How to Run a Work Kris Kringle Online (Without the Spreadsheet)

So you've been handed the Christmas gift swap. Maybe you put your hand up, maybe you were "volunteered". Either way, this guide covers a simple way to run a work Kris Kringle online for any group, whether it's a team, a whole office or a sports club, with a realistic timeline so the gifts actually turn up on the day.

Kris Kringle or Secret Santa?

Same swap, two names. Australians tend to say Kris Kringle, and plenty of offices say Secret Santa. Everything below works for both.

What goes wrong with the hat and the spreadsheet

Most organisers know the stories. Someone pulls their own name out of the mug. Someone forgets they're in it until the morning of the party. The spreadsheet gets forwarded to the wrong person. And the organiser ends up knowing who has everyone, which takes some of the fun out of it for them.

None of this is anyone's fault. Paper and spreadsheets just weren't built for keeping a secret, chasing reminders or getting gifts to people who aren't in the office.

Step 1: Set the rules first

Before you invite a single person, decide three things:

• The gift limit. Pick one number and say clearly that it's a ceiling, not a target. Agree the limit before anyone joins, so nobody signs up for a $20 swap and finds out it's $50.
• Gift Day. The day you'll all get together and swap. Everything else works back from this date.
• Who's in. A team, a floor, a club or the whole business. Keep it opt-in, so anyone can say no without it being noticed.

With Secret Send, only the people you invite can join, and each invitation is a one-time link. It stays a closed circle of people who know each other.

Step 2: Work back from Gift Day

Timing is where most gift swaps come unstuck. Gifts for an online Kris Kringle are ordered online, so you need to allow for that.

The Secret Send guidance is about a week for everyone to choose, then two weeks for ordering and delivery (three around Christmas). Put together, that means starting a circle about five weeks before Gift Day.

A worked example:

• Gift Day: Friday 18 December. Start your circle by about Friday 13 November.
• Gift Day: Wednesday 23 December. Start by about Wednesday 18 November.

If your end-of-year party is already booked, that date is your Gift Day. Count back five weeks and put the start date in your calendar today.

Step 3: Make sure everyone gets something they want

The classic Kris Kringle problem is the gift nobody wanted. The fix is simple: let people say what they'd like.

In Secret Send, everyone tells the Assistant what they're into and lists up to three gifts they'd like. Their giver picks one, so the gift is something they actually asked for.

Step 4: Keep the pairing fair and secret

Once everyone you invited has joined, Appreci does the pairing: each person buys for the next, so nobody gets themselves and everyone gives and gets exactly one gift. Only you see who you're buying for.

Appreci also works the dates back from Gift Day, puts them in everyone's calendar and sends the reminders, so you're not chasing people in the last week before the party.

Step 5: Who pays?

Each person pays for the gift they bring, within the circle's limit, by card or from their Appreci wallet. Appreci's small service fee and the postage are shown before anyone pays. There's no kitty to collect and nobody has to front the cash.

If the business is paying for or topping up gifts, check the fringe benefits tax position first and talk to a registered tax agent. If everyone buys their own gift, the business isn't providing anything.

Step 6: Include remote and interstate team members

A gift swap shouldn't leave out the person who works from home or from another office.

With Secret Send, the gift is delivered to the person who bought it. They wrap it and bring it on Gift Day, so nobody finds out early who had them. For team members joining from elsewhere, agree ahead of time how they'll take part on the day, whether that's in person or on a video call.

Your Kris Kringle checklist

• Gift limit agreed (a ceiling, not a target)
• Gift Day set
• Invite list confirmed, opt-in
• Start date set, about five weeks before Gift Day
• Circle started and invitations sent

Start a circle

Secret Send by Appreci handles the pairing, the dates and the reminders, so you can enjoy the swap instead of running a spreadsheet. Pick an occasion, set a gift limit and Gift Day, and invite your group by email.

Start a circle

Looking for ways to thank your team the rest of the year? See our employee recognition ideas.

Frequently asked questions

How far ahead should we start a work Kris Kringle? About five weeks before Gift Day. That allows about a week for everyone to choose and two weeks for ordering and delivery, or three around Christmas.

Who can join a Secret Send circle? Only the people the organiser invites. Each invitation is a one-time link.

Does the organiser know who has who? Each person only sees who they're buying for.

Who pays for the gifts? Each person pays for the gift they bring, up to the circle's limit. The service fee and postage are shown before paying.