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Getting Started Guide (Admin)

Welcome to Gelato!

In this guide, we will take you through the steps for you to set up your Gelato Globe account. You can either watch the following video or go through the steps below.



In this article:


Announcing the Gelato deal 

Before you even start setting up your account, we recommend announcing the upcoming Gelato implementation to all the users that will be involved. You can use our simple communication template!


Sustainability impact calculator

Printing with Gelato reduces delivery distances by up to 90% and print volume by up to 50% as well as helps with decreasing the carbon footprint. Thanks to the sustainability impact calculator we implemented, you will be able to get an overview of the metrics for your company savings.


To set up the sustainability impact reporting, please follow these guidelines. For more information about the calculation, the sources used and the information presented, please refer to this article


Team setup

Roles and Permissions

As an Admin you can define Roles to allocate different permissions for the users of the account (Team > Roles). When you add a new Role you can select a custom name as well as what permissions it shall have.


Note: Basic plans allow two standard roles only, Admin and Regular User with predefined permissions which can be customized per your need. However, you won't be able to change the name of these roles or to add more roles. If you need additional roles please contact us to upgrade your subscription.

You can find a full overview of the permissions here.



As an Admin you can organize users into Groups for different office locations, departments, regions, teams, etc.. Groups are linked to folder privacy - i.e. you can set specific folders to only be visible for certain groups - and determine which billing entities and payment methods will be visible for each group.


Your Gelato Globe account comes with a Default group. Everyone who is part of this group can see and use all available payment methods and billing entities in the account and has access to all files.

We recommend to have only the account Admins as part of the Default group (unless you have a Basic subscription).

Note: Basic plans allow for 1 group only, the Default group. In this case, all users are part of the same group, and they can see all billing entities and files in the account. 

You can read more creating and customizing groups here.

 Tip: You can download a report to have a full overview of the users included in each group, as well as the billing details each group is linked to.



Shipping and billing


You can add and edit shipping addresses and recipient information under Shipping in the menu on the left side. In this section, you can populate company and personal addresses, as well as company and personal recipients.


We recommend to preload the most common shipping addresses, to simplify the ordering process for the users in your organization. However, it is also possible for users to add a shipping address during the checkout process. Tip: For multiple addresses use the Bulk address import option (top right).

Note: For privacy reasons, users will only see Personal recipients, Personal addresses and Company addresses, but not Company recipients. Also, Personal recipients and Personal addresses are only visible to the user who created them.


Billing and finance setup

Regardless of the payment method selected, you should add at least one billing entity to your account (Billing > Billing entities in the left menu). You can have one or several billing entities (depending on your contract) and it is highly important to populate with correct information such as your legal entity name, VAT (where applicable) and email of the department who will process the invoices. This is particularly important if your company uses Invoice as the main payment method and you want to ensure that all invoices are paid on time. You will receive all invoices on a monthly basis and these are available in your account in the Invoices menu on the left. 


It is also possible to associate Cost centers to a billing entity, relevant for your company if you want to control costs separately. In the order flow, a user can select their cost center, for more accurate cost allocation. As an alternative to Cost Centers, you can also activate Project codes (or PO numbers)

You can read more about the finance setup in our Getting Started Guide for Finance Admins, which we recommend to share with the people in your organization responsible to set up Gelato as an approved supplier and those responsible for paying the invoices that Gelato sends every month.


Library structure and files

The Library overview gives you access to all the files stored in your account, typically organized in folders. By clicking Create folder you can prepare a folder structure to make it easy for everyone to find the design files they need. When you create a new folder, you can define the visibility options for that folder, making it visible to all users or only to selected groups.


Once your folder structure is in place you (or your design team) can start uploading files to the platform. You can upload files in two ways: Either using the Upload files button or via our Gelato Print Plugin for Adobe (recommended). It is important that the files you upload for print are designed in accordance with our File requirements.

The people responsible for designing and uploading assets to Gelato in your organization should read our Getting Started Guide for Designers


Other account settings

From Your initials > Account > Settings you can set additional settings for your Gelato account:

  • Subscription  - get an overview of your current subscription and features active in your account
  • Easy access business cards - activate a simple order flow for employees who need only business cards (Additional feature – Please contact your Account Manager
  • Payment - select which payment methods should be enabled for the account
  • Paper type rules - preselect the paper type for a specific product category
  • Quantity rules - set quantity rules for selected products and formats
  • Shipping rules - set restrictions on the types of shipping methods that users can select
  • Branded store - customise the portal with your company logo and have a background image for a custom sign-in URL (Additional feature – Please contact your Account Manager)
  • Company contacts - list the contacts that will be shown as company contacts to all your Gelato users in the Contact Us section
  • DAM settings - set up the integration with a third-party Digital Asset Management (DAM) provider 
  • Library settings - set up custom filters to better sort your files
  • Design editor - control the attributes of customization for your editable templates.



Inviting users

When all the above activities are completed, it is time for you to invite the rest of your team/organization to the platform. You can invite them under Team > Users > Invite user in two ways, either via email (recommended) or by sharing a link. When inviting you will pre-assign one Role, and one or several Groups.   

Tip: A few days before inviting the users, we suggest you send out a communication informing them of what they should expect and what they are supposed to do. You can use our simple communication template

Done! Now you are set up for success! If you have feedback or need assistance, you can contact us here.

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