Managing employees

Adding, removing, and gifting your team.

Updated August 5, 2026

The Employees area is your corporate-side directory of the people who can receive gift cards. Two kinds of records live here: Employees (your permanent team) and External Contacts (one-off recipients like contractors, consultants, or agency staff). The page lives at /gift-cards/corporate/employees, under the Team section of the sidebar.

You do not have to populate this directory before you can send gift cards. You can ship a one-off gift card directly from Send Gift Cards. The directory exists for the cases where you want to send to the same people repeatedly, filter by tag, or pull a CSV in bulk.

The page at a glance

Employee Management page on a fresh corporate account. Heading reads Employee Management with a 0 Employees pill. Subtitle: Manage your team members and external contacts. Action row contains Refresh, Export, Template, Import, New Employee buttons, plus a New External Contact button on a second row. Five stat tiles below show 0 for Total Employees, External Contacts, Active Employees, Tags, Inactive Employees. Below that, a search bar, type filter (All Types), tag filter (All Tags), Recent sort toggle, and a table with columns Employee, Status, Dates, Tags, Actions showing No employees found. — The Employees page on a fresh account. Everything is at zero until you add records or import a CSV.

The page has four parts, top to bottom:

Header and action row with the directory counters and the buttons that create, import, or export records.
Stat tiles that summarise the directory by record type and status.
Filters for narrowing the list by name, type, or tag.
The directory table itself.

The five stat tiles

Tile	What it counts
Total Employees	All employee records, active plus inactive.
External Contacts	Records flagged as temporary or external.
Active Employees	Employee records currently eligible to receive gifts.
Tags	Distinct tag labels in use across the directory.
Inactive Employees	Employees who have been deactivated but kept on file.

Each tile is clickable and filters the table to that subset.

Adding a single employee

Click New Employee to open the Add Employee dialog.

Add Employee dialog. Header reads Add Employee with subtitle Add a new employee to your corporate account. Form rows: First Name (required) and Last Name (required) side by side, Email Address (required), Preferred Currency dropdown defaulted to USD - US Dollar, Birthday and Work Anniversary date pickers labelled MM/DD/YYYY with helper text For birthday gift reminders and For anniversary gift reminders. Footer has Cancel and Add Employee buttons. — The Add Employee dialog. Required fields are marked with a red asterisk; everything else is optional but useful for filters and reminders.

The dialog has these fields:

Field	Required	Notes
First Name	Yes
Last Name	Yes
Email Address	Yes	The address gift card emails are delivered to.
Preferred Currency	No	Defaults to USD. Twelve currencies are available, including AED, EUR, GBP, JPY, SAR, PHP, INR, SGD, AUD, CAD, CHF.
Birthday	No	Month, day, and year. Used for birthday gift reminders.
Work Anniversary	No	Month, day, and year. Used for anniversary reminders.
Tags	No	Free-form labels. Type a label and click Add Tag. Tags become available in the tag filter as soon as they're saved on a record.

Adding an external contact

External contacts use a slimmer dialog because they're meant to be temporary.

Add External Contact dialog. Header reads Add External Contact with subtitle Add a temporary external contact (e.g., contractor, consultant, temporary worker). Form rows: First Name (required, placeholder John) and Last Name (required, placeholder Doe), Email Address (required, placeholder john.doe@example.com), Preferred Currency dropdown. An info card at the bottom titled External Contact Info reads External contacts are temporary users who can receive gift cards but won't appear in your regular employee directory permanently. Footer has Cancel and Add External Contact buttons. — External contacts get the same name, email, and currency fields, but skip birthday, anniversary, and tags.

External contacts can:

Receive gift cards the same way employees do.
Show up in the directory under the External Contacts tile and the External type filter.

External contacts cannot:

Be tagged.
Have birthday or anniversary dates set.
Be enrolled in programs that target the employee directory.

If a contractor turns into a long-term hire, add them as a regular employee record. There is no convert-in-place flow.

Bulk import via CSV or Excel

For more than a handful of records, use the import flow.

Import Employees panel. Drop zone at the top reads Upload a file or drag and drop, with subtitle CSV or Excel up to 5MB. Below the drop zone, a row reads Required: First Name, Last Name, Email and Optional: Department, Position, ID, Tier, Birthday, with Excel and CSV download buttons on the right. — The Import Employees panel. Drag the file in or click Upload a file. The required and optional column lists are spelled out on the panel itself.

Two file formats are supported:

Format	When to use
CSV	Plain text, easy to generate from any HR system or spreadsheet.
Excel	`.xlsx` files, useful when you have multiple sheets or formatting in the source.

The size limit is 5 MB for either format. The required columns are First Name, Last Name, and Email. The optional columns are Department, Position, ID, Tier, and Birthday. Any extra columns in your file are ignored.

For the full import walkthrough, see CSV bulk import.

Downloading a starter template

If you do not have a CSV ready, click the Template button to download a pre-filled starter file with the right column headers and one sample row.

Template button expanded into a dropdown menu. Two options: XLSX Excel Template and CSV CSV Template. Helper text at the bottom reads Includes sample data and all supported columns. — The Template dropdown gives you Excel or CSV with sample rows already filled in.

Both templates carry the same columns. Pick whichever your spreadsheet tool prefers.

Filtering and sorting

Three filter controls sit above the table:

Control	What it does
Search by name, email...	Free-text match across first name, last name, and email.
All Types	Narrows to Employees only or External only.
All Tags	Narrows to records carrying a specific tag. The dropdown only lists tags that exist on at least one record.
Recent	Sort toggle. Most recently added or updated records first.

Filters stack. Searching for "anna" with the type filter set to External matches only external contacts whose name or email contains "anna".

The directory table

Column	What it shows
Employee	Name and email.
Status	Active or Inactive. External contacts are tagged External in this column.
Dates	Birthday and work anniversary, when set.
Tags	Coloured chips for any tags applied to the record.
Actions	Per-row actions: edit, deactivate, or remove.

The leading checkbox in the header selects every visible row at once for bulk operations.

Editing or removing a record

Click any row to open the record. The same form used to add the employee opens with the existing values, and you can change anything except the role distinction (employee vs external). Saving updates is immediate.

Removing a record:

Stops them from appearing in future order builders.
Does not revoke gift cards that have already been sent and redeemed.
Does not delete the recipient's account on the redeem side. Recipient accounts are owned by the recipient, not the corporate account.

Refresh and Export

Button	What it does
Refresh	Re-fetches the directory from the server. The header timestamp ("Updated just now") confirms the refresh.
Export	Downloads the current view as a file. Filters apply, so an exported CSV reflects whatever search and filters were active when you clicked Export.

What's next

CSV bulk import covers the import flow in depth, including how mismatched columns are handled.
Placing an order shows how to pick recipients from this directory in the order builder.
Programs covers recurring campaigns that target tagged subsets of the directory.