Manage gifts

Send manual, scheduled, or automated gifts in Empuls for birthdays, anniversaries, festivals, and onboarding — including product gifts and how to revoke them.

Gifts in Empuls are occasion-based rewards that can be sent manually, scheduled for a future date, or triggered automatically when a life event occurs. Manage them in your tenant at https://<your-empuls-url>/home/gifts. Unlike awards — which are tied to performance or behaviour — gifts are typically celebration-oriented. They cover birthdays, work anniversaries, festivals, onboarding kits, farewells, and any other occasion your organisation wants to mark. Each gift can include reward points, physical merchandise, gift cards, a personalised message, or simply a heartfelt digital greeting.

Birthday and work anniversary greetings are automatically generated as soon as an employee’s date of birth (DOB) or date of joining (DOJ) is added to their Empuls profile or synced from your HRMS. You do not need to create a separate gift for each employee.

Gift delivery modes

When you create a gift, you choose how it is delivered:

• Automate: Set up once, and Empuls delivers the gift automatically every time the trigger event occurs (e.g., every birthday, every work anniversary).
• Schedule: Pick a specific date and time to send the gift. Useful for festival greetings or one-off company events.
• Send manually: Deliver the gift immediately to a list of recipients you specify.

Create a gift

1. Navigate to Manage Gifts

   Go to Admin Dashboard > Gifts > Manage Gifts and click Create Gift.

2. Select the delivery mode

   Choose Automate, Schedule It, or Send Manually, then click Create.

3. Select or create an event template

   Choose from existing event templates (Birthday, Work Anniversary, New Joiner / Onboarding, Festival, Farewell, and more). For new or custom occasions, select Create New Event. Empuls pre-populates editable email content for known templates using AI.

4. Enter gift details

   Provide a Greeting Name and Description to identify this gift in your admin panel. If the gift is automated, also choose any stakeholders (such as the recipient’s manager) who should receive a notification when it is sent.

5. Configure the reward value

   Choose one of three reward options:

   • Reward points: Enter the number of points to credit to the recipient’s account. These points are deducted from the gift owner’s allocated budget.
   • Products from the store: Select a merchandise or gift-card collection (see Set up product-based gifts below).
   • Non-monetary: Send a personalised greeting, festival card, or digital appreciation without any monetary value. You can optionally add a call-to-action (CTA) button that links to a destination of your choice.
6. Compose the message

   Write the greeting message title and body. You can use personalisation placeholders such as {{First Name}} to address each recipient by name. For work anniversary gifts, use {{completed_year}} to insert the number of years served.

7. Select recipients

   Add recipients by entering email addresses manually, pasting a list, or uploading a CSV. You can also use audience filters (department, designation, location, and custom fields) to target specific groups. For automated gifts, Empuls uses the trigger event (birthday, anniversary) to determine recipients automatically.

8. Finish setup

   Review the gift summary, then click Finish Setup (manual/scheduled) or Confirm and Create (automated). The gift appears in the Manage Gifts panel under the relevant tab: Manual, Scheduled, or Automated.

Set up product-based gifts

Product-based gifts let you replace (or supplement) reward points with physical merchandise or gift cards. Recipients receive a curated collection from which they can choose their preferred item.

1. Select 'Yes, add merchandise collection'

   During gift configuration at the reward step, select the merchandise option and click Select Collection.

2. Choose or create a collection

   On the Collection(s) List page, hover over an existing collection and click Use this Collection, or click Create New Collection.

3. Add products

   Select the country for which you are creating the collection. Browse Gift Cards, Merchandise, or both. Filter by category (Food, Fashion, Lifestyle, Travel, Baby Care, and 20+ more). Click Add next to each product you want to include.

4. Name and save the collection

   Enter a Name, Purpose, and Maximum Spend Limit for the collection. Click Save. The collection is stored for reuse in future gifts and awards.

5. Apply the collection

   Return to the collections list, hover over your new collection, and click Use this Collection. The collection is now linked to the gift.

Create separate collections per country or region so that employees always see relevant, locally available options. Gift cards and merchandise vary by market.

Monetary vs. non-monetary gifts

Type	Examples
Monetary	Reward points, gift cards, vouchers, digital codes, catalog products, reimbursable allowances
Non-monetary	Personalised greetings, festival cards, value cards (marriage, baby, graduation), email appreciation notes, branded celebration graphics, wish boards

Non-monetary gifts are ideal when you want to celebrate an occasion without any budget spend, or when tax or compliance regulations restrict monetary gifting in certain markets.

Send gifts manually

For one-off occasions where you want to deliver a pre-created gift immediately:

1. Go to Manual Gifts

   Navigate to Gifts > Manage Gifts > Manual Gifts.

2. Select the event

   Find the gift you want to send and click Send Gift.

3. Add recipients

   Enter email addresses manually, paste a list, or upload a CSV. Use audience filters (default metadata fields, custom fields, or relationship fields) to target by department, designation, or other criteria.

4. Confirm and send

   Review the gift summary. Click Send Gift to deliver immediately.

Edit a gift

The edit steps differ based on the delivery mode:

• Manual gift: Navigate to Gifts > Manage Gifts > Manual Gifts, find the gift, and click Edit.
• Scheduled gift: Navigate to Gifts > Manage Gifts > Scheduled Gifts, find the gift, and click Edit.
• Automated gift: Navigate to Gifts > Manage Gifts > Automated Gifts, find the gift, and click Edit.

Make your changes and save. Changes to automated gifts take effect from the next scheduled trigger — they do not affect gifts already sent.

Clone a gift

To reuse a manual gift configuration for a new occasion:

Navigate to Gifts > Manage Gifts, hover over the gift, and click Make a Copy. A duplicate is created with the same configuration. Update the name, dates, recipients, and visibility settings, then save.

Cloning is available for manual gifts only.

Disable a gift

To stop a scheduled or automated gift from sending further:

Navigate to the relevant tab (Scheduled Gifts or Automated Gifts), click the three-dot icon on the gift card, and select Disable. The gift remains in the list but will not trigger until re-enabled.

View gift reports

To see the history of a sent or automated gift:

Navigate to Gifts > Manage Gifts > Scheduled Gifts or Automated Gifts, click the three-dot icon, and select View Report. The report shows automation details and the full history of individual sends.

Revoke a gift

If a gift was sent in error or needs to be taken back, a Super Admin can revoke it — as long as the recipient has not redeemed any associated points.

1. Navigate to Revoke Gifts

   Go to Admin Dashboard > Gifts > Revoke Gifts.

2. Select a date range

   Use the date range picker to filter gifts sent within a specific window.

3. Revoke the gift

   Click on the gift you want to revoke, then click Revoke. Confirm the action. If the gift sender’s account is disabled, you can redirect the returned points to a different user’s account.

When a gift is revoked:

• Points are returned to the sender’s budget.
• Reports are updated to reflect the revoked status.
• Both the recipient and the sender receive a notification.

You cannot revoke a gift if the recipient has already redeemed any of the associated points, even partially.

When are birthday and anniversary gifts triggered automatically?

As soon as an employee’s date of birth or date of joining is added to Empuls (via HRMS sync or manual profile update), the system enrolls them in any matching automated gift programs. The gift is delivered on the relevant date each year.

Can I create gift collections for different countries?

Yes. When creating a collection, select the country first. This filters the available gift cards and merchandise to items that can be fulfilled in that market.

Can I send the same gift to everyone in the organisation?

Yes. When selecting recipients, choose Everyone or use filters to include the entire organisation.

What happens to the points when a gift is revoked if the sender no longer works at the company?

If the sender’s account is disabled, you can manually assign the returned points to another user’s account during the revocation process.

Can I reuse a merchandise collection for multiple gifts or awards?

Yes. Once you save a collection with a name and purpose, it appears in the collections list and can be selected for any gift or award.

Related pages

Milestones and service awards

Set up automated work anniversary and birthday recognition programs.

Set up awards and core values

Create performance-based awards with merchandise or point rewards.