This article covers two scenarios for using Gift Cards or Certificates:
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You want to transfer the value of gift certificates or cards that were created in another system to use in your Vagaro system
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You want to donate services, classes, or an amount to an organization from your Vagaro business
You can use Gift Certificates to accomplish both of these. To do both, you will create gift certificates without sales transactions.
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Go to → .
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Click New Gift Certificate.
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If you have a plastic gift card to use, you can scan the bar code or swipe it to use the card number. Otherwise, you can enter a number or use the Auto Generate option to create one for you.
Using the other system's gift certificate for reference, transfer information into this screen.
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Service/Class: tie this gift certificate to a specific service or class. (Optional)
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Amount: If you don't tie the certificate to a service/class, enter the value. For a transfer, this would be the value remaining on the certificate at the time of transfer.
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Expire on: Select an expiration date using the calendar pop-up, or leave set at Never.
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Sender's Name: Start typing the name of a current customer, and it will fill in. The sender must already have a profile in Vagaro.
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A customer must have a profile when a gift certificate is created and issued. The profile must include at least a first and last name.
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If you may not always have a name to put into the Sender field, create a Customer Profile with your Business name or "Gift Certificate."
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Recipient's Name: Start typing the name of a current customer, and it will fill in. Click New to create a new profile if the person does not have a customer profile.
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A customer must have a profile when a gift certificate is created and issued. The profile must include at least a first and last name.
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If you do not know the recipient's contact information, create a customer profile of "Gift Certificate" to use. A customer only needs to provide the gift certificate number at checkout to redeem it.
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Message: Enter a message to be printed on the certificate.
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Select Print Gift Certificate or Send email to: [recipient's name] to print or email a copy.
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Select a template from the Template Type list. If you have created custom gift certificate templates, they will be listed under Business Created.
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Select the design from the available template images.
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Click Next for a preview of the gift certificate.
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Click Close to cancel the addition, Back to edit the gift certificate, or Add Gift Certificate to finish.
You can follow the same steps used for the Transfer option to create a donation Gift Certificate.
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Use your "business name customer" as the sender.
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Either create a customer profile for the recipient (another business name customer) or use the same "Gift Certificate" customer described in step #3 above.
Comments
12 comments
When a gift certificate that was given for free is redeemed, does it show up as profit in reports?
I have the same question. When we are not receiving any money from the gift receipt, I am currently having to manually subtract the amount of the gift certificate from my monthly reports. There needs to be a way to indicate that we are not being paid for this and that it is a donation.
Is there an answer somewhere???
Has this ever been address?
great question. I also noticed when you void a transaction, it still shows a gross income. Not good for monthly reconciliation ease.
i normally just cash the client off as 100% discount and write voucher in cash off notes in this case rather then use gift certificates, this way it doesn't affect my profit reporting
(vagaro advised me to do it this way in a help chat )
hello, can i import previous gift certificates? I have them all in excel, thanks
Amy,
Yes, we do allow for the import of old gift certificates. You will need to provide us an Excel spreadsheet to support@vagaro.com. We require some basic information: First / Last name or sender and recipient, gift certificate ID, amount on the gift certificate. Some optional information that would help with your tracking of import would be: expiration dates and the initial balance.
We have several local businesses and charities who purchase gift certificates for charity events to auction for fundraising. In this scenario, we don't have the recipient name until they contact us to use the gift certificate. Is it possible to transfer gift certificate money between clients? Let's say that "Sally" buys a gift certificate for United Cancer Services fundraiser. We have simply been assigning the gc to Sally but then when someone else calls and books the appointment and wants to use the gift certificate.....it is under "Sally" instead of them. Anyone else have this issue? Options for handling it? Thanks!
What if you don't have the recipient's information?
How can I sell or donate a gift certificate without the recipients email address? The system does not let me put it in wihtout one. For example, if I donate a 6 pack of classes to a charity auction, even the person getting these gift certificate from me doesn't know the recipient's email. Also a lot of people do not know or want to provide the recipients email address.
Hello Kris, Ashley, and JD,
In situations where you do not know the contact information of the recipient or if the Gift Certificate is being donated, we recommend creating a Customer Profile called "Gift Certificate" and assigning the Gift Certificate to that profile. As long as the person who is going to be redeeming it has the Gift Certificate number, you will be able to redeem it on any profile. You can do this by searching the number after clicking the Add button next to the Gift Certificate payment option on the Checkout screen.
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