Congratulations, you’re on your way to providing your team with custom-branded digital business cards! Now that you’ve signed up for HiHello Business you’re probably wondering, “Well, what’s next?”
Before you can start experiencing everything that HiHello Business has to offer—like branded QR codes, email signatures, an administrative view, and more—you’ll need to set up your account.
Follow this guide to learn how to create and customize digital business cards for your team, set sharing permissions, and overall get the most out of HiHello Business.
If you’re the owner or an administrator of your Business account, you’ll use HiHello’s web app to make and customize cards, set card permissions, view your teams’ contacts, create email signatures, download virtual backgrounds, and more.
After you sign up for HiHello Business, you’ll be sent a login email and a temporary password. Use these to sign in to your account, which can be accessed anytime by logging in through the HiHello website. After you sign in for the first time, you can change your password in Settings.
The login credentials you’ll use to sign in to the web app will also double as your mobile HiHello app username and password. Remember, the administrator view is only available on the web app—the mobile app is primarily used for sending your card to someone. Everyone on your team will receive a link to download the mobile HiHello app so that they’ll always have their digital business card at their fingertips, but more on that later.
There are two different ways to create digital business cards for your employees. For a one-time onboarding fee, HiHello will create cards for your entire team—all we need is the information that goes on each card. This is especially useful if you have a large number (hundreds, thousands, or tens of thousands!) of users you need to onboard. If you are interested in this upgrade, please let your HiHello account manager know
For smaller teams, it’s typically quicker to create your organization’s business cards yourself. If you prefer to create your virtual cards yourself, log in to the HiHello web app, click the Cards tab, and click the plus (+) icon on the top right corner of the screen. This will create a new card.
At the top of the screen, you’ll see a place for the “Card Name”—this is an internal name and will not be visible to anyone outside your organization. To keep your cards organized, we recommend using the employee’s name as the Card Name.
If you opt to create your team’s cards yourself, we recommend starting with a single card and setting the colors and fields you want to appear on all cards (for example, a logo, company address, website, and main phone number) and then duplicate that card. Duplicating cards will help save time and will ensure the same basic information is on each card. Once duplicated, you can then go in and add each employee’s individual information to their card.
Most account administrators want to create the cards themselves so they can control the information that is displayed. However, if you want your employees to fill in their cards themselves, you can create a card for them by clicking that same + sign, naming it, and then giving your team member admin access to their own card. We’ll cover granting card permissions later on.
Once created, you may begin editing a card. Virtually any information can be added to an electronic card—add a picture or video, a name, pronouns, title, company, a headline, and more. While you can learn about all the field types that are supported in our Guide to Digital Business Cards, the following features are available to you as a HiHello Business customer:
Replacing profile pictures with a live photo or video is a fantastic way to bring your team’s business cards to life. To add a live photo or video to a card, go to Edit mode and click “Update photo.” You’ll then have the option to include a live photo or video. Please note that all video editing must be done prior to adding the video to your card—you will not be able to edit your video in the web app. Videos will be automatically cropped to fit the ideal video dimensions of 1024x1024. The maximum file size for videos is restricted to 20MB, to ensure cards can load efficiently when being viewed.
Because you are a HiHello Business customer, you have the opportunity to completely customize the colors of your cards so that they’re in accordance with your brand guidelines. You’re always welcome to use one of our preset colors, but if you prefer to use your own you can select a color from the color wheel, use the color matching tool, or enter in specific RGB values.
In Edit mode, you’ll see four different color types to include on your card:
Once you set your colors, click Save to see how your card looks. Please note that while you’ll be able to see your card with its custom colors in the mobile app, configuring the colors must be completed within the web app.
Featuring a YouTube video on your card is a great way to display any brand marketing or promotional videos. In Edit mode, click the YouTube field, enter a link to the YouTube video you wish to embed, and then switch on the “Feature” toggle.
If you ever need to change any information within a business card, click the card you wish to update, and then click “Edit.” Cards can be updated at any time from the administrator account and will update in real-time.
Now that you’ve created cards for each employee, it’s time to give them access to their cards. This is done on an individual level, so you’ll need to click on each unique card to grant access. To do this, click a card, and then click “Card Permissions.” You’ll then see this screen appear:
Before provisioning a card to an employee, you’ll need to assign an access level. There are two roles to choose from: admins and sharers.
Card admins are able to edit and share their digital business cards. Earlier we mentioned that if you prefer, once you create a card you can have an employee fill it out with his or her information (if you don’t want to do it yourself). By giving them admin access to their own card, they’ll be able to fill out their card and update it as they see fit.
Card sharers do not have any editing privileges over their cards—the only action they can take is to share their cards. If you use the sharer permission, you’ll need to edit and update the business card yourself, if the situation arises (for example, if an employee's title changes). We recommend using the sharer permission if you want to ensure that all of your team’s cards are completely uniform.
Remember, card permissions are set on an individual basis, so you can make some employees admins and some sharers. After choosing a role, you can then email or text the link to your employee, and they’ll be sent instructions on how to claim their card.
While the card claim process is fairly straightforward, we recommend sending the following blog post to each team member in case they have any confusion:
In Card Settings you’ll be able to customize each individual card, including setting a custom card link, adding a logo to your QR code, and pausing a card.
HiHello Business gives you the option to customize the links to each team member’s digital business card. The link will always begin with the prefix “hihello.me/hi/” but you can customize anything that goes after the “/.” To do this, select a business card, go to Card Settings, and then click “Custom link.” Type in the new slug, and then save.
You can also customize your QR code in Card Settings. Click “QR code” and you’ll be able to upload your company’s logo as a .jpg or .png. This logo should be a square logo, ideally 332x332 so that it can fit in the available space on the QR code.
If you want to temporarily prevent a business card from being shared (for example, if an employee goes on leave), you can pause the card. Pausing cards will de-activate the card’s link and QR code until you turn the card back on. Please note that pausing cards will not affect billing or the number of seats in your subscription.
While digital business cards are the core of HiHello, we offer other exciting and useful features like email signatures for Gmail, Outlook, and Apple Mail and virtual backgrounds for Zoom, Microsoft Teams, and Google Meet. If you decide to utilize these additional features, it’s easiest if your employees log in to their accounts on the web app and download their own email signatures and virtual backgrounds.
Here are a couple of guides that cover how to make the most out of these features:
As your team grows, you may need to add more users to your plan. Soon you’ll be able to do this directly from the web portal, but for now please contact your sales representative with any changes.
We regularly update our blog with guides and how-tos that will help you get the most out of your HiHello experience. Here are a few blog posts we recommend sharing with your team:
We hope your team enjoys their new digital business cards! If you have any questions or need additional help, please contact us at email@example.com.