There are several ways you can use Haystack digital business cards to completely automate the administrative tasks around the management of business cards in your organization.
Managing business cards in a large organization can be time consuming. The tasks involved normally include:
Marketing sign-off on design
Ring fencing a group of employees whom their role ‘qualifies’ them for a business card
Managing cost centers for each printed batch of cards
Printing tasks – verifying accuracy of data, approving ‘print-ready proofs’
Office address change, rebrand, re-org, promotions – all trigger a mass ‘re-print’ event
When moving to Haystack’s digital solution, all of the above can be fully automated so cards are automatically created for employees on their first day at work, cards get updated whenever the information or designs change, and cards can be even ‘de-activated’ once an employee has left the company.
Automating marketing sign off
Our enterprise solution gives you the ability to assign a Marketing Admin who is responsible for the design of the cards. They are able to update the design on a regular basis, add relevant and current marketing collateral, and keep your digital business cards ‘fresh’. As soon as the Marketing Admin updates the design or the marketing content – all the relevant cards get updated too.
Ring-fencing employees (two approaches):
Approach 1: Your Active Directory Admin can set specific groups of roles which will automatically be offered digital cards and assigned a ‘self-onboarding’ process. Nothing else to do, the rest is fully automated.
Approach 2: Since on Haystack’s Enterprise pricing you are only billed for the proportion of your staff who uses/activates their cards, you have the option of just offering the cards to the entire user base – this is normally great for morale, and has no additional cost.
Billing:
Billing is made simple with fixed annual pricing – no surprises, no additional costs. You can choose how to allocate this fixed cost across your business units internally.
Card management (creation, updates and de-activations):
We offer a number of integration options which completely automate this process. Cards get created automatically on day one of employment, the contact details are updated automatically as soon as the information is updated in your HR or Active Directory, and cards get automatically de-activated when employees leave your organization. Here are the most popular methods:
Microsoft Entra ID (previously named "Azure AD") integration: Azure AD integration is the fastest integration with most organizations able to activate, test and deploy within hours to a couple of days. If your organization is using Azure AD, most likely, this is the most suitable integration option.
Automated cloud bucket: Another common integration option is using our automated CSV integration via secure cloud buckets. In this approach, your IT team is required to write a script that will run automatically on a nightly (or weekly) basis. The script will basically export relevant data from your HRIS system, place it into a CSV proforma and then upload it securely into a dedicated secure cloud bucket. Our system will then automatically read the data, creating new cards, updating existing cards, or de-activating leavers cards.
API integration: While the most time-consuming integration to implement, this method offers the greatest flexibility to tailor the new experience to your organizational needs. Your Account Manager will help you explore whether this method is the right one for you.
There are more methods that can automate these admin tasks, so if none of the above suits your use case, or you are trying to automate the admin overhead for a mid-market company, please speak with your account manager for the options available to you.