This guide is for Pro and Enterprise users where board automations aren’t enabled site-wide. It’s especially useful for people who create lots of boards, such as managers, executive assistants, and team champions.
What you’ll accomplish:
- Create all your boards for the year in one sitting
- Schedule board deliveries and contributor invites ahead of time
- Ensure special moments (work anniversaries, birthdays, etc) are recognized (almost) automatically
Once everything is set up, the only ongoing task is keeping your Group up to date so the right people are invited when the time comes.
Optional Pre-step: Create Templates (Admins only)
Org admins can create templates that are accessible to everyone in the organization. Templates can include:
- Pre-written posts
- Branded backgrounds
- Occasion-specific designs (work anniversaries, birthdays, etc.)
Why this helps:
Anyone who creates boards frequently can start from a ready-made template instead of building boards from scratch each time.
Step 1: Create a group
Groups make it easy to invite the same people to multiple boards without entering emails one by one.
To create a group:
- Click the gear icon in the top-right corner of your org’s site, and go to Account
- Select Groups from the left-hand menu
- Create a group and add members
Why this helps:
You’ll use this group to invite contributors to all your boards.
Step 2: Create your boards
Now create all the boards you’ll need for the year for events that are predictable (work anniversaries and birthdays).
Example:
If you have 10 direct reports and want to celebrate each work anniversary, create one board per person now. You’ll schedule delivery and invites in later steps.
Pro tips:
- Use an existing board template if one is available
- Duplicate a board you like to maintain a consistent look and feel
- Upload a custom background, if desired
- If gifting is enabled, consider adding gift card or a physical gift to be delivered with the board
Step 3: Schedule Deliveries
Next, schedule when each board will be delivered.
For each board, enter:
- Delivery date and time
- Timezone
- Recipient name and email
The board will be automatically delivered at the scheduled time.
Pro tip:
- Enter the recipient details before scheduling contributor invites. This ensures the recipient is excluded from invitations to their own board.
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Step 4: Schedule Invites
Now schedule when contributors will be invited to post. Scheduling invites means contributors won’t be notified right away. Instead, they’ll receive an invite closer to the actual milestone date.
How to schedule invites:
1. Open Invite Contributors, and select the Email option
2. Enter the Group name as contributors
If the recipient was added earlier, they’ll be automatically excluded:
3. Click the upward arrow (next to Send Invites) and Schedule send.
Choose the date and time you want invites to go out. If you’re part of the group, you’ll also receive the invite—so you can add your message closer to the delivery date.
Once these steps are complete, your boards are set for the year. Just keep your group updated so any new teammates are automatically included when invites are sent.