handled entirely by Stripe — HuddleCard never sees your credit card details. Gift cards are funded and issued through your own Tremendous account; HuddleCard never holds that money.

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. You can also export from Add People → Bulk Import (same CSV, handy when you're preparing a re-import). There's a checkbox to include each person's communication preferences in the file — leave it off unless you plan to manage those settings by re-importing, since bringing a file with those columns back in overwrites whatever people have chosen in the meantime.

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 Autopilot page and recurring occasion cards? The Autopilot page in the dashboard is for birthdays and work anniversaries. Recurring occasion cards are set up from Occasions using the Schedule button on the create form. They are separate: turning Autopilot 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.