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Replace a Lost or Damaged Physical Gift Card

Jamie B
Jamie B
• Updated

If a customer loses or damages their physical gift card, give them a new card with the same balance, then void the old one. This doesn't charge the customer. You can purchase physical gift cards from the Vagaro store.

Prerequisites: You must have already sold a gift card.

Check a Gift Card's Balance and History

Before you create the new card, find out how much is left on the old one. You'll use this amount for the new card.

On a Phone

To check a gift card's balance:

  1. Select More This is an icon used to go to the More initial navigation step on the Vagaro website and the Vagaro Pro app. → Reports → Gift Cards. The report shows every gift card that still has a balance.

  2. Find the gift card. If you can't find it, use the Filters filter-solid-full.png to narrow it down.

    filters_gift_card_report_vpro_2x.png

  3. Review the gift card's Current Balance.

    gift_cards_current_balance_highlight_vpro_2x.png

On a Computer, Tablet, Pay Desk, or PayPro

To check a gift card's balance:

  1. Select Reports Decorative solid black rectangle, which is usually an icon for reports or charts. → Gift Cards. The report shows every gift card that still has a balance.

  2. Find the gift card. If you can't find it, use the Filters filter-solid-full.png to narrow it down.

    select_gift_cards_filters_highlight_web_2x.png

  3. In the table, review the Current Balance column for the gift card.

    gift_cards_current_balance_highlight_web_2x.png

Create a New Card

Use the old card's remaining balance as the new card's Price on a phone or Amount on a computer.

On a Phone

To transfer a balance:

  1. Select More This is an icon used to go to the More initial navigation step on the Vagaro website and the Vagaro Pro app. → Reports → Gift Cards. The report shows every gift card that still has a balance.

  2. In the top-right corner, select the three dots Three vertically stacked circles, representing a menu or more options icon. → New Gift Card.

    new_gift_card_report_vpro_2x.png

  3. Enter the Gift Card # or select Scan to use your device's camera to scan the physical card. Select Done to add the gift card.

    gift_card_code_vpro_2x.png

  4. In the Price field, enter the old card's remaining balance.

  5. Choose a gift card design. Designs you've uploaded appear in Business Created, or you can use one of Vagaro's templates. A design is required even for a physical card.

  6. Optionally, fill in the following fields:

    • Expires On: The expiration date of your gift card.

      Note

      Every state has its own regulations for gift cards. These regulations can vary from when they expire to whether they are redeemable for a cash value. To help you follow safe business practices and provide you with more information on these regulations, visit https://www.ncsl.org/financial-services/gift-cards-and-gift-certificates-statutes-and-legislation.

    • Sent From: The person purchasing the gift card.

    • Recipient: The person who will receive and use this card. If this person isn't on your customer list, you can leave this option blank or create a new profile for them.

    • Message: The message shown on the digital gift card.

    • Send Now: Sends the gift card to the recipient after it's created. You can turn this off if you have a recipient selected and choose a scheduled delivery day and time.

    • Email Gift Card to Recipient: Send this gift card to the recipient's email.

    • Print Gift Card: Print this gift card.

  7. Select Next.

On a Computer, Tablet, Pay Desk, or PayPro

To transfer a balance:

  1. Select Reports Decorative solid black rectangle, which is usually an icon for reports or charts. → Gift Cards. The report shows every gift card that still has a balance.

  2. In the top-right corner, select New Gift Card.

    new_gift_card_report_web_2x.png

  3. Enter the Gift Card Number or scan the physical gift card.

    gift_card_number_web_2x.png

  4. In the Amount field, enter the old card's remaining balance.

  5. Choose a gift card Template Type. Designs you've uploaded appear in Business Created, or you can use one of Vagaro's templates. A design is required even for a physical card.

  6. Fill in the other optional gift card fields, and when you've finished creating your gift card, select Next.

    • Expire On: The expiration date of your gift card.

      Note

      Every state has its own regulations for gift cards. These regulations can vary from when they expire to whether they are redeemable for a cash value. To help you follow safe business practices and provide you with more information on these regulations, visit https://www.ncsl.org/financial-services/gift-cards-and-gift-certificates-statutes-and-legislation.

    • Sender's Name: The person purchasing the gift card.

    • Recipient's Name: The person who will receive and use this card. If this person isn't on your customer list, you can leave this option blank or create a new profile for them.

    • Send On: Send the gift card to the recipient right after it's created. If you have a recipient selected, you can toggle this setting off to choose a specific delivery day and time.

    • Message: The message shown on the digital gift card.

    • Print Gift Card: Print this gift card.

    • Send email to: Send this gift card to the recipient's email.

  7. A preview of the digital gift card will appear. If no additional changes are needed, select Add Gift Card.

Void the Old Gift Card

Void the old card so it can't be used. If you skip this, the customer has two cards with the same balance.

On a Phone

To void a gift card:

  1. Select More This is an icon used to go to the More initial navigation step on the Vagaro website and the Vagaro Pro app. → Reports → Gift Cards. The report shows every gift card that still has a balance.

  2. Find the gift card. If you can't find it, use the Filters filter-solid-full.png to narrow it down.

    filters_gift_card_report_vpro_2x.png

  3. Select the gift card, then select Void.

  4. Enter the reason for voiding this gift card, then select Save to confirm.

    gc_void-phone.png

On a Computer, Tablet, Pay Desk, or PayPro

To void a gift card:

  1. Select Reports Decorative solid black rectangle, which is usually an icon for reports or charts. → Gift Cards. The report shows every gift card that still has a balance.

  2. Find the gift card. If you can't find it, use the Filters filter-solid-full.png to narrow it down.

    filters_gift_card_report_vpro_2x.png

  3. For the gift card, select the three dots Three vertically stacked circles, representing a menu or more options icon. → Void.

  4. Enter the reason for voiding this gift card, then select Save to confirm.

    gc_void-web.png

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