Client
IDBS: a leading provider of scientific software helping organisations accelerate research and development
Sector
Life Sciences
Event
Employee onboarding
Background
IDBS approached Project Merchandise looking for a better way to manage new starter kits for employees across the UK and Europe.
Following an initial discovery meeting, we explored a range of merchandise ideas that would create a practical and engaging onboarding experience while remaining easy for the team to manage.
The objective was to create a welcome pack that reflected the brand, worked across multiple countries, and removed as much administration as possible from the onboarding process.
The Challenge
The team needed a solution that would support employees in both the UK and the EU. This meant balancing a number of requirements, such as:
- A consistent onboarding experience across regions
- Simple ordering for the HR team
- Reliable delivery to multiple countries
- Practical, high-quality products that new starters would genuinely use
- A solution that avoided unnecessary customs complications
With relatively low volumes for EU orders, it was important to find the most efficient order and shipping solution without creating additional costs or delays.
The Solution: A Dedicated Onboarding Store
Once the final products had been selected, we created a dedicated online store that allows the IDBS team to order welcome packs whenever they need them, without all the back-and-forth.
The platform provides a simple ordering process while we manage the store, packing and fulfilment behind the scenes.
Orders are shipped throughout the UK and Europe, giving the team a single solution regardless of where new employees are based,
The Merchandise
Each welcome pack was carefully curated to provide useful products that employees could use from day one.
The packs included:
Every item was presented on a paper nest inside a fully branded presentation box, creating a premium unboxing experience for every new starter.
Built for International Delivery
The fulfilment process was designed around IDBS’ current requirements.
As EU order volumes are relatively small, all packs were shipped from our UK warehouse. To avoid customs issues, we created separate UK and EU versions of the welcome pack, with the EU packs excluding sweets.
This simple adjustment allows the onboarding experience to remain consistent while ensuring smooth international delivery.
It’s a small operational change that removes unnecessary friction for both the client and the recipient.
The Impact
The new onboarding programme has given IDBS a scalable solution that supports employees wherever they join the business, allowing them to transition to separate UK & EU stocked packs when volume permits.
- Dedicated webstore for simple ordering
- Consistent onboarding experience across the UK and EU
- Practical products selected for everyday use
- International fulfilment managed on behalf of the client
- Customs considerations built into the packing process
The result is a welcome pack that feels premium for new starters and effortless for the team managing it.
What the Client Said
We had a positive experience working with Project Merchandise. The ordering system was straightforward and easy to navigate, making the process efficient for both administrators and employees. The team was receptive to feedback and worked closely with us to explore different options to improve accessibility and fairness to all associates.
Together, we considered several approaches, including a global solution, and appreciated the transparency around the associated costs and logistics. This helped us make an informed decision that balanced employee experience with practical considerations. Overall, Project Merchandise provided a professional service and a flexible approach that supported our objectives.
The Takeaway
By combining a dedicated ordering platform, thoughtful product selection and carefully planned delivery, IDBS now has a welcome pack solution that scales with the business while delivering a consistent final impression for every new starter.
Want to make merch simpler for your team? Get in touch with the team to set up your very own webstore, or explore our other services that remove the admin from merch.
