01
Define who orders and what each person gets
Start with groups, not products. List who may order, such as new hires, event staff or regional teams, and decide what each group is entitled to. A new-hire kit might include a shirt, a bottle and a notebook, while a sales team might also receive a jacket. Write the entitlement beside each group in plain language and decide whether choices are fixed or selectable. This prevents confusion later, because the page can show only the relevant kit to each visitor. Keep the first version to a few items so reviewing and approving the layout remains quick.
02
Set item options, limits and brand rules
Next, describe each item with the details staff need to decide: sizes, colors, quantity limits and a clear image. Add brand rules once, at the page level, such as approved logo versions and the colors available, so individuals are not choosing artwork. Decide what happens when an item runs out and whether substitutions are allowed. For example, a hoodie in four sizes with a limit of one per person is easier to fulfill than open quantities. Fewer, well-described options also reduce questions sent to the coordinator and make the final production count more reliable.
03
Confirm the order and plan follow-up
Finish by designing the confirmation step. Show a summary of the chosen items, delivery address or pickup point, and an expected timeframe the coordinator can honestly meet. Include a deadline for changes, and tell people who to contact if something is wrong. Worked example: a forty-person offsite uses one page with a shirt, a cap and a bottle. Each guest picks a size by Friday, the coordinator exports counts on Monday, and a short follow-up message confirms delivery. Reviewing returns and complaints afterward shows which items to keep, change or drop next time.