Before You Start

Use this guide once you’ve integrated Reachdesk with your Human Resources Information System. Automated Campaigns allow you to send gifts automatically for key employee milestones, such as birthdays, work anniversaries, and new joiners.

To get started, head to Automated Campaigns, click New Automated Campaign, and choose your campaign type: Bundle, eGift, or Marketplace.

Create an Automated Campaign

Once you’ve picked your campaign type, select:

1. The Sender (user or team)

2. The Payment wallet

3. The Gift you want to send

Set the Automation Rules

1. Navigate to the Automation Rules section.

2. Click Edit Criteria.

3. Select the Object: for employee gifting, always choose Employee.

4. Set your trigger criteria based on your specific use case (e.g., Birthday, Start Date).

Note for Manual Imports: If you aren't using an HRIS and imported your team via CSV, the sending user will appear as Import People (Name of User). Make sure to select this user when setting up your campaign.

Common Use Cases

Automate Sends for New Joiners

Use this to welcome new hires automatically.

• Recommended Fields: Start date, Home country location, and Employment type.

• Timing: Using the Start date value "Within two weeks" gives the warehouse or vendor enough lead time for delivery. You can also choose Today or Within a week depending on your timeline.

Pro Tip: If you want the gift to arrive before they start, ensure the user setting up the campaign has HRIS permissions to view "Inactive" or "Pre-hire" employees.

Sending to Personal Emails

If you’re gifting new starters before day one, they might not have access to their work inbox yet.

• In the automation rules, check: "Send to personal email address if available"

Reachdesk will use the personalEmail field from your HRIS. If that field is empty, it’ll default to the workEmail on file.

Automate Birthdays & Anniversaries

You can set these to run completely hands-off.

• For Birthdays: Use the Birthday trigger.

• For Anniversaries: Use the Work Anniversary trigger.

• Tenure Milestones: If you want to send a specific gift for a big milestone (like a 5-year anniversary), add the Tenure field to your criteria and set it to "5". The system looks for employees hitting that milestone within a 14-day window.

Important Notes for Success

Annual Recurrence 

By default, an automated campaign will only trigger for a recipient once. However, for recurring events like birthdays, check Allow campaign to recur annually to ensures the gift is sent every year on that date.

If this is OFF, the employee will only receive the gift the first time they match the criteria.

Why Home Country Location Matters 

Always use the Home country location field rather than office-based location data. The recipient’s physical location determines which Marketplace items or Bundles can actually be shipped to them.

For global teams, we recommend creating separate campaigns for different regions (e.g., one for US, one for EMEA) to ensure the gifts offered are always in-stock and local.

Including Existing Employees 

'Send gift to anyone that already match the criteria above' is OFF by default.

• Turn this ON if you want to capture employees who already meet the criteria the moment you hit publish.

• Leave it OFF if you only want the campaign to apply to future matches (e.g., only new hires moving forward).

Campaign Check Frequency 

Reachdesk scans your HRIS data for new matches once per day at 11:00 AM (UTC).

Frequently Asked Questions

Will employees who have left still receive gifts? 

No. Reachdesk automatically excludes anyone with a terminationDate in the past. To be extra safe, you can add a filter for Employment Status is Active.

Why did more employees match my campaign than expected? 

This usually happens if the Tenure field is used without other filters. Because Tenure looks at a 14-day window, it’s best to pair it with an Anniversary trigger or specific Department filters.

Can I use the Work Location Country field? 

We always recommend using Home Country Location to ensure accurate shipping and gift availability, as employees often live in a different country than their assigned office.