How you introduce HiHello to your team is one of the biggest factors in whether it gets adopted. Tools that arrive in inboxes with no context tend to get ignored. Tools that arrive with a clear "why" from leadership get claimed quickly and used consistently.
Before you create profiles and send invitations, we recommend two quick steps: loop in IT, and send a heads-up email to the people you're inviting. This guide walks you through both, plus a template you can adapt for your team.
Add HiHello to Your IT Team’s Allow List
Before you invite anyone, talk to IT. This makes sure invitations and account emails from HiHello land in primary inboxes instead of getting filtered.
Ask your IT team to add hihello.com to your organization's allow list, sometimes also called a Safe Senders list.
If you have any questions about this, or if you believe that there is an issue with your email communications from HiHello, please contact our support team or your Customer Success Account Manager.
Communicating With Your Team About HiHello
A short internal email a few days before invitations go out makes a real difference in adoption. People know what to expect, recognize the sender, and don't mistake the invitation for spam. It also signals that this is a real initiative from leadership — not a random tool drop.
Here's a template you can adapt to notify your team:
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Subject: New tool for [Company]: HiHello Hi [Name], We're rolling out HiHello across [Company] to make it easier for everyone to share contact info, present a consistent brand, and connect with customers, partners, and prospects, whether you're meeting in person, on a video call, or sending an email. What to expect In the next few days, you'll get an invitation from HiHello with the subject line "[Hi] Say Hello to Your New Business Card." The email will walk you through claiming your account. To get started:
Make it work everywhere you do Once your account is set up, download the HiHello mobile app and sign in. You'll be able to share your info via QR code, link, text, email, AirDrop, or NFC tap, whatever fits the moment. You can also create an email signature, so every message you send opens a door, and create a virtual background to bring to every virtual meeting. Need help? The HiHello User Guide covers everything from sharing your profile to creating an email signature. If you have questions specific to our setup at [Company], reach out to [internal contact]. Thanks, [Your Name] |
What Your Team Will See
When you send invitations, each person receives an email (or text, depending on your setup) prompting them to claim their account:
Setting Your Team Up for a Strong Start
A few patterns we've seen across successful rollouts:
Send the announcement email 2–3 days before invitations go out. This gives people time to recognize the sender and understand the "why" before the action item lands.
Point people to the right resources. Our Help Center covers the basics, and the HiHello Business Onboarding — Team Member page is a great link to share if you want to give your team an at-their-own-pace knowledge source.
Watch the first week. Most non-claimers in week one will still claim their profile if you send a single, friendly nudge in week two. You can easily view unclaimed cards and send reminders from your HiHello admin profile.