Client gift tracker template for luxury concierge teams
A free gift tracker template for Excel and Google Sheets, built for lifestyle managers who send gifts on members’ behalf. Track occasions, budgets, vendors and delivery, and check every idea against a gift history so nothing is sent twice.
Why gifting needs more than a calendar reminder
Gifting is one of the most personal things a lifestyle manager does, and one of the easiest to get wrong. The reminder fires, someone picks something lovely, and it turns out to be the same candle as last year, or flowers the recipient is allergic to.
A good tracker connects three things: who matters to each member and when, what they love and must never receive, and what has already been sent. Keep those together and every gift looks considered, whoever on the team chose it.
What’s in the tracker
Three sheets that work together. The tracker holds gifts in progress, the recipients sheet holds the people and dates you plan around, and the gift history feeds the repeat check. The columns below match the file exactly, and three fictional example rows show how it fits together.
Client gift tracker
Gift tracker: who and when
- Recipient
- The person receiving the gift, exactly as written on the recipients sheet.
- Member or account
- The member or family the gift is for or on behalf of, so costs land on the right account.
- Relationship
- How the recipient relates to the member, which sets the tone and the budget.
- Occasion
- Birthday, anniversary, holiday, thank you or another reason for the gift.
- Occasion date
- The date that matters to the recipient, not the date you plan to ship.
- Send by
- Calculated as seven days before the occasion; change it for international or made-to-order gifts.
Gift tracker: what and where
- Budget
- The approved amount, in the member’s billing currency.
- Gift ideas
- Two or three options drawn from the recipient’s likes, sizes and favorite brands.
- Gift chosen
- The final choice, named the same way you will log it in gift history.
- Vendor
- Where it was ordered, so a good shop or florist can be used again.
- Order reference
- The vendor’s order or confirmation number for tracking and disputes.
- Cost
- What was actually spent, to compare against budget and bill back.
Gift tracker: follow-through
- Status
- Idea, approved, ordered, shipped, delivered or cancelled.
- Sent date
- The day it left the vendor or was hand delivered.
- Delivery confirmed
- Yes once you have proof of delivery, not just a shipping notice.
- Thank-you received
- Records the recipient’s reply, which tells you how the gift landed.
- Given before?
- Checks gift history for the same gift to the same person, so nothing repeats.
- Notes
- Card message, wrapping, delivery instructions or anything to remember next time.
Recipients and occasions sheet
- Recipient
- One row per person, written the same way as on the tracker.
- Member or account
- Who the recipient is connected to.
- Relationship
- How they relate to the member.
- Occasion
- One row per recurring date, so a person can appear more than once.
- Date
- The day and month of the occasion; the year can be left as any year.
- Recurs yearly
- Yes for birthdays and anniversaries, no for one-off events.
- Sizes
- Clothing, shoe and ring sizes, with the date you learned them.
- Likes and favorite brands
- Brands, florists, colors, authors and hobbies that make a gift feel personal.
- Never send
- Allergies, dislikes, flowers they hate and anything already given too often.
- Delivery address on file
- Yes or no only: keep the address itself in a secure record, not in this sheet.
- Notes
- Anything else that helps the next person choose well.
Gift history sheet
- Date sent
- When the gift went out, so you can see what was given each year.
- Recipient
- Written exactly as on the tracker, so the repeat check finds it.
- Occasion
- The reason for the gift.
- Gift
- Named the same way as in the tracker’s gift chosen column.
- Vendor
- Where it came from.
- Cost
- What it cost, useful when budgets are set next year.
- Reaction
- What the recipient said or how they responded.
- Repeat welcome
- Yes if they would happily receive it again, such as a favorite wine.
How to use it
- 1
Start with the people
Fill in the recipients sheet for each member: partner, children, parents, assistants and key business contacts, with every date that recurs.
- 2
Plan a month ahead
At the start of each month, add a tracker row for every occasion in the next six weeks. The send by date and the amber highlight show what needs attention.
- 3
Get approval, then order
Move each gift from idea to approved to ordered, recording the vendor and the order reference as you go.
- 4
Close the loop
Once a gift is delivered, copy the row to the gift history and note how it landed. Next year’s ideas start there.
Tips for gifts that feel personal
- Keep allergies and dislikes apart
- An allergy is a rule; a dislike is a preference. Record both on the recipients sheet so nobody has to guess which is which.
- Name gifts the same way every time
- The repeat check matches the gift name exactly, so write “Peonies from the usual florist” identically in the tracker and the history.
- Record the reaction
- A short note on how the recipient responded is the best input for next year, and tells you which gifts are welcome again.
- Leave addresses out of the sheet
- Spreadsheets get shared and forwarded. Note only whether an address is on file, and keep the address itself somewhere secure.
When a spreadsheet stops working
A shared sheet works for one lifestyle manager and a few dozen recipients. With a team, duplicate rows appear, the history falls out of date and nobody is sure which copy is current. Each gift’s cost also has to be copied by hand onto the member’s statement.
In MyRolodex, birthdays, family, sizes and preferences live on the member’s profile, each gift is a request with an owner and a status, and its cost lands on the member’s statement at cost or with your markup. Intelligent insights flag an upcoming birthday with the reason shown, and nothing is sent until a person approves.
Take the client gift tracker with you
Everything above, in a copy you can edit, share with your team and adapt to the way you work.
Client gift tracker: common questions
Anything else, write to hello@myrolodexcrm.com.
Does it work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. The drop-down lists, the send by formula and the repeat check carry over. A plain CSV of the main sheet is also available for importing elsewhere.
How does the repeat check work?
The Given before? column looks for the same recipient and the same gift name on the gift history sheet. If it finds a match it says so, and the history row tells you whether a repeat was welcome last time.
How should I set a client gift budget?
Agree a range for each kind of relationship with the member, such as family, assistants and business contacts. Record it as the budget on each row, then compare it with the cost column at year end.
Should I track gifts for household staff and assistants?
Yes. Assistants, house managers and drivers often make your work possible, and a thoughtful note at the holidays matters. Add them on the recipients sheet with the relationship set to household staff or member’s assistant.
Is the template free?
Yes. Download it, change the columns to suit your firm and use it for as many members as you like.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com