How to Invite a Whole Team to Sign a Card

To collect messages for someone’s card, share one signing link with the people you would like to contribute. Everyone uses the same link, shared through your usual email or chat.

Inviting people to write messages and sending the finished card

For example, your team is making a leaving card for Alex. There are two separate steps:

You invite the team to add messages. Share the signing link with your colleagues through your own email or chat. They follow that link to write in Alex’s card. Leave Alex out of this invitation to keep the card a surprise.

Happy Tree Cards sends Alex the card-delivery email. When the card is sent, we email Alex a link to the card, using the delivery email address you entered for Alex.

In the card form, “recipient” means the person the card is for. In this example, that is Alex. The colleagues adding messages do not need to be entered in the delivery email fields or added as organisation members.

“Send to multiple recipients” is for delivering the card to several people. For Alex’s leaving card, keep Alex as the person receiving the card and share the signing link with the team instead.

How do I invite everyone at once?

Paste the signing link into one group email or team chat for the people you would like to add messages. You do not need a separate link for each person.

If you were looking for a place to enter the team’s email addresses for signing invitations, you haven’t missed a step. Share the link through your own email or chat; Happy Tree Cards does not send invitation emails or automatic signing-reminder emails to the people adding messages. This is separate from delivery: we send the card-delivery email to the person the card is for.

Sharing the signing link does not require an organisation subscription. Eligible organisations also have the option of built-in Slack invitations, explained below.

Get the signing link

After purchasing your group card, sign in and open My Cards .

Find your card and select Copy Link . The signing link is now ready to paste into your invitation.

Paste the link into your email or message, using one of the methods below.

Include a signing deadline before the card’s delivery time. Ask the people adding messages to open the link and use Sign Card while signing is available.

Share the link only with the people you would like to add messages. If you have password-protected the card, they will also need its password. To keep a surprise, leave the person the card is for out of the invitation and check who can see any group or channel you use.

Choose how to share it

Email the people adding messages

Write an email in your usual email app, paste in the signing link and send it to the colleagues, friends or family you would like to add messages. You can use an appropriate team distribution list you are authorised to contact. The same link works for everyone in the group.

Your invitation comes from your usual email address, so you can explain the occasion and include a signing deadline in your own words.

Share in a chat, channel or shared space

Paste the link into an appropriate Microsoft Teams chat, Slack channel, WhatsApp group or private team space. Sharing the link this way does not require a Happy Tree Cards integration with that app. Choose a space the people adding messages can access without revealing the card to the person it is for.

Use optional Slack invitations

Eligible organisations can also send private Slack messages with the signing link directly from My Cards. This is an additional way to invite colleagues alongside sharing the link by email or chat.

Built-in Slack invitations require a Professional or Unlimited organisation plan, a connected Slack workspace and active organisation membership. An organisation administrator connects or reconnects Slack from Organisation Settings .

In My Cards, find an unsent organisation card with a future delivery time or no delivery date.

Select Invite to Sign beside the card.

Choose eligible colleagues from the Slack list, then select Send Invite or Send Invites . Each selected colleague receives a private Slack message.

If some invitations fail, use Try Again for those colleagues.

The main person receiving the card, and anyone entered at the optional second delivery email address, are excluded from the Slack picker. If Slack invitations are unavailable, you can use the email or chat methods above to invite people to add messages.

A message you can copy

We’re putting together a card for [name]. Please add your message by [date, time and time zone] using this link: [signing link]. Please keep it a surprise!

Check progress and follow up

Before delivery, return to My Cards to check the signature count and open the card to review the contributions. If you are waiting for particular people, check their contributions on the card before following up.

To remind people to add their messages, send the same link and signing deadline through your own email or chat. Any applicable card reminder emails go to you as the person arranging the card; they are not sent to the people adding messages.