Frequently Asked Questions
Everything you need to know about organizing the perfect Secret Santa gift exchange
Getting Started
Q:Is Secret Santa completely free?
Yes! Secret Santa is 100% free with no hidden costs, no premium features, and no limitations. You can create unlimited groups and invite unlimited participants at zero cost.
Q:How do I create a Secret Santa group?
Creating a group is simple! Sign in or create an account, click 'Create Group', fill in your group details (name, budget, dates), and you'll receive a unique short code and QR code to share with participants. The whole process takes less than 2 minutes!
Q:How do I join a Secret Santa group?
You can join a group in two ways: (1) Enter the 6-character short code on the join page, or (2) Scan the QR code with your phone camera. You'll need to sign in with Google or create an account to join.
Q:Do I need to download an app?
No! Secret Santa is a web application that works directly in your browser on any device - phone, tablet, or computer. No downloads or installations required.
Group Management
Q:How many people can join a Secret Santa group?
You need a minimum of 3 participants to generate matches. There's no maximum limit - you can have as many participants as you need for large office parties, family gatherings, or community events!
Q:What's the difference between reveal date and exchange date?
The reveal date is when participants see who they're buying for (their Secret Santa assignment). The exchange date is when you actually exchange gifts. For example, you might set the reveal date for December 1st (so people have time to shop) and the exchange date for December 25th.
Q:Can I change the dates after creating a group?
Currently, dates cannot be changed after group creation to maintain fairness and prevent confusion. We recommend planning your dates carefully when creating the group.
Q:What does 'locking' a group mean?
Locking a group prevents new participants from joining. Groups are automatically locked when matches are generated to ensure fairness. Hosts can also manually lock/unlock groups before matching.
Q:Can I create multiple Secret Santa groups?
Absolutely! You can create and participate in unlimited groups. This is perfect if you're organizing separate exchanges for family, work colleagues, and friend groups.
Matching & Assignments
Q:How does the Secret Santa matching algorithm work?
We use a Fisher-Yates shuffle with cyclic permutation algorithm. This ensures completely random assignments while guaranteeing that: (1) No one is matched with themselves, (2) Everyone gives exactly one gift, and (3) Everyone receives exactly one gift.
Q:Can matches be regenerated if someone doesn't like their assignment?
No, matches are permanent once generated. This is by design to ensure fairness - if people could regenerate matches, it would defeat the purpose of random Secret Santa assignments.
Q:When will I find out who I'm buying for?
You'll find out on the reveal date set by your group host. You'll receive an email notification and can view your assignment in the group dashboard.
Q:Can I see who has me as their Secret Santa?
No, that remains a secret! The whole point of Secret Santa is the surprise element. You can optionally reveal this after the exchange if your group decides to.
Q:What happens if someone leaves the group after matching?
Participants cannot be removed after matches are generated. If someone needs to drop out, the group host should coordinate with the affected participants to handle the situation manually.
Wishlists & Gifts
Q:How do I add items to my wishlist?
Navigate to your group page and find the wishlist section. Click 'Add Item' and fill in the title (required), description, product link, and priority level (low, medium, or high). You can add unlimited items!
Q:Can I add wishlist items without product links?
Yes! Links are completely optional. You can just describe what you'd like (e.g., 'mystery novel', 'cozy socks', 'coffee mug') without providing specific URLs.
Q:Can I see other people's wishlists?
You can only see your assigned recipient's wishlist, and only after matches have been generated. This maintains the Secret Santa surprise for everyone!
Q:Can I edit or delete wishlist items?
Yes, you can edit or delete your own wishlist items at any time before the exchange. This is helpful if you change your mind or want to add more specific gift ideas.
Q:What are priority levels for?
Priority levels (low, medium, high) help your Secret Santa understand which items you'd most like to receive. Items are sorted by priority, with high-priority items appearing first.
Purchase Tracking
Q:How does purchase tracking work?
Once matches are generated, you can mark wishlist items as 'considering' or 'purchased'. You can also add notes for off-wishlist purchases. This helps you keep track of your shopping progress.
Q:Can my recipient see what I've purchased?
No! All purchase tracking is completely private. Only you can see what you've marked as purchased. This protects the gift surprise for your recipient.
Q:What if I want to buy something not on the wishlist?
Use the 'off-wishlist purchase' feature to add notes about gifts you're planning that aren't on their list. This is great for surprise gifts or creative ideas!
Q:Can multiple people in a group buy the same gift?
Purchase tracking is private to prevent this, but since everyone can see the same wishlist, there's a small chance. We recommend using the anonymous messaging feature to coordinate if you're unsure.
Communication
Q:Can I message my Secret Santa recipient?
Yes! You can send anonymous messages to your assigned recipient. This is perfect for asking questions like 'What's your favorite color?' or dropping hints about your plans.
Q:Are messages really anonymous?
Yes, messages remain completely anonymous until after the reveal date. Your recipient won't know who sent them until the secret is revealed.
Q:Can I message anyone in the group?
No, you can only message your assigned recipient. This maintains the Secret Santa structure and prevents spoiling the surprise.
Q:What email notifications will I receive?
You'll receive notifications for: group creation, participant joins (if you're the host), matches generated, assignment revealed, reveal reminders (1 day before), exchange reminders (2 days before), and wishlist reminders if you haven't added items.
QR Codes & Invites
Q:How do QR code invites work?
Every group automatically gets a QR code generated when created. You can download it as a PNG image and share it digitally or print it on physical invitations. Anyone can scan it with their phone camera to join instantly!
Q:Can I customize the QR code?
The QR code is automatically generated and standardized for maximum compatibility with all QR scanners. However, you can download it and add it to custom designs or invitations.
Q:Do QR codes expire?
No, QR codes are permanent and work as long as the group exists. They'll stop working only if the group is locked and doesn't accept new members.
Q:Can I track who scans my QR code?
Yes! Group hosts can view QR scan analytics including total scans, unique users, and scan timestamps. This helps you see how many people are viewing your invitation.
Privacy & Security
Q:Is my data secure?
Yes! We use industry-standard security practices including HTTPS encryption, secure authentication (Clerk with OAuth), hashed passwords, and database security. Your data is safe with us.
Q:What data do you collect?
We collect only what's necessary: your name, email, group participation, wishlists, messages, and purchase tracking. We never collect payment information because the service is free!
Q:Do you sell my data?
Never! Your data is used solely to provide the Secret Santa experience. We don't sell, rent, or share your data with third parties for marketing purposes.
Q:Can I delete my account?
Yes, you can delete your account through your Clerk account settings. Note that this will remove you from all groups and delete your associated data.
Q:How long do you keep my data?
Groups and associated data persist indefinitely unless you delete them. This allows you to reference past exchanges and potentially reuse groups for annual events.
Technical Questions
Q:What browsers are supported?
Secret Santa works on all modern browsers including Chrome, Firefox, Safari, and Edge. We recommend using the latest version of your browser for the best experience.
Q:Does it work on mobile devices?
Yes! Secret Santa is fully responsive and works great on phones and tablets. You can create groups, join via QR scan, manage wishlists, and do everything else on mobile.
Q:What if I'm having technical issues?
Try clearing your browser cache and cookies first. If problems persist, check that you're using a supported browser and that JavaScript is enabled. For persistent issues, contact support through the application.
Q:Can I use Secret Santa offline?
No, Secret Santa requires an internet connection to sync data, send emails, and coordinate between participants. However, you can view your cached data while offline.
Use Cases
Q:Can Secret Santa work for remote teams?
Absolutely! Remote teams can create a group, everyone joins online, adds wishlists, and shops for their person. You can ship gifts directly to recipients or exchange gift cards via the messaging feature.
Q:Can I use this for family Christmas exchanges?
Yes! Secret Santa is perfect for families. Create a group at Thanksgiving, set the reveal date for early December (so people have time to shop), and the exchange date for Christmas Day.
Q:What about office Secret Santa parties?
Office parties are one of our most popular use cases! Share the QR code in a company-wide email, set a reasonable budget, and let the automatic matching handle the rest. Perfect for large companies!
Q:Can I organize multiple gift exchanges throughout the year?
Definitely! Create different groups for different occasions - Christmas, birthdays, holidays, or just-because exchanges. There's no limit to how many groups you can create.
Ready to Get Started?
Create your free Secret Santa group in less than 2 minutes!