For Teams
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.
A team order ships one gift to many people from a single payment: employee appreciation, client thank-yous, event kits. Every recipient gets their own shipment, tracking number, and packing slip (with no prices when it is marked as a gift).
There are two ways to give Printonic the addresses. If you already have them in a spreadsheet, upload it. If you do not (most teams do not have home addresses on file), send each recipient a personal link and they enter it themselves. Nothing ships until an address arrives.
Team orders ship to the United States, Canada, the United Kingdom, Australia, Germany, France, the Netherlands, Italy and Spain. Each recipient is priced as their own shipment at their country's rate.
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Dashboard > Team orders
Open Team orders and click New team order
Go to Team orders in the sidebar and click New team order. The wizard has three steps: Gift, Recipients, and Review and pay.
If your account is a seller account rather than a team account, the same screens are called Campaigns and New Campaign. - 2
New team order > Gift
Pick the gift
Choose the product every recipient receives and click Select. Set any options you want fixed for everyone (for example the color). If recipients will enter their own address, you can also switch a variation to Recipient chooses (for example size): each person picks it on their link. Each line in the gift cart then shows its artwork: the team logo by default, or click Change artwork to upload a file for this order, pick one from the team's artwork library, or choose No print where the item allows it.
You can add more than one product; every recipient receives the same bundle. Quantities multiply the bundle for a single recipient. A line with your own artwork renders a picture of the finished item; the review step waits for it unless you tick Order without a preview. The guide on your logo and artwork on products has the details. - 3
New team order > Gift > Teams catalog
Options on Teams catalog items and kits
Every item and kit in the Teams catalog says who picks each option. Recipient picks their size: each person picks it on their private link and nothing is made until they do. You pick the color when ordering: the first available option is preselected and you change it on the item or in the gift cart before you pay. Color: Navy: the catalog fixed it, every recipient gets that one. A kit can set its own rule per line, and the catalog page shows the same notes.
With a spreadsheet of addresses there is no link, so an option left to the recipient is assumed to the first available one and shown in the cart for you to change. - 4
New team order > Recipients
Choose how addresses arrive
Pick I have addresses to upload a spreadsheet (download the template first: one row per recipient with name, address, optional company, phone, gift message, quantity, and ship date). Pick Collect addresses from recipients to paste a list of names and emails instead, or upload a CSV with name and email columns.
Rows with problems are listed with the reason and can be downloaded as an error file. Fix them and upload again, or continue with just the valid rows. - 5
New team order > Recipients
International recipients
In a spreadsheet, put the country code or name in the country column (US, CA, GB or United Kingdom, AU, DE, FR, NL, IT, ES), the province, state or county in the state column, and the postal code in the zip column. Each row is checked with that country's rules (a Canadian postal code, a UK postcode, an Australian state). When recipients enter their own address, tick the countries they may be in under Where can recipients be?: each person then picks their country on the link and the form relabels itself.
Duties and import taxes on international gifts are paid by the recipient on delivery; Printonic declares the value you paid for the goods on the customs form. When recipients may choose between several countries you are reserved at the most expensive one and the difference comes back to your wallet when someone picks a cheaper destination. - 6
New team order > Recipients > Collect addresses
Optional: open a shared link for anyone
If you do not have everyone's email, set a number of shared-link seats. You get one link to post in Slack or an internal page; each person who opens it enters their name, email, and address and takes one seat until the seats run out.
Named recipients plus shared-link seats count toward the limit of 100 recipients per team order. Larger sends are split into several team orders. - 7
New team order > Review and pay
Review the quote, add a PO number, download the quote PDF
Every recipient is priced as its own shipment, so the quote shows products and shipping per person and the total. Enter a team order name, the sender name recipients will see, a gift message, and your purchase order number. Click Download quote for a PDF with line items, recipient count, shipping estimate, tax note, and a 30-day validity.
When recipients can choose an option, the quote reserves the most expensive choice for each person. If someone picks a lower-priced option, the difference comes back to your wallet automatically. - 8
New team order > Review and pay > Branded packaging
Add a printed card to every parcel
Tick Printed card in every parcel to put a folded 5x7 card in each box with your gift message and, if your team has a logo (Team settings), the logo on the front. The card is priced per recipient and shows as its own line on the quote, the receipt and the manifest export. Enter the sender name and a gift message; in a spreadsheet, rows with their own gift_message keep it and the message you type here is the default for the rest.
Cards are printed before the gifts are released: a recipient's parcel shows Preparing printed card in the manifest until the card is ready, usually within the hour. The packaging sticker with your logo is not yet available on team orders (Branding Studio stickers belong to a connected store). - 9
New team order > Review and pay > Create shipments and continue to payment
Pay once, or send it for approval
Owners click the button to create the shipments and pay for all of them together with the team balance, a saved card, or both. The receipt lists your PO number. Requesters (and approvers who are not the owner) click Send for approval instead: the order is created, held, and every approver is notified.
Nothing is made or shipped before payment. Recipient links are only sent after payment clears. - 10
Dashboard > Approvals
How a requester's order gets approved
An approver opens Approvals, sees the order (recipients, total, who asked), and clicks Approve and pay. Payment comes out of the team balance the moment they approve; if the balance does not cover it the owner tops up under Billing and approves again. Declining sends the order back to the requester with the reason. The requester gets a notification and an email either way.
Requests expire after 7 days if nobody decides; the requester can send the order again from its page. - 11
Recipient's inbox > claim link
Recipients enter their address
Each named recipient gets an email from Printonic with your sender name in the subject, your gift message, and a personal link. The email says what they will pick (their size, their color); the page leads with those options, hides anything out of stock, refuses the address until every choice is made, and confirms what was chosen. Reminders go out on day 3 and day 10 if a link has not been used. Links stay open for 30 days by default (you can set 7 to 90 days).
The link is the only credential: it shows nothing about other recipients or your account, and it stops working once the address is in. - 12
Dashboard > Team orders > your team order
Watch the manifest
The manifest lists every recipient with their claim status (Claimed, Not yet, Entered by you, Expired), order status, tracking number, and delivered date. Use Resend link for someone who lost the email, Enter address to type it in yourself, or Copy link to share it another way. When a link expires you can resend it (this reopens it), enter the address, or cancel that gift for a wallet credit.
A gift is released to production the moment its address arrives. Gifts with a ship date wait until that date, then release automatically. - 13
Team order manifest > Export CSV
Export the manifest for finance
Click Export CSV for a spreadsheet with recipient, address, claim status, order status, carrier, tracking, shipped and delivered dates, gift message, cost per recipient, any credit returned, the PO number, and the quote number.
You get an email when every gift in the team order has been delivered.
Good to know
- Use the shared link for events and all-hands: post one link, set the number of seats, and let people claim their own gift.
- Set a ship date when gifts should arrive around a specific day. Recipients can enter their address early; the gifts ship on the date.
- The sender name is what recipients see in the email subject and on the claim page. Use your company or team name, not a personal login.
- Download the quote before paying if you need approval: the quote number on the PDF is the one that appears on the receipt and the export.
Common questions
What happens if a recipient never enters an address?
Their gift waits. After the link expires the manifest shows Expired and you are notified. You can resend the link (which reopens it), enter the address yourself, or cancel that gift; canceling an unclaimed gift returns its cost to your Printonic wallet.
Do I pay more if recipients pick a bigger size?
No. Each recipient is reserved at the most expensive option they can choose, so the total you pay at checkout is the maximum. When someone picks a lower-priced option, the difference is credited to your wallet.
Can I add recipients after paying?
Not to the same team order. Create another team order for the extra people; it is priced the same way.
Where does my PO number show up?
On the quote PDF, on the payment receipt under Billing, and in the manifest export.
Can recipients outside the US use a link?
Yes, in the countries you allowed when you created the team order: United States, Canada, United Kingdom, Australia, Germany, France, Netherlands, Italy and Spain. The claim page lists the allowed countries, relabels the address fields per country, and tells the recipient that duties and import taxes are paid on delivery.
Who pays customs duties?
The recipient, on delivery, when the carrier asks for them. Printonic declares the value you paid for the goods on the customs form. There is no delivered-duty-paid option yet.
What goes on the printed card?
Your gift message (the row's own message, else the default you typed), a From line with your sender name, and your team logo on the front when one is set in Team settings. It is a folded 5x7 card with an envelope, packed with the gift.
I am a requester. Why can I not pay?
Orders and the team balance live on the owner's account, and only owners and approvers may spend it. Your order is held for approval and the approvers are notified; you are told as soon as one of them approves (which pays) or declines.
Related guides
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.
Create an order manually
Place an order yourself for an offline sale, a product sample, or a test run. Pick your published products, enter the shipping address, review costs, and send it to fulfillment like any other order.
Send orders to fulfillment and pay
Submit one order or a whole batch for production. Covers the Send to Fulfillment button, the checkout cost breakdown, how your wallet balance applies automatically, paying the rest with a saved card, and adding funds mid-checkout.
Track shipping and order status
Follow an order from Submitted to Shipped to Delivered, find the carrier and tracking number, and learn how tracking reaches your customer automatically.
Wallet and billing
Fund your wallet, save cards or bank accounts, read your transaction history, print receipts, and download CSV exports for taxes, all from the Billing tab.