How to Run an Organisation Group Card Account

Build one reliable home for workplace cards

An organisation account is designed for teams that create cards repeatedly rather than treating every birthday, farewell or work anniversary as a new project. It brings members, credits, custom covers, moderation settings and billing into one workspace. An organiser can start a card, colleagues can sign it, and an administrator can keep an eye on access and spend without sharing one personal login.

Start from the organisation subscriptions page . Creating an organisation requires a fully verified account and a workplace email domain. The creator becomes an administrator and the initial billing contact, so use the account of someone who can legitimately manage membership and payment decisions.

Choose a plan around governance, not only volume

The plan levels progressively increase member capacity and shared-cover capacity. Basic, Professional and Unlimited include organisation moderation; Professional and Unlimited add Slack signing invitations; Unlimited adds the activity log and the highest support level. Free is useful for establishing the organisation record, but it does not include custom covers or moderation and has very limited membership.

Use the current pricing comparison to make the final choice because prices and allowances can change. Start with the number of people who actually organise cards, whether invitations must be sent through Slack, how many branded covers need to remain available, and whether an audit trail is required. Most colleagues can sign through a card link without becoming organisation members.

Set administrator and member responsibilities

Administrators can invite and remove members, change roles, manage organisation settings and set monthly card limits for members. Members can create organisation cards and work with shared resources, while subscription and governance changes remain controlled. Keep at least two active administrators where team size permits, remembering that the last administrator cannot leave.

The billing contact is a specific administrator and can be reassigned to another active administrator from Organisation Settings. Treat this as an operational handover. Before an administrator leaves, transfer billing responsibility, check pending invitations and review scheduled cards they own. Only the current billing administrator can make subscription changes, and the billing administrator cannot leave while their email remains the billing contact.

Plan credits and purchasing rules deliberately

Organisation credits are shared. Paid plans can also receive subscription credits at the relevant billing cycle; subscription credits are used before ordinary organisation or personal credits and do not roll over indefinitely. Review the displayed next billing date and credit grant in Organisation Settings rather than assuming unused subscription allowances will accumulate.

Administrators can allow or disallow cash transactions for cards and decide whether any member may buy credits for the organisation. A credit-only workflow gives a People team tighter control, while allowing cash purchases gives occasional organisers more flexibility. Member monthly card limits provide another guardrail. Set limits around expected responsibility, then revisit them when seasonal peaks change demand.

Manage the subscription without disrupting active work

Organisation Settings shows the current plan, billing cycle, billing contact, trial or next billing date, and any scheduled downgrade or cancellation. Eligible billing administrators can manage the subscription and open the Stripe billing portal for payment methods and invoices. During a trial, a scheduled downgrade preserves the existing trial end date; an upgrade can apply immediately without ending the trial. Past-due subscriptions enter billing recovery, so self-service plan changes are restricted until payment is resolved.

Before downgrading, compare the new member and cover limits with current usage. Remove obsolete invitations and redundant covers first, decide who should retain access, and avoid changing plans immediately before a major card is due. A yearly review should cover administrators, member limits, billing contact, moderation policy, integrations, covers and unused credits.

Create a repeatable operating rhythm

Use the card planner to record recurring occasions, start cards early and give signers a clear deadline. Keep reusable branded designs in Custom Covers , and review moderation flags before delivery when that feature is enabled. This turns the organisation account into a maintained process rather than a collection of settings that only receives attention when something goes wrong.

Use the signed-in support workspace for billing-state questions, an organisation handover that cannot be completed, or unexpected access and credit behaviour. Include the organisation name and the action you were trying to take, but never send payment-card details in a support message.