Remote Secret Santa Ideas: How To Organize A Game That Unites Your Team

Secret Santa is played offline in offices everywhere in the world. Such team building can also be done remotely: you can draw names, pick gifts, and find a way to deliver them. In this guide, we share a step-by-step guide for team leaders, HR, and managers so the game goes smoothly.

Why Does Secret Santa Work for Uniting Your Team?

Secret Santa suits both small remote teams and large distributed organizations, whether employees are in your city or spread across several regions. In short, this game works equally great whether you have 10, 50, or 200 employees.

Here’s what Secret Santa brings to the table:

• Genuine moments of joy, which brighten remote days.
• An opportunity to really learn more about coworkers you don’t see in person often.
• Helps foster a welcoming atmosphere at work, making collaboration smoother and more supportive.

It makes sense to run Secret Santa when:

• Christmas is approaching—when people want holiday mood, reflection, and a chance to say thanks.
• New employees are joining—Secret Santa helps newcomers feel part of the team sooner.
• You’ve achieved a milestone—this is the perfect time to celebrate the team's success.
• The company is going through a tough stretch—exchanging gifts can lighten spirits and reduce tension.

Step-By-Step Guide To Organizing a Virtual Secret Santa Game

We've divided the process into actionable steps to help you organize it smoothly and answer any questions that arise.

Step 1. Gather Participants

To get colleagues on board, choose how to announce the idea and what words to use.

You might introduce the idea of playing Secret Santa in a company-wide video call, post about it in your team’s chat, or put up an announcement on the company intranet. If your organization has many branches, you may make the announcement through local managers or HR leads. Each approach has it's pros and cons—choose one that fits you best:

You can use more than one of these channels to make sure everyone hears about it. For example, bring it up on a call and then leave a pinned message in chat. Use the options that feel natural for your company and don’t overcomplicate things.

When introducing the idea, make it light and inviting. Avoid sounding like it’s mandatory. Share why this matters—if your company has done it before, recount a positive memory.

Step 2. Assign Roles

Assign organizers and coordinators so that one person doesn’t end up shouldering everything. Here’s a good structure for a larger company:

• Global Coordinator → someone in HR, a project lead, or another initiative-taker who knows the team well. They will monitor the entire process, coordinate local leads, and send reminders.
• Local Coordinators → team leads or managers in specific offices or regions. They help ensure participation in their area, answer questions, and keep things on track locally.
• Support Roles → helpful responsibilities that anyone can take: verifying addresses for shipping, answering questions, organizing other activities, preparing materials, etc.

If your company is small, you might assign one person responsible for the game, especially if you're using an online generator.

Step 3. Set The Rules

Secret Santa's rules might vary, so you can adapt them to your group’s preferences and constraints. Here's what you want to discuss with the team:

1. Budget — choose a comfortable amount people are willing to spend on a gift. In some places, a modest budget of $10–$20 works well. If the team is ready to spend more, then be it. The goal is to avoid pressure.
2. What to give — agree on what kinds of gifts are okay and which are not to avoid awkward moments. For instance, you might want to skip alcohol and personal items like clothing unless people know each other well, or limit joke gifts.
3. Timeline — pick a deadline that gives everyone enough time to buy or send gifts, especially if people are in different cities. A minimum of one week is good if all participants are in the same state, otherwise you might need up to 2-3 weeks.

Step 4. Draw Names

To draw names remotely, use an online generator, such as MySanta service, to assign players and keep track of gifts. It prevents mistakes when assigning names and saves the organizer valuable time. Here are several useful features:

1. Remote draw. Once all players have joined, the service will assign Secret Santas automatically. The organizer only needs to create the game and share the link with participants.
2. Wishlists. Remote employees might not know their colleagues’ preferences. The service allows players to share wishlists with their Santa so that everyone can receive a gift they’ll actually enjoy. This can help persuade hesitant colleagues to join without worries that they will end up with a disappointing gift.
3. Exceptions. You can set rules so, for example, a husband doesn’t get assigned to his wife, or exclude pairings between people in different regions to simplify delivery.
4. Transparent process. The organizer can see whether everyone has prepared and sent their gifts. In a work team, this feature is especially useful — you don’t have to chase each person privately to find out if they have already shipped the gift.
5. Anonymous chat with the recipient. Secret Santa can share a package tracking code, ask more about gift preferences, or clarify details without revealing their identity.

Step 5. Choose And Send Gifts

Wishlists make gift shopping much easier—each Santa can pick something the recipient really wants. If there’s no wishlist, go with something thoughtful and workplace appropriate.

Here are universal gift ideas by recipient type:

If none of those appeal, check out a our gift guide to Secret Santa with coworkers for inspiration.

Also Read:

How to Do Secret Santa in The Office: A Complete Guide

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How to send gifts to coworkers?

1. Order something through Amazon or another online retailer and have it delivered directly to the recipient so it arrives anonymously.
2. Create a personal package yourself and ship it via postal services. This allows for custom wrapping, including a handwritten card or festive notes.

It’s best to discuss delivery options with coworkers at the beginning of the game, or sort them out in the anonymous chat with the recipient. That way, you'll choose the most convenient option and won't stress over delivery much.

Also Read:

How to Send Your Secret Santa Gift Anonymously?

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Step 6. Gift Exchange & Secret Santa Reveal

With a remote game, it's hardly possible to get all packages delivered at the same time. However, you can keep the mystery and turn the exchange into a special event.

Here is how to do this:

1. Schedule a video call to open gifts together. It lets you see real emotions of your coworkers, share thanks, and enjoy a collective moment.

1. Ask colleagues to record themselves opening their gift from Santa. Then, share the video in a group chat on a designated day. This can be more flexible and allows people to enjoy their reveal when they’re ready but still share it with the team.

You can combine these ideas or pick another approach that fits your culture. What matters is creating that spark of surprise, support, and festive connection—whether live or through video clips and messages.

Step 7. Reflect & Gather Feedback

This final step doesn’t change the gameplay itself, but it gives HR or leadership a chance to see what worked, what didn’t, and how the experience felt for the team.

Ask colleagues to answer a few questions about the recently finished Secret Santa. It's best to do this with an online survey. Don’t delay the poll: the ideal timing is 1–3 days after the finale, while impressions are still fresh.

Conclusion

Plan ahead so you can map out every stage clearly and avoid last-minute rushes. When you prepare thoughtfully, Secret Santa becomes more than just exchanging gifts. It turns into memories, laughter, and a team that feels more connected, even if people work in different locations.