This guide explains how to set up and manage your Secret Santa exchange event.
Event Overview
The event page helps coordinate the actual gift exchange gathering:
- When - The exchange date from group settings
- Where - Physical location or virtual meeting
- Who's coming - RSVP tracking
- What to know - Event notes and details
Setting Up Event Details (Admins)
Step 1: Navigate to Event Page
- Go to your group dashboard
- Click Event in the navigation
- Or navigate to
/groups/[groupId]/event
Step 2: Add Location Details
- For In-Person Events:
- Location Name - e.g., "John's House", "The Oak Room"
- Address - Full address for navigation
- Virtual Link - Zoom, Google Meet, etc.
Step 3: Add Event Notes
- Include helpful information like:
- Parking instructions
- Dress code
- What to bring
- Start time
- Any COVID precautions
- Food/drink plans
Step 4: Save Details
Click Save to update the event information. All members can now see these details.
The RSVP System
RSVP Options
Members can indicate their attendance:
| Status | Meaning | Badge Color |
|---|---|---|
| Attending | Definitely coming | Green |
| Not Attending | Can't make it | Red |
| Maybe | Not sure yet | Yellow |
How to RSVP
- Go to the event page
- Click your attendance status
- Optionally add a note
- Your RSVP is saved
RSVP Notes
- Add context to your RSVP:
- "Bringing homemade cookies!"
- "Might be 15 minutes late"
- "Can help with setup"
- "Need to leave by 9pm"
Changing Your RSVP
- You can update your RSVP anytime before the event:
- Go to the event page
- Click a different status
- Update your note if needed
Viewing RSVPs
For Everyone
- The event page shows:
- Total count for each status
- List of all members with their RSVPs
- RSVP notes
RSVP Summary Example
`` Attending: 8 Maybe: 2 Not Attending: 1 No Response: 1 ``
Activity Feed
- The group activity sidebar shows recent actions:
- When members RSVP
- When members join
- When the draw happens
- When wishlists are updated
Virtual Exchange Tips
If your exchange is online:
Before the Event
During the Event
Gift Delivery
- Ship gifts ahead of time
- Share tracking numbers via messages
- Coordinate delivery dates
In-Person Exchange Tips
Planning
The Exchange
Ideas
- Potluck meal together
- White elephant game
- Holiday music
- Gift opening games
Event Notifications
- Members receive notifications when:
- Event details are updated
- The exchange date approaches
- RSVPs are updated (optional)
Troubleshooting
Event details not saving
- Make sure you're an admin
- Check all required fields
- Try refreshing the page
Can't RSVP
- Verify you're a group member
- Make sure you're signed in
- Check for any errors
Members not seeing updates
- They may need to refresh
- Notifications help keep everyone informed
After the Event
Once the exchange is complete:
- Add to history - Record what gifts were exchanged
- Archive the group - Save it for memories
- View history - See past exchanges anytime