Individual Gifting

Role: Company Admin
Portal: Actnation company portal
Prerequisites: Individual Gifting is enabled for your company.

Available in all giving modes. Corporate Giving and Individual Gifting Only employees use gifts through voting; Payroll Giving employees use active gift balances for one-time campaign donations. In Individual Gifting Only, configure automatic gifts in Giving Mode settings; other modes use Employee Gifting.

What individual gifting is

Individual Gifting lets your company automatically give money to a specific employee on a personal milestone — their birthday, when they join the company, or as a recognition award. The employee receives a gift invitation and votes on which charitable cause receives their gift.

How it works automatically

Actnation runs gifting triggers every day:

In every giving mode, your company's HR group email receives a summary when that run creates gifts. It lists the employees, occasions, amounts, dates, and messages for the gifts that were created; skipped gifts are not included.

1. Each morning, the platform checks which employees have a birthday or have just joined. Birthday and Onboarding are the triggers that create gifts automatically. Recognition (Star) gifts are created manually by an admin.
2. A gifting period is created for that employee. A birthday gift opens on the birthday, and an onboarding gift opens on the day it is created. In Individual Gifting Only, these automatic gifts last 7 days. Corporate Giving uses the configured voting period length. Manual Recognition gifts retain the dates chosen by the admin.
3. When the period opens, the employee receives a personalized email with the gift amount and a link to choose causes.
4. If the employee hasn't chosen a cause, reminder emails are sent 2 days and 1 day before the deadline. With the 1-day reminder, your HR group email also receives a list of employees who haven't chosen yet.
5. When the period closes (evening of the last day), the gift is split evenly between the causes the employee chose and paid to the NGOs. Your HR group email receives a completion email.

If the employee doesn't choose a cause

If the employee hasn't chosen any cause by the deadline, the gifting period is cancelled:

• No payment or invoice is created, so your company isn't charged for the gift.
• The amount doesn't roll over to a later gift or voting period, and it isn't paid to the employee.
• Your HR group email receives a cancellation email naming the employee and gift type.
• A cancelled period can't be reopened. To give the employee another chance, create a new Recognition gift for them.

The same happens if every cause the employee chose was restricted (by your company or the NGO) before the deadline. If only some choices were restricted, the full amount is split between the remaining ones.

See Receiving a Gift for what the employee sees.

Setting up gifting triggers

1. Go to Company → Settings and open the gifting configuration section.
2. Create a trigger for each event type you want to activate (Birthday, Onboarding). Recognition (Star) gifts aren't triggers. You create them for specific employees.
3. For each trigger, set the gift amount. Automatic gifts last 7 days in Individual Gifting Only; Corporate Giving uses your company's configured voting period length.
4. For Birthday, you can optionally set a higher Milestone Amount for significant birthdays (e.g., 30th, 40th, 50th).
5. Optionally add a custom personal message included in the gifting email.

Monitoring gifting periods

Go to Company → Voting Periods → Individual tab to see all active, pending, completed, and cancelled gifting periods. You can pause, resume, cancel, or resend invitation emails from this view.

Troubleshooting

Problem	What to do
An employee did not receive a gifting email	Verify the employee's date of birth or start date is correctly recorded in their profile.
Cannot cancel an active gifting period	Pause the period first, then cancel from the Paused state.
A trigger is creating duplicate periods	Each trigger type can only exist once per company. Edit the existing trigger rather than creating a new one.

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Payroll Giving employee gifts

In Company -> Settings -> Employee Gifting, configure automatic Birthday and Onboarding gifts. A birthday trigger can include a separate milestone amount. Use Company -> Employees to grant a whole-DKK recognition gift to one employee or a selected group; date ranges for recognition cannot overlap for the same employee.

Payroll Giving gifts are active balances, not payroll deductions. Employees use them from Campaigns by selecting One-time donation and Employee Gift Wallet. The gift amount is recorded separately from payroll and company-wallet amounts, cannot fund a monthly subscription, and is cancelled when unused after expiry, employee deactivation, or a change to Corporate Giving.