An office timeline
Two weeks out: ask for opt-ins and a comfortable budget. One week out: close the guest list, set any exclusions, draw names and share the exchange date. On the day: put wrapped gifts in one spot with recipients' names and reveal givers only if everyone agrees.
A remote team timeline
Allow extra time for shipping across time zones. Choose a delivery deadline earlier than your video call, let participants add gift card emails or safe delivery notes privately, and open gifts together on the call. The stage shows sealed cards and an opened-count progress indicator without exposing assignments.
Boundaries that matter
Avoid manager-to-direct-report pairings or other awkward matches with exclusions. Keep gifts workplace-appropriate and avoid alcohol or highly personal items unless you know they are welcome. The room does not send bulk email or manage HR participation: share the invite yourself.
Common questions
Should work Secret Santa be mandatory?
No. Invite people to opt in and make it easy to decline without explaining why.
Can I prevent two coworkers from drawing each other?
Yes. The host can add a pair exclusion before drawing. Too many exclusions may leave no valid assignment.