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This guide explains how the Secret Santa draw works and how to manage it.

How the Draw Works

The draw randomly assigns each participant to another participant. Our algorithm ensures:

  • Everyone gives one gift - Each person is assigned exactly one recipient
  • Everyone receives one gift - Each person is assigned exactly one Santa
  • No self-assignments - You'll never draw your own name
  • Exclusions respected - Certain pairs can be prevented from matching

Requirements for the Draw

Before running the draw, you need:

  • At least 2 members in the group
  • Admin privileges (only admins can run the draw)
  • Valid exclusion setup (if any rules would make the draw impossible, you'll be warned)

Running the Draw (Admins Only)

Step 1: Navigate to the Draw Page

  • Go to your group dashboard
  • Click Draw Names or navigate to the draw page

Step 2: Review the Setup

    Before drawing, check:
    • All expected members have joined
    • Exclusion rules are set correctly
    • The member count is correct

    Step 3: Initiate the Draw

  • Click Draw Names
  • Confirm the action
  • Wait for the algorithm to complete

Step 4: Notify Members

    Once complete:
    • All members receive a notification
    • The draw date is recorded
    • Members can now view their assignments

    Exclusion Rules

Exclusion rules prevent certain people from being matched. Common uses:

  • Spouses/couples who already exchange gifts
  • Siblings who want to mix things up
  • People who were matched last year

Setting Up Exclusions (Admins Only)

  • Go to the draw page before running the draw
  • Find the Exclusion Rules section
  • Select two members who shouldn't be matched
  • Optionally add a reason (e.g., "Married couple")
  • Click Add Exclusion

Important Notes About Exclusions

  • Exclusions are mutual - If A can't draw B, then B can't draw A
  • Don't over-exclude - Too many rules can make the draw impossible
  • Plan ahead - Exclusions must be set before the draw

Exclusion Limits

    Be careful not to create too many exclusions. The system will warn you if:
    • The exclusions make a valid draw impossible
    • Someone has no valid recipients

    Viewing Your Assignment

After the draw:

  • Go to your group dashboard or draw page
  • Find the Your Assignment section
  • Click to reveal (a blur protects against accidental reveals)
  • You'll see:
    • - Your recipient's name and avatar - Their email (for emergencies) - The budget range - Links to their wishlist - Link to AI suggestions

What You Can Do After the Draw

As a Santa

  • View your recipient's wishlist
  • Send anonymous messages
  • Get AI gift suggestions
  • Mark items as purchased

As a Recipient

  • Keep updating your wishlist
  • Send messages to your Santa
  • RSVP to the event

Resetting the Draw (Admins Only)

If needed, admins can reset the draw before the exchange date:

  • Go to the draw page
  • Click Reset Draw
  • Confirm the action
    After resetting:
    • All assignments are deleted
    • The draw status resets to "incomplete"
    • You can modify exclusions
    • Run a new draw
    Note: You cannot reset after the exchange date has passed.

The Algorithm

Our draw uses a derangement algorithm that:

  • Shuffles all participants
  • Attempts to create valid assignments
  • Checks each assignment against exclusion rules
  • Ensures no one draws themselves
  • Retries if a valid solution isn't found (up to 100 attempts)

This ensures a mathematically fair and random result every time.

Troubleshooting

"Cannot complete draw" error

  • Check if exclusion rules are too restrictive
  • Ensure you have at least 2 members
  • Try removing some exclusions

Member didn't get their assignment

  • They need to sign in and visit the group
  • Notifications are sent automatically
  • They can always view it on the draw page

Wrong person assigned

  • Admins can reset and redraw
  • Double-check exclusion rules were set correctly

Next Steps

After the draw:

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