How to Collect Secret Santa Wishlists From Employees

In this article, we’ll show you how to collect employee wishlists while respecting people’s interests and keep the gift exchange smooth.

The Role Of HR Or The Team Leader

Secret Santa may seem like a simple game, but whether it unfolds smoothly or ends up chaotic depends a lot on HR or whoever leads the initiative.

Organizer Responsibilities

1. Provide clear examples. People often get stuck wondering, “What should I ask for with a $20 limit?” So, an HR can share ideas for inspiration.
2. Set guidelines. Define the budget, and outline acceptable and unacceptable categories. For example, no alcohol or deeply personal gifts. The more specific the wishlist, the easier it is for a coworker to choose a gift.
3. Set a deadline and send reminders. Without a fixed due date, employees might procrastinate. HR should send reminders to avoid forgotten gifts.
4. Check the accessibility. Make sure the wishlists can be accessed. If you're using a shared document or sheet, is it publicly accessible? If it's an online service, have all employees registered?
5. Make wishlists specific. If one player writes "anything", their Secret Santa might get confused. It’s an HR’s job to suggest that they include at least 2–3 specific options.

Also Read:

Top Secret Santa questions to ask to choose a perfect gift

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What To Avoid In Wishlists

Gathering wishlists won't help much if gifts included in them are vague or too personal. HR or the organizer should establish boundaries.

Secret Santa Gifts to Avoid

• “Anything”: the most useless phrase. The giver struggles to choose, and the result is usually ordinary.
• Overly expensive items: “a leather wallet” or “a spa certificate for $200+” can feel awkward and break the rules.
• Personal or intimate gifts: cosmetics, perfume, or clothing are too risky. What one person loves, another might find inappropriate.
• Alcohol and food: someone might be on a diet, have religious dietary restrictions, or allergies. Its' best to steer clear.

To avoid these issues, draft a short instruction. Ask employees to write practical or universal items. The clearer rulest you set from the start, the fewer disappointments you'll face at the end.

Explaining The Importance Of Wishlists To Employees

Experience shows that a lack of specificity kills the magic of Secret Santa. When someone gets yet another mug or candle for the third year straight, there may be a polite smile—but no joy.

The organizer’s role is to communicate this simple idea: wishlists help everyone. The giver won’t have to guess whether the gift will be liked, and the receiver has higher confidence that the gift will be enjoyable and useful.

To get people to put together their wishlists quickly, HR or a team leader should gather the whole team and explain why this matters. Most importantly, emphasize that wishlists don’t kill creativity—they make the process more comfortable.

You Can Explain It Like This:

1. A wishlist sets a foundation to match the recipient’s expectations.
2. You can always add personal touches. For example, give something from the wishlist and add fun phone stickers, or purchase a desired book and wrap it with some gourmet treats.

How To Motivate Employees To Fill Out Wishlists

Even with everything spelled out, not everyone rushes to write down their wishes. Some think, “I’ll do it later,” others feel shy, and some believe “any gift will do.” The result? Half the team has no wishlist, and the organizer must send reminders.

Here are several proven tactics that actually work.

Wishlist Instructions

To prevent mistakes in the process, provide employees with a mini-instruction. It should be short and friendly. For example:

“Team, to make this Secret Santa fun for everyone, please list 3–5 small gifts within the budget limit. Try to include different kinds: something practical, something funny, and something tasty. Thus, you'll give your Santa choice, and get something you really like.”

Thus, questions like “What exactly do I need to do?” or “What am I not supposed to write?” will disappear.

Examples Of Good Wishlists

Many people struggle to think of gift ideas, especially when they don’t know what might be useful right now. A template with ready-made idea lists helps.

With ready examples, people get inspiration, and filling out their own wishlist takes just a few minutes.

Don’t Forget The “What Not to Give” Section

A wishlist is not only a list of wants, it is also a chance to specify what gifts you don't want to receive. For instance, someone doesn’t drink alcohol, doesn’t eat sweets, or already has too many mugs. That kind of info saves people time and helps avoid awkward moments.

Time Limit

Without a deadline, half the participants will complete the wishlist the last minute. The best move is to set a time limit: “Wishlists are due next Friday, otherwise your Santa will pick a gift for you!” That adds a little excitement and eases the organizer’s burden.

Extra Incentives

1. Use humor: “Whoever doesn’t submit their wishlist gets socks from the dollar store.”
2. Do a mini-contest: first five people to fill out the wishlist get a small treat.
3. Tie it to company values: “We want to make Secret Santa enjoyable for everyone, and a wishlist is the simplest way to get something you want.”

To make the value of a wishlist obvious, highlight three things: time saved (no running around stores or stressing about what to buy), fewer awkward situations (no giving alcohol to someone who’s sober, or sweets to someone who can’t have them), and boosted morale and engagement. Receiving a gift from your own wishlist means that someone in your team cares for you.

Formats For Collecting Wishes: From Spreadsheets To Online Services

The organizer should not only explain why wishlists matter, but also choose the right method to gather them depending on team size and available resources. Each format has its pros and cons.

Shared Spreadsheet (e.g. Google Sheets)

The most obvious option is when everyone writes their name and 3-5 desired gifts in a shared spreadsheet.

• Advantages: free, everyone understands, all entries in one place.
• Disadvantages: no anonymity (you can see who wrote what). Plus, there's often chaos - some people give detailed ideas, others just write “anything.” The organizer ends up spending time reminding people and cleaning up entries.

Chat Or Messenger Form

For small teams, it’s convenient to collect wishes via a group chat or through a Google Form.

• Advantages: fast, accessible, ideas can be discussed right away.
• Disadvantages: messages get lost, people can ignore wishes, and it's hard to track deadlines or remind individuals.

A Secret Santa Organizer

A modern solution for companies of any size. The MySanta service automates the entire process, from making wishlists to sharing them and tracking how the game is going.

Here are the advantages of using an online service for the company:

1. An organized participant list without spreadsheet chaos. HR or team leader sets up the game and shares a link in the chat. Employees register, and the system automatically matches people.
2. Anonymous wishlists. Each employee adds wishes in a user-friendly form. Only their assigned Secret Santa can see them, which adds an element of surprise.
3. Integration with retailers. You can add linkds to specific products so your colleagues dont' have to guess where to buy.
4. Anonymous chat with the recipient. If any questions, each Santa can ask for clarifications directly—and still stay anonymous.

Try our MySanta app

You can create wishlists, add exclusions, and communicate with your gifree secretly. Moreover, there is an option to track gifts and ensure that everyone buys a present on time.

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Conclusion

A wishlist isn’t bureaucracy. It's a real tool that transforms Secret Santa into a celebration without disappointments. Employees receive gifts that feel personal, and the connections between departments will deepen, leaving a positive mark on the team long after the holidays.