If you’re tired of manually sending out gifts every time a lead fills out a form or a customer hits a milestone, you’re not alone. This guide is for anyone—usually in sales or marketing—who’s using gifting as part of their outreach or customer success, and wants to stop babysitting the process. We’ll walk through how to set up automated gift sending in Alyce using triggers, and—maybe more importantly—what to watch out for so you don’t end up spamming the wrong people or blowing your budget.
Let’s get practical.
Why automate gift sending in Alyce?
Let’s be clear: Gift sending can be a great way to grab attention, say thanks, or nudge someone toward a meeting. But it’s easy for manual processes to get messy:
- Leads sit in a spreadsheet, waiting for someone to remember to send a gift.
- People get missed, or worse—get sent two gifts by mistake.
- You’re stuck in a loop of copy-pasting addresses and updating statuses.
Automating with triggers gets rid of busywork and helps you avoid human error. That said, it’s not magic. You’ll need to set it up carefully, and there are some pitfalls to avoid.
What are “triggers” in Alyce, anyway?
In Alyce, a “trigger” is just an event or condition—usually something that happens in your CRM, marketing automation tool, or Alyce itself—that kicks off a workflow. When the trigger fires, Alyce can automatically send a gift, or at least tee it up for review.
Some examples of triggers:
- A lead submits a demo request form on your website
- An opportunity reaches a certain stage in Salesforce
- A customer’s contract renewal date is coming up
- Someone registers for a webinar
The key is that you don’t have to remember to do it yourself—the system does it for you, every time.
What you’ll need before you start
Before you go nuts with triggers, make sure you’ve got these basics covered:
- Alyce account with gifting credits or budget loaded
- CRM or marketing automation platform (Salesforce, HubSpot, Marketo, etc.) connected to Alyce, if you want to use data from those tools
- A clear idea of your gifting rules—Who should get gifts? When? What’s the budget? (If you skip this, you’re asking for trouble.)
- A few test contacts (don’t test with your real prospects; use fake data)
Step 1: Map out your trigger logic—before you click anything
This is the step most teams rush. Don’t. Take 10 minutes and sketch out:
- What’s the trigger event? (e.g., “New lead from demo form”)
- Any filters or rules? (e.g., “Only if company size > 200 employees”)
- What should happen? (e.g., “Send $25 coffee gift, assigned to rep”)
- Who needs to approve the send, if anyone?
If you skip this, you’ll end up with a mess of overlapping triggers and random gifts going to the wrong people. Keep it simple to start. You can always add nuance later.
Step 2: Connect Alyce to your data sources
If you want to trigger gifts based on CRM or marketing data, you’ll need to integrate Alyce with your tools.
- Salesforce, HubSpot, Marketo, Outreach, etc.: Alyce offers native integrations for the big platforms. You’ll usually find these under “Integrations” in the Alyce admin panel.
- Zapier or webhooks: For tools Alyce doesn’t natively support, you can use Zapier or set up webhooks.
Heads up: Integrations can be finicky. Test with sandbox accounts first, and check that the right fields are syncing. Don’t assume the integration “just works” out of the box.
Step 3: Set up your trigger in Alyce
Now for the fun part (well, as fun as workflow setup gets):
- Go to Alyce’s Triggers or Automation section.
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The UI changes from time to time, but look for “Automations,” “Workflows,” or “Triggers” in the admin menu.
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Create a new trigger.
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You’ll usually select your integration (e.g., Salesforce) and then pick the event (e.g., Opportunity Stage changed to “Demo Scheduled”).
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Define your trigger conditions.
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Add filters to avoid sending gifts to everyone (unless you want to burn through your budget). Common filters:
- Lead source (“Only leads from our website”)
- Job title (“Only Director level and above”)
- Region (“Exclude EMEA contacts”)
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Choose the gifting action.
- Select the campaign or gift template you want to use.
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Decide if the gift should be sent automatically or require manual approval.
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Assign ownership.
- Who “owns” the gift? Usually, this is the account owner or assigned sales rep.
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Make sure gift notifications go to the right people.
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Set up notifications and tracking.
- Decide who should be notified when a gift is sent, accepted, or declined. Don’t spam your whole team—pick the people who care.
Pro tip: Start with a single, simple trigger. Once you see it’s working, then copy and tweak for other use cases. Otherwise, you’ll spend hours troubleshooting.
Step 4: Test—don’t skip this
This is where most automations go sideways. Run a few test records through your workflow:
- Use test leads with clearly fake info, so you don’t accidentally send real gifts.
- Check all the details: Did the right gift go to the right person? Was the owner assigned correctly? Did notifications work?
- Make sure nothing triggered when it shouldn’t have.
If something looks weird, go back and tweak your trigger conditions or integration mappings. Don’t move on until this is bulletproof.
Step 5: Roll it out (slowly)
Once you’re confident your trigger works, roll it out to a small group or for a single use case. Don’t launch “gifting automation” for the whole company on day one. Start narrow, see what breaks, then expand.
- Monitor your gifting budget. Automated triggers can burn through funds fast if you’re not careful.
- Check for duplicates. Make sure people aren’t getting multiple gifts from overlapping triggers.
- Get feedback from the team using the workflow. If they’re confused, something’s off.
What works (and what doesn’t) with Alyce triggers
What works
- Standard use cases like demo requests, event follow-ups, or renewal reminders.
- CRM-driven triggers—if your Salesforce/HubSpot data is clean, this can save serious time.
- Personalization at scale—Alyce can assign gifts based on recipient interests, which is slick (when it works).
What doesn’t work (or isn’t worth the hassle)
- Messy data—If your CRM is full of junk, triggers will fire at the wrong times.
- Too many overlapping triggers—Keep it simple, or you’ll lose track.
- Complex approval flows—If you need three people to sign off on every gift, you’ll end up back at manual sending.
Ignore: The urge to automate everything. Some touchpoints are better handled with a personal touch or a quick phone call.
Common pitfalls to avoid
- “Spray and pray” gifting: If you blast gifts to everyone who fills out a form, don’t be surprised when your ROI tanks. Be selective.
- Skipping tests: Always run through a few dry runs before going live.
- Neglecting follow-up: Automation is great, but someone still needs to follow up after the gift is sent. Don’t let the workflow do all your relationship-building.
- Not monitoring results: Alyce offers some reporting, but it’s easy to ignore. Check who’s accepting gifts and whether meetings/conversions are actually happening.
Wrapping up: Keep it simple, review often
Automating gift sending in Alyce can be a real time-saver—if you don’t overcomplicate it. Start with one or two clear triggers, test the heck out of them, and keep an eye on your results. Don’t fall for the hype that automation will fix everything overnight. The best setups are simple, reliable, and easy to tweak as your team learns what works. Iterate a little at a time, and you’ll save yourself a lot of headaches.