If you’re reading this, you’re probably tired of seeing a jumble of random headshots, job titles, and bios across your team. Maybe you’re in marketing, sales, or just the unofficial “person who cares about details.” Either way, you want everyone’s Warmly profile to send the same, clear message—without herding cats or micromanaging every little thing.
This isn’t about making your team sound like robots. It’s about avoiding awkward first impressions and making your brand look sharp, everywhere your people show up.
Here’s how to actually get it done, step by step—warts and all.
Step 1: Get Clear on What “Unified” Actually Means
Before you even touch Warmly, figure out what “unified” looks like for your team. Don’t skip this. A half-baked plan leads to generic profiles no one wants to use—or, worse, a bunch of people doing their own thing anyway.
Start with these questions:
- What info must be consistent? (Company name, logo, tagline, brand colors, etc.)
- What can be personal? (Fun facts, pronouns, hobbies, etc.)
- What tone fits your company? (Casual? Buttoned-up? Somewhere in-between?)
Pro tip: Write this down. Share it with your team, so you’re not answering the same questions over Slack all week.
Step 2: Prep Your Brand Assets and Default Copy
You’ll need the basics ready to go:
- Logo: Clean, high-res, square version works best.
- Brand colors: Get the hex codes (not just “blue”).
- Tagline or elevator pitch: Short and not full of buzzwords.
- Job titles: Decide if you want these standardized or let people pick their own (it matters more than you think).
- Default bio copy: 3-4 sentences max. No one reads paragraphs.
What to skip: Don’t try to write super-detailed bios for everyone. You’ll burn out and people will ignore them. Give a template or a few examples instead.
Step 3: Set Up Your Warmly Organization
If you haven’t already, Warmly lets you create an organization account where you can manage profiles and settings for the whole team. This is where the magic (and pain) happens.
Here’s what to do:
- Create or claim your org account: Use a shared email or your admin address.
- Invite your team: You can usually do this by email or by sharing a signup link.
- Set permissions carefully: Decide who can edit what. You probably don’t want everyone changing the company logo.
Heads up: Some features—like locking down certain fields—may only be available on paid plans. If you’re on the free tier, expect to do a bit more wrangling.
Step 4: Build Your Team Profile Template
Most teams drop the ball here by either being too strict (no one updates anything) or too loose (brand chaos). Aim for balance.
Key fields to template:
- Profile photo: Set specs (size, background, etc.) and encourage consistency. Don’t force everyone to use the same headshot, but do avoid blurry selfies.
- Name and pronouns: Let people customize.
- Job title: Standardize if you can; otherwise, give guidance (“Use your LinkedIn title”).
- Bio: Provide a sample or prompt (“What do you do for our customers, in plain English?”).
- Links: Company website, LinkedIn, Calendly, etc.—pick what matters.
How to roll it out:
- Send the template and examples to your team.
- Make it easy to copy and paste.
- Offer a “good” and “bad” example. (People actually read these.)
Step 5: Roll Out Profiles—Without Becoming a Nudge
Now comes the part where most projects die: getting everyone to actually set up their profile.
What actually works:
- Kickoff call or message: Explain why this matters, and what’s in it for them (fewer awkward intros, more credibility, etc.).
- Set a real deadline: Not “ASAP.” Try “by Friday at noon.”
- Give clear instructions: Link to the Warmly profile editor and include your template/examples.
- Offer help: “Stuck? DM me your info and I’ll set it up for you.”
What doesn’t work:
- Endless reminders. If someone isn’t updating their profile after two nudges, talk to their manager—or let it go.
- Guilt trips. Nobody likes feeling shamed over a profile picture.
Optional, but useful: Create a quick how-to video or screen recording. It saves you from typing the same steps 12 times.
Step 6: Lock Down What Matters (If Possible)
If your Warmly plan allows, don’t be afraid to lock or pre-fill the fields that must stay consistent, like logo, colors, or company tagline.
- Centralize brand fields: Only admins can edit.
- Allow personal tweaks: Let team members add their own flavor where it makes sense.
If you’re on a free plan and can’t lock fields, just be clear about what shouldn’t be changed, and check profiles every so often. Most people will play along if you give them a reason.
Step 7: Review and Tweak—Don’t Let It Go Stale
You’re done…for now. But profiles get old, people change roles, and the brand evolves.
How to keep things fresh:
- Check profiles every quarter (set a calendar reminder).
- Make updates when your messaging or branding changes.
- Encourage new hires to use the template during onboarding.
What to ignore: Don’t micromanage every word or photo. Focus on the big stuff: logo, tagline, links, and a bio that doesn’t sound like it was written by ChatGPT.
Honest Takes & Common Pitfalls
- Don’t expect perfection: Someone will use a weird photo or ignore the tagline. As long as the basics are right, let the small stuff go.
- Don’t force fake “personality”: If your team isn’t quirky, don’t make everyone add a “fun fact.” Authenticity beats forced fun.
- Brand guidelines ≠ brand police: Give people room to be themselves inside reasonable boundaries.
- Warmly isn’t magic: It’s a tool, not a solution to deeper brand or culture problems.
Keep It Simple—and Iterate
If you’ve made it this far, you probably care more about your company’s image than most people do. That’s a good thing—but don’t overcomplicate it. Start with the basics, get your team set up, and tweak as you go. Unified doesn’t mean identical. It just means your team looks like they’re on the same side.
And if all else fails, remember: done is better than perfect.