The Gift Card report is your central hub for managing every gift card your business has sold. From this one report, you can check a card's remaining balance and usage history, adjust a balance, reprint or email a card to its recipient, void a card that's no longer valid, and convert a service-based gift card into a price-based one that can be redeemed for anything you offer.
By default, the report shows only Outstanding gift cards, meaning cards that still have a balance available to spend. To find a specific card or review cards in other states, use the filters and sorting options to search by gift card number, sender, or recipient and to view cards that have been fully redeemed, refunded, or voided.
A few things to keep in mind before you start:
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Once a gift card has been created, its gift card number, sender, and recipient can't be changed.
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You can only edit the balance of an Outstanding gift card.
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Converting a gift card works in one direction only: a service-based card can be converted to price-based, but a price-based card can't be converted back to service-based.
Prerequisites: This feature is available for all Vagaro businesses.
The Gift Card report lists every gift card you've sold, along with its status, balance, sender, and recipient. Use it to get a complete picture of your gift card activity, or apply filters to focus on a specific card or a group of cards.
To see all gift cards you've sold:
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Select More
→ → .
The report displays all gift cards with outstanding balances.
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Optionally, in the top-right corner, select Filters
, set any of the following filters, and then select Run Report.
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Search Fields: Before searching, use the Search Fields list to narrow down your search, such as the gift card number, sender, or recipient. If multi-location is configured, you'll also have the option to search by business name.
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Search Value: What you want to search for.
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Status: Show data on a specific gift card status. By default, this is set to Outstanding, which shows only gift cards with remaining balances. You can change the status to view gift cards that have been fully redeemed, refunded, or voided.
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Purchase At: Show data for gift cards based on where they were purchased, such as your Vagaro Booking Page, MySite, or in-house.
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Merchant Accounts: Show data for specific merchant accounts associated with the gift cards.
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Optionally, select a gift card, then select View to see a preview of the email sent to the recipient.
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Select New Gift Card to add and assign a gift card to a recipient without collecting payment.
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To see all gift cards you've sold:
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Select Reports
→ .
The report displays all gift cards with outstanding balances.
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Optionally, in the top-right corner, select Filters
, set any of the following filters, and then select Run Report.
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Search: What you want to search for.
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Status: Show data on a specific gift card status. By default, this is set to Outstanding, which shows only gift cards with remaining balances. You can change the status to view gift cards that have been fully redeemed, refunded, or voided.
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Search Fields: Before searching, use the Search Fields list to narrow down your search, such as the gift card number, sender, or recipient. If multi-location is configured, you'll also have the option to search by business name.
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Purchase At: Show data for gift cards based on where they were purchased, such as your Vagaro Booking Page, MySite, or in-house.
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Merchant Accounts: Show data for specific merchant accounts associated with the gift cards.
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Every gift card keeps a running record of its balance and how it has been used. Open a card's balance history to see its current value along with a dated list of each time the balance was spent or increased. This is helpful whenever a customer has a question about how much is left on their card or where it was used.
Sometimes you'll need to manually adjust the value on a gift card, for example, to correct an amount that was entered incorrectly or to make up for a problem during a customer's visit. You can only edit the balance of an Outstanding gift card, and every change you make is recorded in the card's balance history.
To edit a gift card's balance:
Your gift card's balance history will now reflect a recorded decrease in balance.
If a customer would like a copy of their gift card, you can print a physical copy or email it to one or more addresses. This is handy when a gift card is bought as a present, when the recipient wants a copy for their records, or when you're reissuing a card the customer misplaced.
To print or email a recipient's gift card:
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Select More
The report displays all gift cards with outstanding balances.
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Optionally, in the top-right corner, select Filters
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Select the gift card, then select View.
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In the top-right corner, select an option:
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Print
: Print a hard copy of the gift card.
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Email
: Send an email receipt to the customer by entering one or more email addresses (separated by commas), then selecting Send Email.
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To print or email a recipient's gift card:
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Select Reports
The report displays all gift cards with outstanding balances.
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Optionally, in the top-right corner, select Filters
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Next to the gift card, select Action
→ .
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In the bottom-right corner of the pop-up, select an option:
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Print: Get a hard copy of the gift card.
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Send Email: Send an email receipt to the customer. Enter one or more email addresses (separated by commas), then select Send Email.
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Voiding a gift card cancels it so that its remaining balance can no longer be redeemed. You might do this when a card was created by mistake, is being refunded, or is otherwise no longer valid. When you void a card, you'll record a reason, giving you a clear account of why it was canceled.
To void a gift card:
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Select More
The report displays all gift cards with outstanding balances.
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Optionally, in the top-right corner, select Filters
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Select the gift card, then select Void.
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Enter the reason for voiding this gift card, then select Save to confirm.
To void a gift card:
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Select Reports
The report displays all gift cards with outstanding balances.
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Optionally, in the top-right corner, select Filters
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Next to the gift card, select Action
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Enter the reason for voiding this gift card, then 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.
Keep in mind that 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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Select More
The report displays all gift cards with outstanding balances.
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Optionally, in the top-right corner, select Filters
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Select Run Report to update.
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Select the gift card, then select Convert to Price-Based GC.
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Select Convert to Price-Based to confirm.
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Update your gift card's design, balance, and expiration, then select Next.
The gift card is updated.
To convert a service-based gift card to price-based:
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Select Reports
The report displays all gift cards with outstanding balances.
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Optionally, in the top-right corner, select Filters
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Next to the gift card, select Action
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Select Convert to Price-Based to confirm.
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Update your gift card's design, balance, and expiration, then select Next.
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A preview of the updated gift card will appear. Select Update Gift Card if no additional changes are required.
The gift card is updated.
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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