For Teams
Let Claude or ChatGPT prepare team orders for you
Connect an assistant to your team and ask it in plain words: show the collections, quote the welcome set for these new hires, file it for approval. The assistant never pays. Every order it files waits in your approvals tray until an owner or approver says yes, unless the owner sets a limit under which orders go through on their own.
An assistant is Claude, ChatGPT, or a developer tool such as Cursor or Claude Code, connected to your team account. Once connected it can browse the collections, price a team order for a list of people, file the order, and tell you where every recipient's gift stands. It cannot approve, pay, invite anyone, or change your team.
The rule that makes this safe is simple: a person approves. Everything an assistant files lands in Approvals, named after the assistant and the colleague who used it (for example Claude via jane@acme.com), with the same preview and the same Approve and pay button as any other request.
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Dashboard > Assistants
Open Assistants
Click Assistants in the sidebar. The page shows the server address, the two ways to connect, your access codes, the approval policy (owners), what is waiting for approval, and everything assistants have done for the team.
Any member can connect an assistant. It acts for the team as you: what you may do, it may do, and nothing more. - 2
Assistants > Connect an assistant > Claude and ChatGPT apps
Connect the Claude or ChatGPT app
In claude.ai, Claude Desktop or the ChatGPT app, open Settings, then Connectors, choose Add custom connector, paste the server address, and click Connect. You are taken to Printonic to sign in with your usual email and password, then you approve the permissions screen.
Until that sign-in is switched on (the page says Coming soon), use a developer tool with an access code instead. - 3
Assistants > Your access codes
Or create an access code for Cursor or Claude Code
Name the code (for example Claude Code on my laptop) and click Create an access code. Copy it right away; it is shown once. Paste it into the tool's configuration with the server address (the page shows the exact command for Claude Code) and restart the tool.
Create one code per tool and revoke a code you no longer use. A revoked code stops working immediately. - 4
Your assistant
Ask for the collections
Ask something like: show me the team collections and what each costs per person. The assistant lists the gift kits (The Thank You, The Welcome, The Milestone, The Executive) and the event kits with the items in each and the price per recipient from the live catalog.
Prices per recipient include the items and an estimate of one parcel's shipping in the US. The quote in the next step prices every recipient exactly. - 5
Your assistant
Ask for a quote
Give it the kit and the people: names with emails (each person gets a link to enter their own address), full addresses, or just a headcount (that many seats on a shared link). Add a gift message, a printed card, an event date or rush production if you need them. The assistant returns every recipient priced as their own shipment, the totals, any rows with problems, and the approval rule.
Recipients can be in the United States, Canada, the United Kingdom, Australia, Germany, France, the Netherlands, Italy or Spain. Sizes and colors are chosen by each recipient on their link; when you give addresses, tell the assistant the options or it assumes the first available one and says so. - 6
Your assistant
File the order for approval
Say: file it. The assistant creates the team order with its shipments unpaid and sends it to Approvals. It tells you the request number and the link to the approvals page. Nothing is made or shipped yet.
If the assistant is asked twice, the same order is returned rather than a second one being created. Approvers are notified by email and in Printonic. - 7
Dashboard > Approvals
Approve and pay
An owner or approver opens Approvals and sees the request with Requested by Claude via jane@acme.com, the recipients, and the total. Approve and pay charges the team balance and sends the order to production; Decline sends it back with a note. The colleague who used the assistant is notified either way.
If the team balance does not cover the order, the owner adds funds under Billing and approves again. Requests expire after 7 days. - 8
Assistants > Approval policy (owner)
Optional: let small orders go through on their own
The owner can choose Auto-approve up to a limit and enter a dollar amount per order. An assistant order at or under that amount is approved the moment it is filed, paid from the team balance, and sent to production. Orders above the limit, or that the balance does not cover, still wait for an approver.
This is off by default. Turn it on only for the amounts you would approve without looking. - 9
Your assistant, or Dashboard > Team orders
Follow the order
Ask the assistant where a team order stands: it reports each recipient's status (waiting for an address, being made, shipped, delivered), the tracking numbers, the on-time summary against an event date, and whether the order is still waiting for approval. The same team order page in the dashboard shows the full manifest.
The assistant never sees or shares the personal links recipients use to enter their address, and it does not return recipient emails. - 10
Dashboard > Assistants > What assistants did
See what assistants did
Every question and every order an assistant handled for the team is listed, newest first, with who used it and the outcome. Click a row for the details of what was asked.
Entries are kept for 180 days.
Good to know
- Give the assistant the kit name and the people in one message: the collection, the names and emails, the gift message, and the date it should be there by.
- Ask for a quote first when the list is long. Rows with problems (a missing city, an unsupported country) come back with the reason so you can fix them before filing.
- Use a headcount when you do not have everyone's details yet: the assistant opens that many seats on a shared link you can post in Slack.
- One access code per tool. If a laptop is retired, revoke its code and nothing else changes.
Common questions
Can an assistant approve or pay for an order?
No. It can quote, file, and report. Approving and paying happen only in Printonic, by an owner or approver, or by the owner's auto-approve limit for small orders.
Who is charged when an order is approved?
The team balance, exactly as for an order a colleague files by hand. The owner adds funds under Billing.
Which account does the assistant act on?
Your team's account, the one every team order lives on. It uses your membership: a requester's assistant can file orders but not approve them; an approver's assistant still cannot approve, because approving is always a person's click in Printonic.
Can it order something that is not in the collections?
Not yet. Assistants order from the gift kits and the event kits. For a custom mix, start a team order from the dashboard.
Can it ship an event kit in bulk to a venue?
Not yet. Through an assistant every attendee is shipped their own parcel. Bulk delivery to one venue is a dashboard order.
What if the assistant files the same order twice?
Retries with the same order return the existing request instead of creating a second one. If you do see two requests, decline the extra one.
Related guides
Send one gift to many people with a team order
Pick a gift, add your recipients, pay once. Send each person a link so they enter their own shipping address and pick a size, or upload a spreadsheet of addresses in the US, Canada, the UK, Australia, Germany, France, the Netherlands, Italy or Spain. Add a printed card to every parcel, download a quote with your PO number, and export the manifest for finance.
Set up a team account with approvals
Create a Printonic for Teams account, invite the colleague who approves spending, learn what owners, approvers and requesters can do, and see how a team order goes from request to approval to production.
Printonic for Teams: samples, team orders and recipient addresses
How a company orders gifts for a team: request a sample kit, start a team order, what happens between approval and delivery, and how address collection will work.
Plan an order for a trade show, conference or launch event
Check the date first, then choose bulk to the venue or one parcel per attendee. Rush production, venue delivery windows with a booth number, mixed sizes in one grid, and kit assembly are all built in.