Uplup Logo
Secret Santa Generator

Secret Santa Generator Documentation

The Secret Santa Generator makes organizing gift exchanges effortless. Whether you’re planning a holiday party at work, a family gathering, or a friend group exchange, this free tool handles all the complicated parts: random pairing, keeping assignments secret, and distributing invitations to everyone.

No more drawing names from a hat or risking spoiled surprises. Create your Secret Santa event in under 2 minutes, and each participant gets a personalized link to view their assignment privately. Everything stays organized, trackable, and completely confidential.

Note: you can start creating your free Secret Santa event here: Free Secret Santa Generator

Table of Contents

Creating Your Secret Santa Event

Setting up a Secret Santa event takes just three simple steps. The tool guides you through adding participants, configuring event details, and sharing invitation links.

Step 1: Add Participants

Start by adding everyone who will participate in your gift exchange. You need a minimum of 3 participants to create a Secret Santa event.

How to add participants:

  1. Type each participant’s name in the input field
  2. Press Enter or click the + button to add them to the list
  3. Repeat until you’ve added everyone
  4. Drag and drop names to reorder them if needed
  5. Click the trash icon to remove someone

Important notes:

  • You must add at least 3 participants
  • There’s no maximum limit on participants
  • Names don’t have to be unique (though it’s recommended to avoid confusion)
  • You can add email addresses later in the participant management section

Once you’ve added your participants, click “Continue” to move to the event details.

Step 2: Event Details

Configure your Secret Santa event with all the important details participants need to know.

What do you want to draw names for?

Choose the occasion for your gift exchange. This helps personalize the experience:

  • Secret Santa (default)
  • Christmas
  • Hanukkah
  • Thanksgiving
  • New Year’s Eve
  • Valentine’s Day
  • Christmas in July
  • Eid
  • Kwanzaa
  • Eid al-Adha
  • Diwali
  • Halloween
  • Purim
  • Father’s Day
  • Mother’s Day
  • Easter
  • Other (custom)

Required fields:

  • Organizer Name – Your name as the person organizing the event. This will be shown to all participants so they know who’s running the exchange.
  • Group Name – A name for your Secret Santa event (e.g., “Secret Santa 2025”, “Office Christmas 2025”, “Family Gift Exchange”). The tool provides helpful suggestions like “Secret Santa 2025”, “Christmas 2025”, “Holiday Gift Exchange”, etc.

Optional fields:

  • Gift Exchange Date – When will everyone exchange gifts? Select a date using the calendar picker. This helps participants plan ahead.
  • Gift Budget – Set a suggested spending amount per gift. Choose your currency (USD, EUR, GBP, etc.) and enter the amount. This keeps the exchange fair and prevents anyone from overspending.
  • Additional Message – Include a custom message to all participants. Use this to add instructions, theme suggestions, or any other important information. There’s a checkbox to enable this feature, and a text area where you can write your message (e.g., “Welcome to our 2025 secret Santa group!”).

The form validates automatically and shows a green checkmark with “All required information provided” when you’re ready to proceed.

Click “Create Secret Santa” to generate your event and move to the sharing options.

Step 3: Share Invitations

Once your event is created, you’ll see the success screen with multiple ways to share Secret Santa assignments with participants.

You have three ways to share assignments:

Option 1: Automatically Email All Participants

The fastest way to notify everyone at once.

  • Click “Send to All 3 Participants” to email personalized invitations
  • Each participant receives their unique Secret Santa assignment link
  • Free tier allows up to 25 participants per email blast
  • Note: Participants must have email addresses added for this option

How it works:

  1. Copy the link or click WhatsApp/Email to share with each participant
  2. They click their link and confirm their name
  3. They see who they’re Secret Santa for – it’s a secret!

Option 2: Universal Link (Easy Sharing)

Perfect for group chats! Share one link, and everyone claims their name.

  • One single link for all participants
  • Each person selects their name from a list
  • They immediately see their Secret Santa assignment
  • Perfect for WhatsApp, Slack, or Discord groups
  • Copy button makes sharing instant

Best for: Informal groups where everyone is in the same chat or communication channel.

Option 3: Individual Links (Recommended)

Send each person their own personalized link. More secure and tracks views.

  • Each participant gets a unique invitation link
  • Copy individual links or share via WhatsApp/Email buttons
  • Track who has viewed their assignment
  • More secure since links are personalized
  • Professional appearance for work settings

Best for: Professional environments, larger groups, or when you want to track engagement.

The screen also includes a “View All Pairings (Organizer View)” button so you can see all the Secret Santa matches and manage your event. For logged-in users, there’s a “Go to Dashboard” button to access all your events.

Managing Your Event

After creating your Secret Santa event, you have full control to manage participants, view pairings, send reminders, and track engagement.

Dashboard Overview

Your dashboard shows all your Secret Santa events in one place.

What you’ll see:

  • Event Name – Your group name (e.g., “Secret Santa 2025”)
  • Participant Count – Total number of people in the exchange
  • Exchange Date – When the gift exchange happens
  • Viewed Percentage – How many participants have seen their assignment (0% means nobody has viewed yet)
  • Manage Button – Access the full organizer view

You can filter events by “All” or just “Secret Santa” using the tabs at the top. The search bar helps you find specific events quickly.

Organizer View

The organizer view is your command center for managing the entire Secret Santa event.

Key Statistics Dashboard:

  • Total Participants – Count of everyone in the exchange
  • Viewed Assignments – How many people have clicked their link and seen their match
  • Pending Views – Participants who haven’t viewed their assignment yet

Quick Actions:

  • Edit Details – Modify event name, date, budget, or message
  • Manage Participants – Add, remove, or edit participant information
  • Send Emails – Bulk email participants their invitation links

Event Details Card:

Shows a summary of your event configuration:

  • Organizer name
  • Exchange date with calendar icon
  • Gift budget with currency
  • Participant count
  • Custom message to participants

Navigation Sidebar:

  • Overview – Main dashboard (current view)
  • Event Details – Edit event configuration
  • Invite Links – Access all invitation links
  • Manage Pairings – View or manually adjust Secret Santa matches
  • Participants – Manage participant details and invitations

Access and manage all the invitation links for your Secret Santa event.

Universal Invite Link:

Share this single link with all participants. They’ll select their name to see their assignment.

  • One-click copy button
  • Perfect for group chats
  • Everyone claims their own name

Manage Your Event Section:

Quick access buttons to:

  • Edit event details
  • Manage participants
  • Send bulk emails

All Pairings:

See the complete Secret Santa match list. � Keep this information confidential!

  • Shows who is Secret Santa for whom
  • Displays “Not viewed yet” status for each person
  • Edit Pairings button allows manual adjustments if needed
  • Example: “John is Secret Santa for: Lisa” with gift icon

This page is for organizer eyes only. Never share this view with participants!

Managing Participants

Add email addresses, edit participant information, and manage individual invitation links.

For each participant, you can:

  • Add/Edit Email Address – Required for sending email invitations
  • View Status – See if they’ve viewed their assignment (shows “Not viewed yet” with clock icon)
  • Copy Unique Link – Each participant has their own personalized invitation URL
  • Share via WhatsApp – Green button to send link directly via WhatsApp
  • Send Individual Email – Send a single invitation email to this person
  • Save Changes – Save email address updates

Managing Individual Participants:

Each participant card displays:

  • Gift icon and participant name
  • View status indicator
  • Email address input field with placeholder “participant@example.com”
  • Unique invite link (auto-generated, unique per person)
  • Copy button for the link
  • WhatsApp share button for instant messaging
  • Save and Send Email action buttons

Pro tip: Add email addresses before sending bulk invitations. You can always come back and add them later, but having them ready makes distribution much faster.

Sending Bulk Emails

Send invitation emails to multiple participants at once with built-in rate limiting to prevent spam.

What will be sent?

Each participant with an email address receives a personalized invitation with their unique Secret Santa assignment link.

Rate Limit Protection:

  • Maximum 25 total emails per day (single + bulk combined)
  • Prevents spam and abuse
  • Helps maintain high email deliverability

Today’s Email Usage Dashboard:

Real-time tracking shows:

  • Emails sent today – Count of emails already sent
  • Remaining today – How many more you can send
  • Single emails – Individual invitation emails sent
  • Bulk emails – Emails sent via bulk send
  • Visual progress bar showing usage

Select Participants:

  • Checkbox next to each participant
  • “Deselect All” button to uncheck everyone
  • Participants without email addresses are grayed out with “No email address” message
  • Counter shows how many are selected (e.g., “1 selected”)

Sending the emails:

  1. Select which participants should receive emails
  2. Review your usage to ensure you have enough sends remaining
  3. Click “Send Emails (X)” button where X is the number selected
  4. Emails are sent immediately
  5. Click “Cancel” if you change your mind

Important notes:

  • Add email addresses before trying to send bulk emails
  • The 25-email daily limit resets every 24 hours
  • Single emails and bulk emails count toward the same limit
  • Each email contains a personalized link unique to that participant

Participant Experience

When participants receive their invitation link (via email, WhatsApp, or direct message), here’s what they experience:

Universal Link Flow

  1. Click the universal link
  2. See a list of all participant names
  3. Select their own name from the list
  4. Confirm their identity
  5. See who they’re Secret Santa for!

Individual Link Flow

  1. Click their personalized link
  2. See their name automatically selected
  3. Confirm it’s them
  4. Instantly see their Secret Santa assignment

What participants see on their profile/management page:

  • Bookmark reminder message explaining they can return anytime
  • Who they’re buying a gift for
  • Event details (organizer name, group name)
  • Gift exchange date (if set)
  • Suggested gift budget (if set)
  • Custom message from the organizer (if included)
  • Gift preferences from their assigned person with beautiful card-style display (if provided)
  • “Update Your Preferences” button to modify their own gift ideas or add an email
  • Download button to save assignment details

The Profile & Management Page Experience

After confirming their identity and optionally adding their gift preferences, participants are redirected to their secure, bookmarkable profile page. This beautifully designed page includes everything they need to find the perfect gift, and they can return to it anytime to update their preferences or check for updates from their assigned person.

On first visit, participants see a delightful confetti animation celebrating their reveal. The page prominently reminds them to bookmark it for easy access later.

Gift Preferences (If Provided):

If the person they’re buying for added gift preferences, these appear as beautiful priority-ranked cards with direct shopping links:

  • #1 Top Choice – Highlighted with a gold “⭐ Top Choice” badge, special purple gradient styling, and prominent “🎯 Shop Top Choice on Amazon” button
  • #2, #3, and beyond – Additional gift ideas with purple numbered priority badges and “Shop on Amazon” buttons
  • Budget-aware Amazon links – Each preference includes a direct link to search for that item on Amazon, automatically filtered by the event’s budget if one was set
  • Email notifications – If the participant provided an email and their assigned person later adds preferences, they’ll receive a beautifully formatted email with the same card-style display

The gift preferences are displayed in a responsive grid (up to 3 cards per row) that adapts to different screen sizes for optimal viewing on any device.

Gift Shopping Categories:

Below the gift preferences, participants have access to 12 curated Amazon shopping categories to help find the perfect gift:

  • Today’s Deals – Current sales and promotions (marked with a “HOT” badge)
  • Best Sellers – Top-rated popular items
  • Tech & Electronics – Gadgets and tech accessories
  • Home & Living – Decor and household items
  • Fashion – Clothing and accessories
  • Beauty & Personal Care – Cosmetics and skincare
  • Kitchen & Dining – Cookware and kitchen gadgets
  • Books & Media – Books, movies, and music
  • Health & Wellness – Fitness and self-care products
  • Toys & Games – Fun gifts for all ages
  • Sports & Outdoors – Active lifestyle gifts
  • Jewelry & Watches – Accessories and timepieces

Each category features beautiful photography and links directly to curated Amazon collections. The categories are displayed in a responsive grid (2-4 columns depending on screen size) for easy browsing.

Note: Amazon affiliate links help keep the Secret Santa Generator free for everyone. Purchases through these links support the tool at no extra cost to you.

Download Details Button:

Participants can download their assignment details as a text file for offline reference, including who they’re buying for and all event information.

Adding Your Own Gift Preferences:

Before revealing their Secret Santa assignment, participants are prompted to optionally add their own gift preferences. This helps their Secret Santa (whoever is buying for them) choose the perfect gift. Participants can add up to 5 gift ideas, and these can be updated anytime later through their bookmarkable profile page.

When a participant adds gift preferences for the first time, their Secret Santa is automatically notified via email (if they provided an email address), making sure they don’t miss these helpful suggestions.

Gift preferences can include:

  • Specific items (e.g., “Blue coffee mug”, “Wireless headphones”)
  • General categories (e.g., “Books”, “Kitchen gadgets”, “Skincare products”)
  • Interests or hobbies (e.g., “Gardening supplies”, “Running gear”, “Art supplies”)

The first preference will be marked as their “Top Choice” with special highlighting when their Secret Santa views it.

Managing Your Assignment:

After revealing their Secret Santa assignment, participants receive a secure, bookmarkable profile link that serves as their personal management page. This page allows them to:

  • Bookmark and return anytime – The page is bookmarkable so participants can check back whenever they need
  • Update their own gift preferences – Click “Update Your Preferences” to open a modal where they can edit their gift ideas or add an email address
  • Check for preference updates – See if their assigned person has added or updated their gift preferences since the reveal
  • Get email notifications – If they provided an email address, they’ll be notified when their assigned person first adds gift preferences
  • Download assignment details – Save their assignment information for offline reference

Privacy and security:

  • Participants only see their own assignment
  • They cannot see other pairings
  • The assignment is kept completely confidential
  • Each profile link is secured with a unique token

Best Practices

Get the most out of your Secret Santa Generator with these organizer tips.

Before Creating Your Event

  • Collect participant information early – Get names and email addresses before you start
  • Decide on a budget – Agree on spending limits beforehand to keep things fair
  • Pick an exchange date – Make sure it works for everyone’s schedule
  • Consider exclusions – Think about whether any pairings should be avoided (like spouses or roommates)

During Setup

  • Use clear group names – Include the year or occasion (e.g., “Office Secret Santa 2025”)
  • Write helpful custom messages – Include theme suggestions, wish list instructions, or exchange logistics
  • Double-check participant names – Fix typos before generating pairings
  • Set a realistic budget – Choose an amount everyone can comfortably afford

Gift Preferences

  • Encourage participants to add preferences – Makes gift shopping easier and more successful. Remind them they can always update preferences later via their profile page
  • Suggest adding email addresses – Participants who add emails will be notified when their assigned person adds gift preferences, so they don’t miss helpful ideas
  • Be specific but flexible – “Stainless steel water bottle” is better than just “water bottle”
  • Mix specific items with categories – Combine exact items with general interests
  • Keep budget in mind – Suggest items that fit within the event’s budget
  • Put your favorite first – The #1 preference gets special “Top Choice” highlighting
  • Remind participants to bookmark their page – They can check back anytime to see if their assigned person updated their preferences

Sharing Invitations

  • For professional settings: Use individual links sent via email
  • For friends/family: Universal link in group chat works great
  • For large groups: Individual links help you track who’s viewed their assignment
  • Send reminders: Check the “Pending Views” stat and follow up with people who haven’t looked yet

Managing the Event

  • Monitor engagement – Use the dashboard to see who’s viewed their assignment
  • Send reminders as needed – If someone hasn’t viewed their match, send a gentle nudge
  • Keep pairings confidential – Never share the “All Pairings” view with participants
  • Have a backup plan – Save the pairing information in case someone loses their link

On Exchange Day

  • Send a final reminder – A day or two before the exchange
  • Include logistics – Time, location, and what to bring
  • Plan the reveal – Decide how gifts will be exchanged (all at once, one by one, etc.)

Troubleshooting

If someone loses their link:

  • Go to the Participants page in your organizer view
  • Copy their unique link and send it again
  • Or use the “Send Email” button to resend their invitation

If you need to add someone late:

  • You may need to create a new event with updated participants
  • Or manually reassign pairings using the “Edit Pairings” feature

If emails aren’t being received:

  • Check spam/junk folders
  • Verify email addresses are correct in the Participants page
  • Use individual WhatsApp share as an alternative
  • Share the universal link as a backup

The Secret Santa Generator takes the stress out of organizing gift exchanges. With automated pairing, multiple sharing options, and full organizer controls, you can focus on the fun part: watching everyone enjoy the surprise of Secret Santa!

Ready to create your event? Start your free Secret Santa Generator now