Gifting: send welcome packs and client gifts

Gifting is for welcome packs for new staff and gifts for clients. It works with Studio: every item in a kit is one of your Studio designs, made by a partner.

Build a kit

1. 1Design and proof each item in Studio first.
2. 2In Gifting, create a kit and add the items, how many of each go in a kit, and the sizes people choose from for clothing. Choose who packs and delivers.
3. 3Add a choice group if each person should pick one of several items, and switch on an NFC tag inside where the item takes one.

The kit's page shows the price per kit for 10, 25, 50 and 100 kits, and the stock already at the partner. Each price is the partners' price for the items, packing and delivery, with nothing added: Durbar's 10% of the items comes out of the print partner's share.

Where kits go and what delivery costs

Kits are delivered in Ghana only, to every region, through Durbar's packing partners. Delivery is priced by zone: the main regions, and a remote zone (Ahafo, Bono East, North East, Oti, Savannah and Western North) that takes a few days longer and has a surcharge. Each person's address form offers only the regions kits go to.

An estimate assumes every kit goes to the dearest zone, so an approval covers wherever people are. When you order production, each kit is charged its own zone, so the batch usually costs less than the estimate.

Start a campaign

• Gift to a list: one send to a list of people, such as clients at year end.
• Onboarding: stays open, and you add each new employee with their first day as they join.

Set the budget, who it's from, a note to them, how many days the links work (1 to 90) and when to remind people who haven't answered. Add people one by one or import a list with name, phone, email, department and first day, up to 2,000 at a time. Each needs a phone or an email.

Arrival dates and cutoffs

Give a gift campaign a Should arrive by date, such as a launch. For onboarding, each new employee's first day is their date. Durbar works back from it, a day early to be safe: delivery to their zone, a day for packing, the slowest item's delivery to the packing partner and its production time in working days (Sundays and public holidays skipped). That gives each person a Last day to redeem and you a day to Order production by.

• Each person's link says when to answer by for their kit to arrive in time.
• Two days before their cutoff, anyone who hasn't answered gets one reminder that says both dates. It's sent once, on top of the usual reminders.
• When a kit may be late (they haven't redeemed by the cutoff, production must be ordered today or tomorrow, or the date has passed), the campaign shows At risk beside them and your Actions list has an item for the campaign.

Budgets and approval

A department can have a budget and an amount above which someone must approve. A campaign over that amount, or over what's left of the budget, shows Send for approval instead of Send campaign, and waits for someone in Finance. Approving needs a passkey; declining needs a reason and sends the campaign back to draft.

What each person does

Each person gets their own link by SMS or email. They choose a size and their picks, and give a phone, an address with its GhanaPost GPS address, their town and region, and a note for the rider. They can change their sizes and picks until production is ordered, and correct the address until the kit is dispatched (within the same zone, as delivery is already priced). They follow their kit on the same page.

Order and deliver

Choose Send orders to order from each partner. Orders are rounded up to each partner's minimum, and the extra is kept as stock for the next kits. Pay online, straight to the partner, or record a bank transfer, purchase order or cash. Each kit is packed, dispatched and delivered; the recipient gets a 6-digit code at dispatch, and a kit is delivered only with a photo and that code.

When a delivery goes wrong

1. 1If the rider can't hand a kit over, the packing partner taps Couldn't deliver it on their link and says what happened: nobody there, a wrong address, or refused. You can record it for them from the person's page, under Record a failed delivery attempt. The kit stays on the way.
2. 2The person is told by SMS and email. On their link they see each attempt and can correct the address once with Correct my address.
3. 3If it still hasn't come, they tap I didn't receive it. That opens a case for your team and puts it in Actions, due in two working days. Nothing is marked delivered.
4. 4Open the case from Actions or Cases. Ask them a question if you need to, then decide: Send a replacement, Not upheld or Resolved, with a reason they read.

A replacement is a new kit to the same person and address, in the same sizes. It's ordered with your next Send orders, from stock if there is some, and paid for like any kit. The first shipment's record, attempts and photos stay as they were, marked Replaced, and the person's link points to the new one.