For Teams

Send a gift to contacts from your CRM

Pick one HubSpot or Salesforce contact or several at once (or type a name and email), pick the gift, write a line, send. Each contact enters their own address through a private link, every gift is paid from the team balance within your monthly budget, and the activity is written back to each contact record when it is sent, addressed, shipped and delivered. Rules can send gifts on their own when a record is created or moves to a stage.

A client gift is for the moment after a good call: one gift, one contact, no address hunting. When the same gift should go to a handful of people, pick them all at once; each still gets their own gift. Every gift is a team order with a single recipient, so everything you know about team orders applies (the claim link, the printed card, the manifest), but it fits on one page and takes about a minute.

Reps send within a monthly budget an owner or approver sets for them. A gift inside the budget is paid from the team balance right away; a gift above it (or every gift, if your team chooses) waits in Approvals first.

1. 1

   Dashboard > Send a gift > Client gifts

   Open Client gifts

   Click Send a gift in the sidebar, then Client gift. The page has the send form on the left and your budget for the month on the right; the CRM connections live under Integrations. Recent gifts are listed under the form with their status.

   Client gifts are part of the team dashboard. If you do not see it, your account is not part of a team yet.
2. 2

   Dashboard > Integrations > CRMs

   Connect HubSpot or Salesforce (owner or approver)

   Click Connect next to HubSpot or Salesforce, sign in to the CRM and approve the access. For Salesforce, first pick where your team signs in: Production or Developer Edition (login.salesforce.com), Sandbox (test.salesforce.com), or your My Domain URL such as https://yourcompany.my.salesforce.com. The connection is shared by the whole team: any member can then search contacts, and the write-back uses it. Disconnect at any time from the same card.

   Pick My Domain URL when your Salesforce admin has turned off sign-in from login.salesforce.com; copy the address you see when you sign in, with nothing after .my.salesforce.com. While a card says Waiting for credentials, Printonic has not finished setting up that CRM app yet. Everything else on the page works; enter contacts by hand until it is ready.
3. 3

   Dashboard > Send a gift > Client gifts > Budgets

   Set monthly budgets (owner or approver)

   Enter a monthly amount next to each colleague and click Save. The panel shows what each person has used this month and what is left. A gift that fits in the remaining amount is paid immediately; a gift that does not is held for approval. Remove a budget to hold every gift that person sends.

   The owner has no limit unless one is set. Colleagues without a budget are held for approval by default; the owner can change that under Policy, along with holding every gift regardless of budget.
4. 4

   Dashboard > Send a gift > Client gifts > Send a gift > Contacts

   Pick the contacts

   Start typing a name, email or company and click a contact in the CRM results to add it. Keep searching and adding to send the same gift to several people at once, up to 50 per send; each picked contact appears as a chip with their company, and the line under the chips says how many contacts and, once a gift is picked, about how much each gift costs. Remove a chip to drop that contact. Salesforce results include open leads as well as contacts, marked with a Lead badge, and the gift activity lands on whichever record you pick. No CRM connected, or the contact is not in it? Choose Enter details and type the name, email and company yourself, one contact at a time.

   The email is where each private link goes. Every picked contact gets their own gift, their own link and their own CRM activity, and each gift counts against your budget on its own. Gifts sent to a typed-in contact are tracked on this page but are not written back to any CRM.
5. 5

   Dashboard > Send a gift > Client gifts > Send a gift > Gift

   Pick the gift and write your message

   Choose a product, fix the options everyone gets (a color, say) or leave one for the contact to choose (a size), set the quantity and click Add. Tick Printed card in the parcel to include a folded card with your message and the team logo. Write the personal message the contact sees on their link and on the card.

   The gift is priced as its own shipment. When the contact may choose an option, the most expensive choice is reserved and the difference comes back to the team balance when they pick a cheaper one.
6. 6

   Dashboard > Send a gift > Client gifts > Send a gift > Send gift

   Send

   Click Send gift (or Send 5 gifts). Inside your budget, each gift is paid from the team balance and the contact gets an email with your message and their private link. Above it, the gift shows Waiting for approval and every approver is notified; once someone approves, the email goes out. With several contacts the gifts go out one after the other and the budget counts each one, so the first few may be paid and the rest held. The page then lists every contact as Sent, Waiting for approval, or Not sent with the reason; the contacts whose gift could not be sent stay picked so you can fix the problem and send again.

   Untick Email the contact to send the links yourself: each gift is still created and paid, and Copy gift link puts that contact's link on your clipboard for your own email or a chat message. Nothing ships until the contact enters an address.
7. 7

   Contact's inbox > private link

   What the contact sees

   The email is from you (your name and your company as the sender), with your message and one button. The page shows the gift, asks for a shipping address and any option you left open, and confirms. It shows nothing about your team, your account or the price.

   Links stay open for 30 days by default; the owner can set 7 to 90 days under Policy. The contact gets a reminder on day 3 and day 10 if the link is unused.
8. 8

   Dashboard > Send a gift > Client gifts > Recent gifts

   Follow the gift and the CRM activity

   Each gift shows where it stands: Waiting for address, Being made, Shipped (with tracking) and Delivered, with the dates; gifts sent together show their place in that batch (1 of 5) under the contact. For CRM contacts, the same moments are written to the record within the hour: a HubSpot note, or a Salesforce task on the contact or lead, with the gift, your message, where the gift stands, the tracking link, the delivery date and a link back to the team order. The CRM column shows which of the four have been written.

   Open team order takes you to the full team order page for the resend, enter-address and cancel actions.
9. 9

   Dashboard > Send a gift > Client gifts > Triggered from your CRM

   Send gifts from CRM events with a rule (owner or approver)

   Click New rule, pick the CRM and what to watch: a new contact, a new lead, a new deal or opportunity, or a record moving to a stage (a HubSpot lifecycle stage, lead status or deal stage; a Salesforce lead status or opportunity stage). For a stage change, pick the values the record moves to, and optionally the values it must come from and the owners whose records count. Pick the gift, write the message (you can use {first_name}, {name}, {company}, {stage}, {rep} and {team}), set the caps and choose whether every send waits for approval or is paid from the team balance within the caps. The line under the form says what the rule does in plain words.

   Printonic checks the CRM every 15 minutes; Check the CRM now runs the check at once. A rule fires once per record and change: a deal moving to Closed Won sends to the deal's main contact (the first contact on a HubSpot deal, the primary contact role on a Salesforce opportunity), a record without an email or a converted lead is listed as not sent with the reason. HubSpot deal rules need deal access on the connection; if the rule says Needs deal access, reconnect HubSpot once Printonic's app has it.
10. 10

    POST /api/teams/gifts

    Trigger a gift from an automation

    A Zapier-style automation can send a gift on your behalf by calling POST /api/teams/gifts with your signed-in session token and a JSON body: the contact (name, email, company, and optionally the CRM provider, contact id and record type), the gift (the product id, options, quantity, printed card) and the message. To send the same gift to several people, pass contacts (a list of up to 50 in the same shape) instead of contact: each becomes its own gift, and the answer lists a result per contact (paid, waiting for approval, or not sent with the reason) with 201 when every contact went through and 207 when some did not. Add an idempotency_key so a retried step never sends twice; with contacts the key covers each contact on its own, so a retry replays the gifts already sent and only creates the missing ones.

    The automation runs as you: your budget and your team's approval policy apply exactly as they do on the page, gift by gift.