The Gift Cards report is used to manage and modify the gift cards you've sold online or in-house, including changing the balance, editing, and voiding gift cards. When you first open the screen, the report will only display Outstanding gift cards that still have a balance, but you can filter and sort the report to also show voided, redeemed, and expired gift cards.
Once a gift card has been created, its number and the recipient cannot be modified.
Prerequisites: This feature is available for all Vagaro businesses.
When this screen is first opened, this report shows all Outstanding gift cards sorted by GC No (gift card number).
To run a report of the gift cards that customers have purchased at your business:
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Go to → → → .
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Optionally, select the Filter
button to set your report's filters, then select Run Report.
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Search Fields: Select the main package criteria to search for.
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Gift Card No: The unique alphanumeric ID number assigned to the gift card
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From: The customer who purchased the gift card.
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Assign To: The name of the customer that the gift card was purchased for.
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Expired: The gift card was no longer redeemable after the specified expiration date.
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No of Visit(s) Equal To: The minimum number of visits remaining on gift cards to search for.
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Search Value: Enter some or all of the text to search for based on the Search Field selected.
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Status: Show only gift cards that have one or more of the following statuses:
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Outstanding: The gift card still has money or visits remaining to be used.
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Redeemed: All funds on the gift card have been used.
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Expired: The gift card was no longer redeemable after the specified expiration date.
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Voided: The gift card was cancelled and no longer redeemable.
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Refunded: The value of the gift card was returned to the customer who purchased it.
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Purchase At: The business location where the customer purchased the gift card at.
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My Vagaro Page: The customer purchased the gift card from your Vagaro Listing Page.
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My Vagaro Website: The customer purchased the gift card from your Vagaro MySite.
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My Widget: The customer purchased the gift card from your booking widget.
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In House: The customer purchased the gift card at your business.
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Gift Cards Management: The gift card was created in the Gift Card report screen.
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Merchant Accounts: The merchant account that the sale or commission was deposited into.
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Sort By: Select the criteria to sort the report by.
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Optionally, at any time after running the report, select the Action
menu to perform the following additional tasks:
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New Gift Card: Create a new gift card.
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Star or Remove Star: Add or remove a bookmark to this report in the Starred at the top of the → menu.
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Print: Print your report if your device is connected to a printer.
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Export PDF or Export Excel: Save the report to a PDF or Excel file.
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To run a report of the gift cards that customers have purchased at your business:
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Go to → → .
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Optionally, at the top of the screen, set the filters for your report, then select Run Report.
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Search Fields: Select the main criteria search for.
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Gift Card No: The unique alphanumeric ID number assigned to the gift card
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From: The customer who purchased the gift card.
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Assign To: The name of the customer that the gift card was purchased for.
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Expired: The gift card was no longer redeemable after the specified expiration date.
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No of Visit(s) Equal To: The minimum number of visits remaining on gift cards to search for.
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Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.
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Search Value: Enter some or all of the text to search for based on the Search Field selected.
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Status: Show only gift cards that have one or more of the following statuses:
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Outstanding: The gift card still has money or visits remaining to be used.
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Redeemed: All funds on the gift card have been used.
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Expired: The gift card was no longer redeemable after the specified expiration date.
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Voided: The gift card was cancelled and no longer redeemable.
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Refunded: The value of the gift card was returned to the customer who purchased it.
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Advanced Filters: Optionally, select any additional filters to further refine the report.
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Purchase At: The business location where the customer purchased the gift card at.
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My Vagaro Page: The customer purchased the gift card from your Vagaro Listing Page.
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My Vagaro Website: The customer purchased the gift card from your Vagaro MySite.
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My Widget: The customer purchased the gift card from your booking widget.
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In House: The customer purchased the gift card at your business.
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Gift Cards Management: The gift card was created in the Gift Card report screen.
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Merchant Accounts: The merchant account that the sale or commission was deposited into.
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Optionally, sort the appointments by selecting the column headers at the top of the report.
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At the bottom of the screen, you can select:
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Export: Save the report to an Excel or PDF file (web version only).
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Print: Get a hard copy of the report.
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After running this report, you can perform the following tasks, when possible, for gift cards in the list:
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Edit: Modify the gift card's template type, amount, and expiration date. You can also print the gift card or email it to the customer or its recipient.
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Balance: View a history of the gift card's usage.
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Void: Cancel the gift card.
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View: Print or email the gift card to the customer or its recipient.
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Convert to Priced-Based GC: For gift cards that were purchased to be redeemed for specific services, convert the value of the gift cards to a monetary amount.
This report shows the following information about the gift cards that have been created at your business:
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Init. Amount: The combined starting value of all gift cards listed; shown at the top of the displayed report.
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Current Balance: The combined outstanding value of all gift cards listed; shown at the top of the displayed report.
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Purchase Date: The date when the customer bought the gift card.
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GC No: The unique, alphanumeric ID number that was assigned to the gift card.
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Merchant Account: The merchant account that will receive the funds or commission for the sale of the gift card.
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Purchased At: How the gift card was created or purchased.
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My Vagaro Page: The customer purchased the gift card from your Vagaro Listing Page.
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My Vagaro Website: The customer purchased the gift card from your Vagaro MySite.
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My Widget: The customer purchased the gift card from your booking widget.
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In House: The customer purchased the gift card at your business.
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Gift Cards Management: The gift card was created in the Gift Card report screen.
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From: The customer who purchased the gift card.
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Assign To: The name of the customer that the gift card was purchased for.
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Init. Amount: The initial amount of money that was loaded onto the gift card when it was purchased.
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Current Balance: The amount of money still on the gift card that can be redeemed.
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No of Visit(s) Remaining: The number of visits that can still be redeemed by the expiration date, if one has been specified.
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Expires On: The gift card's expiration date, if one has been specified.
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Status: Whether the gift card is currently Outstanding, fully Redeemed, Expired, or Voided.
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Void Reason: The reason why the gift card was voided, if it was voided.
This report shows the following information about the gift cards that have been created at your business:
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Purchase Date: The date when the customer bought the gift card.
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GC No: The unique, alphanumeric ID number that was assigned to the gift card.
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Merchant Account: The merchant account that will receive the funds or commission for the sale of the gift card.
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Business Location: If your business has multiple locations, select the multi-location businesses or all locations in a group you want to review.
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Purchased At: How the gift card was created or purchased.
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My Vagaro Page: The customer purchased the gift card from your Vagaro Listing Page.
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My Vagaro Website: The customer purchased the gift card from your Vagaro MySite.
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My Widget: The customer purchased the gift card from your booking widget.
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In House: The customer purchased the gift card at your business.
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Gift Cards Management: The gift card was created in the Gift Card report screen.
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From: The customer who purchased the gift card.
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Assign To: The name of the customer that the gift card was purchased for.
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Init. Amount: The initial amount of money that was loaded onto the gift card when it was purchased.
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Current Balance: The amount of money still on the gift card that can be redeemed.
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No of Visit(s) Remaining: The number of visits that can still be redeemed by the expiration date, if one has been specified.
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Expires On: The gift card's expiration date, if one has been specified.
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Status: Whether the gift card is currently Outstanding, fully Redeemed, Expired, or Voided.
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Void Reason: The reason why the gift card was voided, if it was voided.
Occasionally, you may want to award gift cards as a part of a sales promotion or a thank you to your customers by creating the gift cards directly on this report screen, or you may need to reissue an expired gift card without selling a new one at checkout. All recipients must have a customer profile, and they will receive a notification when the gift card has been sent.
To add a gift card without a customer purchase:
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Go to → → → .
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In the top-right corner of the screen, select the Action
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Provide the following information (all fields marked with an asterisk [*] are required):
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Gift Card Number*: Enter a unique, alphanumeric ID number for the gift card, or select Auto Generate for Vagaro to create a number for you. If you have a bar code scanner and physical gift cards, you can scan the card's barcode.
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Service/Class/Add-On: Optionally, select a service, class, or add-on that the gift card must be used for, as well as the No. of Visit(s) (number of visits). If your business allows, the customer can convert those services to a monetary amount.
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Amount*: Enter the monetary value of the gift card.
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Expire On*: Select an expiration date, or leave it as Never to allow the card to be used indefinitely until the amount or number of services run out.
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Sender's Name: Optionally, select the customer who is sending the gift card.
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Recipient's Name: Select the recipient of the gift card. Select New if you need to create a customer profile for them.
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Send On: Select the date that the recipient will receive the gift card via email.
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Message: Enter a message about the gift card to the recipient from the sender, such as birthday or holiday wishes.
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Template Type: Select a template category and image for the gift card.
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Print Gift Card: Select whether to print a paper copy of the gift card for the sender to give to the recipient.
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Send email to: Select whether to send the gift card via email to the recipient, if one is selected.
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Select Next to save the gift card, as well as print and send it to the recipient, if the options were selected.
To add a gift card without a customer purchase:
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Go to → → .
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At the top-left corner of the list, select New Gift Card.
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In the Add Gift Card popup, provide the following information (all fields marked with an asterisk [*] are required):
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Gift Card Number*: Enter a unique, alphanumeric ID number for the gift card, or select Auto Generate for Vagaro to create a number for you. If you have a bar code scanner and physical gift cards, you can scan the card's barcode.
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Service/Class/Add-On: Optionally, select a service, class, or add-on that the gift card must be used for, as well as the No. of Visit(s) (number of visits). If your business allows, the customer can convert those services to a monetary amount.
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Amount*: Enter the monetary value of the gift card.
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Expire On*: Select an expiration date, or leave it as Never to allow the card to be used indefinitely until the amount or number of services run out.
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Sender's Name: Optionally, select the customer who is sending the gift card.
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Recipient's Name: Select the recipient of the gift card. Select New if you need to create a customer profile for them.
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Send On: Select the date that the recipient will receive the gift card via email.
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Message: Enter a message about the gift card to the recipient from the sender, such as birthday or holiday wishes.
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Template Type: Select a template category and image for the gift card.
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Print Gift Card: Select whether to print a paper copy of the gift card for the sender to give to the recipient.
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Send email to: Select whether to send the gift card via email to the recipient, if one is selected.
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Select Next.
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In the Preview, select Add Gift Card to save the gift card, as well as print and send it to the recipient, if the options were selected.
Staying on good terms with your clients is an important part of your business; however, mistakes happen, and customers may get disgruntled. If you want to build your client relationships, you can manually top up a gift card without charging the customer.
When editing a gift card, only the image, amount, and expiration can be updated. The sender and recipient cannot be changed, nor can they be added if they weren't added when the gift card was created.
Alternatively, you can reload a gift card in the Checkout screen.
To edit a gift card or update its balance:
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Go to → → → .
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Optionally, select the Filter
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Select the gift card you want to modify, then select Edit.
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Update the gift card as required (all fields marked with an asterisk [*] are required):
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Template Type: Select a template category and image for the gift card.
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Amount*: Enter the monetary value of the gift card.
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Expire On*: Select an expiration date, or leave it as Never to allow the card to be used indefinitely until the amount or number of services run out.
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Print Gift Card: Select whether to print a paper copy of the gift card for the sender to give to the recipient.
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Send email to: Select whether to send the gift card via email to the recipient, if one is selected.
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Select Next to save the gift card, as well as print and send it to the recipient, if the options were selected.
To edit a gift card or update its balance:
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Go to → → .
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Optionally, at the top of the screen, set the filters for your report, then select Run Report.
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At the end of the gift card's row, select the Action
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Update the gift card as required (all fields marked with an asterisk [*] are required):
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Template Type: Select a template category and image for the gift card.
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There's no Sender's name field.
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Sender's Name: Optionally, select the customer who is sending the gift card.
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Amount*: Enter the monetary value of the gift card.
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Expire On*: Select an expiration date, or leave it as Never to allow the card to be used indefinitely until the amount or number of services run out.
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Print Gift Card: Select whether to print a paper copy of the gift card for the sender to give to the recipient.
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Send email to: Select whether to send the gift card via email to the recipient, if one is selected.
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Select Next.
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In the Preview, select Add Gift Card to save the gift card, as well as print and send it to the recipient, if the options were selected.
Viewing a customer's package usage shows detailed information about the package, such as when it was purchased, its status, who has used it, and the what it has been redeemed for.
Voiding a gift card cancels it so its value can no longer be redeemed.
To void a gift card:
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Go to → → .
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Optionally, at the top of the screen, set the filters for your report, then select Run Report.
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At the end of the gift card's row, select the Action
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Enter the reason for voiding this gift card.
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Select Save to confirm.
If a customer has a gift card for a specific service, such as a haircut, massage, training session, and so on, you can convert it to a price-based card so that the gift card can be redeemed for anything in your business; it's no longer tied to the original service or class.
Price-based gift cards cannot be converted to service-based gift cards.
To convert a service-based gift card to price-based:
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Go to → → → .
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Optionally, select the Filter
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Select the gift card you want to modify, then select Convert to Price-Based GC.
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In the confirmation popup, select Convert to Price-Based.
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Optionally, update the gift card as required, including choosing a different Template Type, updating the Amount, and changing the Expires On.
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Select whether to Print Gift Card and/or Send Email to the recipient, if one is specified.
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Select Next to save the gift card, as well as print and send it to the recipient, if the options were selected.
To convert a service-based gift card to price-based:
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Go to → → .
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Optionally, at the top of the screen, set the filters for your report, then select Run Report.
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At the end of the gift card's row, select the Action
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In the confirmation popup, select Convert to Price-Based.
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Optionally, update the gift card as required, including choosing a different Template Type, updating the Amount, and changing the Expires On.
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Select whether to Print Gift Card and/or Send Email to the recipient, if one is specified.
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Select Next.
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In the Preview, select Add Gift Card to save the gift card, as well as print and send it to the recipient, if the options were selected.
Comments
6 comments
What is the best way to provide gift cards or coupons that are in %ages. For example 20% off any service coupon/gift card
How do i change the dates of purchase or set the date of purchase on a gc?
Sjcomella - You cannot change the date of purchase, the date is based on the day you checked out the customer or the day they purchased it online.
I sell GCs in dollar amounts, ie, $75. I don't care if they use it for service, product, or partially. The app increases the $$ if I change visit #, to allow client to use the balance. If they visit 1x, spend $35, resulting in a balance of $40, app shows balance but says "Redeemed". If I add a visit increase, the app increases $$. Not what I want. Need to know how to resolve this.
What is the best way to provide gift cards or coupons that are in %ages. For example 20% off any service coupon/gift card
Nelsa:
Our gift certificates/cards are designed to be for a specific amount that a customer can use to purchase any service, class, product, etc. OR they are issued for a specific service or class.
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