How to organize a group card online
How to run an online group card from start to finish: when to start, an announcement and a reminder to copy, closing it and giving it to the recipient.
Organizing a group card means a few short jobs spread over a week or two: making the card, telling people, reminding them once, and handing it over. Here they are in order, with messages you can copy.
How it works
- 1
You make the card and sign in with Google. You’re the only one who needs an account.
- 2
You get a writing link. Anyone who has it can write a message from their phone or computer, until the deadline.
- 3
When everyone has written, you preview the card, set the order and press Finish.
- 4
You get a viewing link. Send it to the recipient, or play it on a screen at the party.
When to start
- A farewell: about ten days before the last day, with the deadline the day before.
- A retirement: two or three weeks ahead. Former coworkers take longer to reach.
- A birthday: one week ahead is usually enough.
Announcement to copy
Post it where the team talks, such as Slack, Teams, email or a group text, but not where the recipient can see it. Replace the parts in parentheses.
Farewell card for (name) (Name)'s last day is (date). Let's send them off with messages from all of us. Write yours here: (writing link) Deadline: (date), 11:59 p.m. No sign-in needed. It takes two minutes on your phone, and you can sign with your finger. Please keep it a surprise!
Retirement card for (name) (Name) retires on (date) after (number) years. We're gathering messages to play at the retirement party. Write yours here: (writing link) Deadline: (date), 11:59 p.m. Please pass the link on to anyone who worked with (name) before, including people who've left. No sign-in needed.
One reminder, two days before the deadline
The editor shows how many people have written. Remind people once, and thank the ones who already did.
Two days left to sign (name)'s card! (12) people have written so far. Thank you! If you haven't yet, please add yours by (date). One line is plenty. (writing link)
Closing and handing it over
- After the deadline, open the editor and watch the preview. Hide anything that shouldn’t be in the show.
- Move messages between questions or change their order if a chapter feels crowded.
- Press Finish and copy the viewing link. It’s shown only once, so keep it somewhere safe.
- If you need to change something later, edit and finish again. The viewing link stays the same.
Questions organizers ask
Is it free?
Yes. Making the card, collecting messages and the viewing link cost nothing. The only paid part is the optional keepsake, a PDF of the card.
What if someone misses the deadline?
If you haven’t finished the card yet, press Finish first and copy the viewing link, since it’s shown only once. Then press Reopen writing in the editor, which also lifts a deadline that has passed. Once they’ve written, press Finish again. The viewing link stays the same.
Can people write anonymously?
The name field is required, but it doesn’t have to be a full name. A nickname or “Accounting buddy” works, as long as the recipient will know who it is.
Ideas for what to write are in the message examples.
Making a card and the viewing link are free. Only the person who makes the card signs in, with a Google account.