Ordering calendar magnets for a whole office of agents, done properly
Running calendar magnets for a whole team means one base design with each agent's photo, name and number swapped in, printed and dispatched together. The trick is collecting everyone's details up front and checking every proof before the job goes to print. Here's how to run it as one order with multiple personalised versions, not a dozen separate headaches.
One design, many agents
The usual approach is to pick a single calendar fridge magnet design the whole office is happy with, then swap in each agent's photo, name and direct number.
Everything else on the magnet — the calendar grid, the office branding, the layout — stays the same across the team. That consistency is what makes it look like one office ordering together, not a scramble of one-offs.
You can start from a ready-made design in the gallery and add office branding and agent details, or supply your own print-ready artwork if you've already got a layout designed. Design work is free either way, including a fully custom design if nothing in the gallery suits.
Working from one base design also makes the whole process faster to manage. Instead of briefing a separate job for every agent, the office manager handles one design brief and one round of instructions, and the personalisation happens agent by agent from there.
Collect details and photos from every agent early
Before anything goes near a proof, get every agent's details in one batch: full name, mobile number, and a current headshot.
Chase photos early. A shared design with gaps for three agents and placeholders for two more is the single biggest cause of delay on multi-agent orders.
Set one internal deadline for submissions and stick to it. Office managers who collect everything in one go, rather than agent by agent as people get around to it, get through proofing much faster.
It helps to send agents a short, specific request rather than a general one — ask for a current headshot, their preferred display name, and their direct mobile number, all in one email or message. Vague requests tend to come back incomplete.
If an agent is new to the office or doesn't have a professional headshot on file, flag that early too. Chasing a missing photo after proofs have gone out to everyone else slows the whole batch down.
Checking each proof, not just one
Once details are in, you'll get a proof back for each agent's version of the design. Check every single one — don't assume that because the first proof is correct, the rest will be too.
Look specifically at spelling of names, the mobile number, and whether the photo has been placed and cropped the way you expected. These are the details that get missed when a dozen proofs land in an inbox at once.
If an agent has a nickname they use professionally, or a preferred spelling, flag it on the proof rather than assuming it will be picked up from an email signature.
It's worth checking proofs against a simple list rather than from memory — tick off each agent's name, number and photo as you confirm it. With five, ten or more versions of the same design in play, a checklist catches mistakes a quick skim will miss.
Splitting quantities between agents and patches
Not every agent needs the same number of magnets. An agent with a large rent roll or a wide patch will usually want more than someone covering a smaller area.
Decide the split before you request pricing, not after. The combined total across all agents is what the order is based on, so working out the breakdown first means the office manager isn't reopening the order halfway through.
An instant price is available on the calendar magnets page once you've settled on a total quantity — it's sent by SMS, so it's easy to share straight into a group chat with the team for sign-off on numbers.
Some offices keep it simple and split evenly across agents; others weight the split by patch size, years in the role, or how many letterbox drops an agent does. Either way works — the main thing is agreeing the split before quantities are locked in.
Who signs off
For office-wide orders, it's worth naming one person — usually the office manager or marketing coordinator — as the single point of sign-off on all proofs before printing.
That person should confirm every agent's proof individually, not just approve the batch as a whole. A quick reply of "all confirmed" is enough, but it needs to be an explicit check against each proof, not a skim.
If your office falls under a franchise or network, that's a separate matter from WM's process — we print what your office approves, and don't claim any affiliation with or approval from any real estate brand. If you're ordering for a real estate office specifically, the same personalised-per-agent approach applies whether you're a single office or managing several branches.
Once sign-off is in from the whole team, production runs to the same schedule as any other order: allow 7 to 10 business days production from artwork approval, up to a week for delivery to most capital cities and longer for country WA and NT.
Keeping one sign-off point also avoids a common problem: an agent making a last-minute change directly with the designer, bypassing the office manager, which can throw out the whole batch's timing.
Get started
Browse the calendar fridge magnet designs to pick a starting point for the office, or get in touch via the contact page if you'd rather talk through a multi-agent order before collecting details.
Frequently asked questions
Can each agent have a different photo on the same design? Yes — the layout stays consistent across the office, but each agent's photo, name and number are swapped in individually.
Do all agents need to order the same quantity? No. Quantities are commonly split by patch size or rent roll, with the total combined quantity used for the order.
What sizes are available for calendar magnets? Calendar fridge magnets come in DL House Shape, DL Rectangle, Large A5 and A6 magnet with round corners.
How do we get pricing for the whole office order? Request an instant price through the site once you know the total quantity across all agents — it's sent by SMS so it's easy to share with the team.