Your digital business card, explained

Signing in

Go to card.habilelabs.io/me and choose Sign in with Microsoft. Use your HabileLabs Microsoft account: there is no separate password, and you type yours on Microsoft’s own page, never on ours.

• Just joined? Your card is created automatically within about 15 minutes of HR adding you.
• “We could not find a directory record” means the card system does not know your account yet. Give it 15 minutes and sign in again; if it persists, contact HR.
• If you come back to the sign-in page with a message instead, see Troubleshooting.

Publish your first card

Your first card is already on My card as a draft, usually called “Business card”. Nothing about you is public until you publish it, and only you can.

1. Open your cardOn My card, choose Set up and publish on your card.
2. Choose what it showsUnder What appears on this card, switch off anything you would rather keep private, then press Save changes. The preview beside it shows what visitors will see.
3. PublishUnder Publishing, tick the consent box and press Publish this card. It is live within 5 minutes, and its QR code starts working.

Finding your way around My card

My card is your home page, laid out like this:

Your numbers

Live cards, scans and saved contacts, and how many people shared their details.

Your cards

Every card, its label and its address. Open one to change, publish or download it.

Contacts shared with you

Details people sent you from one of your cards.

Email signature

A signature built from your default card, ready to paste into Outlook.

Settings for every card

Your photograph permission, your pronouns, and a mobile number if you need one.

From the company directory

What the directory holds about you, and a way to ask for a correction.

Privacy and consent

What you agreed to and when, and one button that takes every card offline.

What the labels mean

Every card carries one of four labels, on My card and on its own page.

Live

Published. Anyone who scans its code or opens its address sees it.

Draft

Never published. Only you can see it, and its address shows “No card at this address”.

Unpublished

Was live, and you took it offline. Nobody can see it; its address and QR code are kept for when you publish again.

Withdrawn

Taken down by HabileLabs, usually because the account left the group that can have cards. Only an administrator can reinstate it.

Archived cards are not listed at all, because archiving is permanent.

Having more than one card

You can keep up to 5 cards — one for conferences, say, and one for a particular customer. Each has its own QR code, address and scan count, and you publish each one separately.

• Choose New card on My card, pick a design and give it a name. The name is only for you and HabileLabs staff; it never appears on the card. A new card starts as a draft.
• All your cards carry your name and directory details, so anybody holding two of them can tell they are yours.
• An address is never reused, so you can use 10 addresses in total over your time here. Archiving a card does not give its address back.
• Until you have accepted privacy notice version 1.2, a second card first asks you to read what changed. Your existing card is not affected either way.

Choosing a design

A design changes how a card looks, never what it shows. Pick one when you create a card, and change it whenever you like under Design on the card’s page.

• ClassicThe company card. A navy banner, your photograph over it, then your details. This is what everyone has today.
• SpotlightYour photograph and name fill a tall navy header. Good for a printed card, or when you want to be recognised before you are read.
• StudioWhite and quiet, and what you do comes before who you are. Made for conferences and sales conversations.

Choosing what a card shows

Everything on a card comes from the company directory, apart from the words and links you add yourself. You choose what each card shows under What appears on this card. A new card starts like this:

Adding your own words and links

Under About you, on this card, each card can carry its own words, so a conference card can say something different from your company one:

• About me — up to 300 characters.
• LinkedIn URL — adds a LinkedIn profile button.
• Booking link — adds a Book a meeting button, for example to your Microsoft Bookings page.

Each one also needs its switch on, under About and links, before it appears. They start off, so typing one in never publishes it by itself.

Adding HabileLabs content

HabileLabs publishes approved content you can add to a card, under HabileLabs content on the card’s page:

• Taglineup to 1
• What you can help withproducts and services, up to 6
• Partner marksup to 4
• Accreditationsup to 2

• Everything starts off, and nobody but you can switch a block on — not even an administrator.
• Your card keeps the version you chose. If HabileLabs rewrites a block, your card keeps the words you agreed to until you pick the new version.
• A withdrawn block disappears from every card. That is the only change anybody else can make to what your card shows, and it can only take something away.
• A block marked retired stays on your card while it is switched on, but once you switch it off you cannot add it back.

HabileLabs content needs privacy notice version 1.2. If you have not accepted it, the card’s page links to what changed.

Publishing and unpublishing

• Publishing asks for your consent every time. The box is never ticked for you, and nothing is published without it.
• A published card is live within 5 minutes, and its QR code starts working.
• Unpublish this card takes it offline within 5 minutes. It is reversible: the address and QR code are kept, so anything printed works again the moment you republish.
• Saved changes to a live card reach its public page within 5 minutes. Press Open the live page to see exactly what visitors get.

Your default card

Your default card is the one HabileLabs uses when it needs a single card for you: printed business cards, the staff directory and your email signature. My card marks it Default.

• Only a live card can be the default. On the card’s page, go to Manage this card and choose Make this my default card.
• Changing it reprints nothing. Cards already printed keep pointing at their own address, and those addresses keep working.
• You can change it back whenever you like.

Archiving a card

• You cannot archive your default card, a live card or your only card. Make another card the default, or unpublish this one, first — the card’s page says which applies.
• An archived card still counts towards your 10 addresses.
• If you only want a card off the internet for now, unpublish it instead.

Your QR code and short address

Every card has a permanent short address — qr.habilelabs.io/ followed by 7 letters and numbers — and a QR code that opens it. Both are under Share this card on the card’s page, and each card on My card shows its address.

• The code only works while the card is live. On a draft or unpublished card it opens “No card at this address”.
• The address never changes, even when your job title or phone number does, so a printed code stays right.

Downloading your card

Under Share this card on the card’s page:

Download this card (PNG)

A branded image of your card with its QR code, to keep on your phone or send.

Card for print (SVG)

The same design as print-ready artwork that stays sharp at any size.

Just the QR code (SVG)

The code on its own, for a slide, a poster or a stand.

The two card images appear once the card is published. The QR code can be downloaded any time, but it only works while the card is live.

Adding your email signature

My card builds an email signature from your default card: your name, title and contact details, the HabileLabs logo and a small QR code. It follows what that card shows.

1. On My card, under Email signature, press Copy signature. If your browser blocks copying, use Download as file, open it and copy from there.
2. In Outlook, open File → Options → Mail → Signatures. In new Outlook and on the web, it is Settings → Account → Signatures.
3. Create a signature, paste, and save. Make it the default for new messages and replies if you want it on everything.

It appears once your default card is live, because its QR code would otherwise lead to a page nobody can see.

Printing your code

Printed business cards use your default card. If you are putting a code on something yourself — a slide, a poster, a conference stand — use one of the SVG downloads, which stay sharp at any size.

• Print the code at least 2.5 cm wide, with a clear margin all round it.
• Print the short address beside it, for anybody whose camera will not scan.
• Publish the card first, then scan the printed proof with your own phone.

What people see when they scan

Your card opens straight away in their phone’s browser. There is nothing to install, no account to create, and no cookies. What they can tap depends on what you publish:

• Save contactAlways there. Adds you to their address book.
• CallWhen a phone number is shown — your mobile first.
• EmailWhen your work email is shown.
• WhatsAppWhen your mobile is shown with its country code.
• Book a meetingWhen you add a booking link and switch it on.
• LinkedIn profileWhen you add your profile and switch it on.

At the bottom, Share your details back lets them send you their own details if they want to. See Contacts shared with you.

Where your details come from

Your name, job title, department, work email and phone numbers come from Microsoft Entra ID, the company directory. You cannot edit them here, and that is deliberate: it keeps every card in step with the company record.

• A change made in the directory reaches your cards within about 15 minutes.
• My card shows exactly what the directory holds, under From the company directory.

Asking for a correction

If a detail is wrong, open Something wrong? Ask for a correction under From the company directory on My card. Choose the detail, say what it should be and press Send correction. HR or IT correct the directory, and your cards follow automatically.

Showing your photograph

Your card can show your Microsoft 365 profile photo. It takes two switches, both yours:

1. Allow my photograph, under Settings for every card on My card, then Save settings. This is a separate permission from publishing.
2. The Photograph switch on each card that should show it, then Save changes.

The second switch cannot be turned on until the first one is. To change the photograph itself, change your Microsoft 365 profile photo; your cards pick up the new one.

Showing your pronouns

Choose your pronouns from the list under Settings for every card on My card and press Save settings. They appear only on cards whose Pronouns switch is on. Choose Not shown to clear them.

Your mobile number

Your mobile number is on by default, because almost nobody here has a desk phone. Switch it off on any card where you would rather keep it private — the card works without it.

• If the directory has no mobile number for you, Settings for every card lets you add one. It is used only on cards whose Mobile number switch is on, and replaced automatically if the directory ever gets one.
• Include the country code, as in +91 98765 43210. The WhatsApp button needs it.

Reading your numbers

The top of My card shows four figures, and each card that has been published shows its own scan count:

Live cards

How many of your cards are published.

Scans, 90 days

How often your QR codes and short addresses were opened in the last 90 days.

Contacts saved

How often somebody saved your contact from one of your cards.

Shared with you

How many people sent you their details.

Contacts shared with you

At the bottom of your card, a visitor can choose to send you their name and email, and if they like a phone number, company and message.

• You get an email when somebody does, and the details appear under Contacts shared with you on My card.
• They agreed to it explicitly. Each entry is deleted automatically a year after it arrived.

Publishing is your choice

• Nothing about you is public until you publish, and only you can publish. HabileLabs staff can take a card down, but they cannot publish one, change what it says or create one for you.
• Not publishing is a perfectly good answer. It has no disciplinary, career, performance or pay consequence of any kind.
• Every publish, unpublish and change of permission is recorded as evidence of what you agreed to. Privacy and consent on My card shows how many are on record.

What a scan records

If a visitor’s browser asks not to be tracked, nothing is recorded at all, and the card still works.

Taking every card offline

While any of your cards is live, Take every card offline sits under Privacy and consent on My card. It unpublishes all of them in one step: no questions, no reason, no ticket. It takes effect within 5 minutes.

Your addresses and QR codes are kept, so publishing again later needs no reprint. To take down just one card, use Unpublish this card on its page.

When the privacy notice changes

When a new version of the privacy notice needs your agreement, My card shows a banner. Read what changed explains the difference in plain words; accept it, or choose Not now. Your published cards keep working either way.

Two things wait for your agreement to a newer version: having more than one card (version 1.2) and HabileLabs content (version 1.2). The full notice is always at card.habilelabs.io/privacy.

When you leave HabileLabs

When your account is disabled, your cards are withdrawn automatically within about 15 minutes. Their addresses then say the card is no longer available, without naming you or saying why.

Thirty days later your personal data and photograph are deleted. Your addresses are retired for good and never given to anybody else, so an old printed card can never point at a stranger.

The one rule worth remembering