For Teams
Send a gift automatically for every new hire, birthday and work anniversary
Connect Gusto, Rippling or BambooHR (or import a spreadsheet of people), write a rule once, and Printonic creates a team order for the right person on the right day. Each recipient gets a link to enter their own address. Sends wait for an approver, or are paid from the team balance within the caps you set.
Triggered gifts turn the dates your HR system already knows into team orders. A rule says when to send (a new hire's first day, a birthday, a work anniversary, or a yearly date such as the company anniversary), what to send (a gift from your collection, with an optional printed card), how much may be spent, and who says yes.
Every send is an ordinary team order for one person: it is priced as its own shipment, the person receives an email with a personal link, enters their address (and a size if you let them choose), and the gift ships. You can watch every send under Employee gifts, and every order under Team orders.
Only the team owner and approvers see the roster and the rules, because the roster carries birthdays.
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Dashboard > Send a gift > Employee gift
Open Employee gifts
Click Send a gift in the sidebar, then Employee gift. The page has three tabs: People, Rules and Sends. The HR connections themselves live under Integrations.
Requesters can start a team order from this page but do not see the roster or the rules. Ask the team owner or an approver to set those up. - 2
Dashboard > Integrations > HR systems
Connect your HR system, or import a spreadsheet
Click Connect on Gusto and approve Printonic on their side; you come straight back with the roster syncing. Rippling opens its own approval screen and finishes the install in Rippling; the roster syncs the moment you approve. For BambooHR, enter your company subdomain, then either sign in to BambooHR (once BambooHR offers Printonic as a partner app) or paste an access key: in BambooHR, open your profile menu, choose API Keys, click Add New Key and name it Printonic. The key sees what your BambooHR account sees, so an HR admin should create it. No HR system? Open People, click Import a spreadsheet, download the template and fill in one row per person (name, work email, start date, birthday as MM-DD, department). Existing people are matched by work email and updated.
A card that says Waiting for credentials means Printonic is finishing the setup for that HR system; you will be able to connect it soon. Only the team owner can connect or disconnect. The roster syncs every few hours; click Sync now to refresh it at once. - 3
Employee gifts > People
Check the roster
The top of the tab lists every birthday, work anniversary and start date in the next 30 days. Below it is everyone on the roster with their work email, department, start date and birthday. Search by name, email or department. People without a work email cannot receive a link, so fix those in your HR system or in the spreadsheet.
Someone who leaves the company is marked as left on the next sync and never triggers a rule again. Remove takes a person off the roster by hand. - 4
Employee gifts > Rules > New rule
Write a rule
Name the rule and pick what it sends a gift for: a new hire (with the number of days after the start date), a birthday, a work anniversary, or a yearly date. Set how many days before the date the link should go out and how many days before the date the gift should ship (0 ships as soon as the address arrives). Click Pick a gift, choose a product, fix the options everyone gets or let each recipient choose (for example the size), and add a printed card if you want the message in the box.
Defaults: birthdays and anniversaries send the link 14 days ahead and ship 3 days before the date; new hires send the link 7 days before the start date and ship as soon as the address arrives. - 5
Employee gifts > Rules > New rule
Write the message and set the caps
Enter the sender name recipients see and a gift message. Use {{first_name}}, {{last_name}}, {{full_name}}, {{company}}, {{years}} and {{date}} and they are filled in per person, so "Happy 5th anniversary, Jane!" writes itself. Set a cap per send and a monthly cap; a send above either cap is not made and you are notified instead. Optionally limit the rule to some departments and choose the countries recipients may be in.
Caps are in dollars and count the gift plus its shipping. Leave a cap empty for no cap. - 6
Employee gifts > Rules > New rule > Approval
Choose who approves
Hold every send for approval puts each send in Approvals, exactly like a team order a requester built: an approver clicks Approve and pay, the team balance is charged, and the link goes out. Pay from the team balance within the caps (owner only, and it needs a monthly cap) pays sends inside both caps right away and sends the link at once; if the balance is too low the send waits in Approvals instead.
The person who created the rule is the requester of every held send and is told when it is approved or declined. - 7
Employee gifts > Rules
Preview and activate
Click Preview on a rule to see who it would send to in the next 60 days and when each link goes out. Rules are active as soon as you save them; Pause stops a rule without deleting its history. Printonic checks every rule once an hour; click Check for due sends now under Sends to run the check at once.
A rule created late still sends: a date up to 3 days in the past is picked up on the next check. - 8
Employee gifts > Sends
Watch the sends
Every send appears with the rule, the person, the date it was for, the amount and what happened: Waiting for approval, Paid and sent, Not sent (with the reason, for example above the per-send cap), Failed, or Needs a decision. Open the team order to see the recipient's address status and tracking, or open Approvals to decide.
Each person, rule and date is sent at most once, even if the check runs several times. - 9
Recipient's inbox
What the recipient sees
Once the send is paid or approved, the person gets an email with your sender name and message and a personal link. They enter their address (and any option you let them choose) and the gift ships on the date the rule set, or right away when there is no ship date. Reminders go out on day 3 and day 10 if the link is not used.
Nothing ships before the send is paid or approved, and nothing ships before an address arrives.
Good to know
- Start with one rule and a monthly cap, then let it pay from the team balance once you trust it.
- Use {{years}} in anniversary messages and {{first_name}} in birthday messages.
- Keep work emails current in your HR system: the link is only ever sent to the work email on the roster.
- Set the ship date a few days before a birthday so the gift lands on time; recipients can enter their address early.
Common questions
Does Printonic keep our employees' personal data?
Only what a rule needs: name, work email, start date, birthday month and day (never the year), department, and the office country and postal code when known. Personal emails and home addresses are never copied from your HR system; recipients enter the address they want the gift sent to.
What happens when someone's birthday is the day I create the rule?
The send is made on the next check (within the hour) if the date is today or up to 3 days ago. The link goes out as soon as the send is paid or approved.
Can a requester create rules?
No. Triggered gifts are managed by the team owner and approvers. Approvers can create rules that hold every send for approval; only the owner can let a rule pay from the team balance without approval.
What if the team balance runs out?
A rule set to pay within the caps falls back to Approvals for that send and you are notified. Add funds under Billing and approve the send from Approvals.
We disconnected the HR system. Do the rules stop?
No. The people already on the roster stay and rules keep sending to them; the roster just stops updating. Reconnect, or import a spreadsheet, to keep it current.
Can I send to people outside the US?
Yes. Pick the countries recipients may be in on the rule (United States, Canada, the United Kingdom, Australia, Germany, France, the Netherlands, Italy and Spain). A person whose office country is one of those is offered it automatically. Duties on international gifts are paid by the recipient on delivery.
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.
Billing for teams: funding, invoices, statements, payments and cost centers
One Billing page built for accounts payable: fund the team balance by card, bank transfer or a deposit invoice; pay team orders by invoice on net terms; download every invoice, receipt and statement as a PDF printed with your company details; export payments and spend by cost center for your finance system.
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.