This guide walks Admin Users through creating, viewing, and managing Gift Cards in Enrollsy, plus how to apply a Gift Card credit to a customer's account or invoice.
Before You Start
The Gift Cards feature is an add-on available for an additional $7/month. Contact us via chat if you're interested.
Admin Users cannot enter payment information for a Gift Card on the Gift Cards page.
Admin Users can create internal Gift Cards, or re-create a Gift Card for a customer if the original failed to deliver or was sent to the wrong email address.
When an Admin creates a Gift Card, the Unredeemed tab will not show a linked Account, since no customer purchased it.
Creating a Gift Card
Gift Cards created by an Admin are always internal Gift Cards — meaning they're purchased on behalf of your company and given to a customer at no charge. Admins cannot enter payment on the Gift Cards page. Admins can also re-create a customer's Gift Card if it failed to deliver or was sent to the wrong email; see the Troubleshooting section below.
Step 1 — Open the Unredeemed Tab
Go to Submissions on the left menu bar, then select Gift Cards (if the feature is unlocked). On the Unredeemed tab, click the plus sign to open the Gift Card creation window.
Step 2 — Fill Out the Gift Card Options
The window that opens looks like the Purchase Gift Card page, minus the payment section. Fill in:
Amount (select a pre-filled amount or enter a custom one)
Recipient Name and Sender Name
Recipient's email address (required)
An optional message to the recipient (included in the Gift Card email)
Step 3 - Submit
Click Submit and the Gift Card will be emailed to the recipient.
Viewing Gift Cards — Unredeemed, Redeemed, and Invalidated
Admin Users can view all Gift Cards by going to Submissions on the left menu bar, then Gift Cards (if the feature is unlocked). There are three tabs: Unredeemed, Redeemed, and Invalidated.
Unredeemed Tab
The Unredeemed tab is a list of all Gift Cards not yet redeemed. Columns shown:
Created on
Recipient name
Recipient email address
Amount of gift card
An optional message
Purchaser name
A link to the purchaser's account page (not shown for Admin-created cards)
Redeemed Tab
The Redeemed tab is a list of all redeemed Gift Cards. Columns shown:
Redeemed on date
Created on date
To name
To email address
Amount of Gift Card
An optional message
From name (entered on the Gift Card)
From (the Account that purchased it, or the User Account that created it)
Invalidated Tab
The Invalidated page lists any invalidated Gift Cards. Columns shown:
Invalidated on date
Invalidation reason (required)
Created on date
To name and To email address
Amount of money spent
Optional message (entered by the purchaser)
From name (on the Gift Card)
From (Account name)
Managing Gift Cards — Invalidate, Restore, and Resend
As an Admin, you can invalidate a Gift Card, restore an invalidated one, or resend the Gift Card email. Each action is available from the three-dot menu next to a Gift Card on the Unredeemed or Invalidated tab.
Invalidating a Gift Card
Invalidating means the Gift Card can no longer be redeemed. On the Unredeemed tab, click the three dots next to the Gift Card, then select Invalidate. A window will appear showing the amount used to purchase the card.
NOTE: Invalidated Gift Cards cannot be redeemed. A reason is required before you can invalidate a Gift Card.
Possible reasons for invalidating a Gift Card:
The recipient's email address changed or is no longer accessible
The Gift Card was sent to the wrong email address (an Admin can invalidate it, then create a new one with the correct address)
Restoring a Gift Card
On the Invalidated tab, click the circular arrow next to a Gift Card to restore it to a redeemable state — it will move back to the Unredeemed tab. This can also be done in bulk by selecting the checkboxes next to multiple Gift Cards.
Resending a Gift Card Email
If a recipient loses their Gift Card email, Admins can resend it. On the Unredeemed tab, click the three dots next to the Gift Card, then select Resend Email.
Adding a Gift Card to a Customer's Account
If Gift Cards are unlocked, Admins can add a Gift Card record directly to a customer's account.
Step 1 — Open Gift Cards & Prepayments
On the customer's Billing page, click Manage under Gift Cards & Prepayments.
Step 2 — Create a New Record
Select New record, then Gift card credit record.
Step 3 — Enter the Amount
Enter the amount, then click Submit. The record will appear under History in Gift Cards & Prepayments.
Applying a Gift Card Credit to an Invoice
If a customer already has a Gift Card credit, here's how to apply it to a current or future invoice. If the customer doesn't have a credit yet, see "Adding a Gift Card to a Customer's Account" above.
Current Invoice
Step 1 — Reduce the Credit
Click Manage under Gift Cards & Prepayments on the customer's Billing page.
Step 2 — Add a Gift Card Credit Record
Click + New Record, then Gift Card credit record.
Step 3 — Enter a Negative Amount
Enter the amount of the credit being applied.
Important: Add a hyphen so the number is negative — this removes the credit rather than adding to it.
Step 4 — Open the Invoice
Open the invoice from either location:
The Invoices page, by clicking Edit
The customer's Billing page, by clicking Manage, then EditStep 5 - Add Credit
Step 5 — Post the Credit
Click the plus button and choose Post Credit.
Step 6 — Update the Discount Item
Change the Discount Item to your Gift Card discount item (if you don't have one, create a new Discount Item). Enter the Gift Card amount and click Post.
Future Invoice
Step 1 — Reduce the Credit
Click Manage under Gift Cards & Prepayments on the customer's Billing page.
Step 2 — Add a Gift Card Credit Record
Click + New Record, then Gift Card credit record.
Step 3 — Enter a Negative Amount
Enter the amount of the credit being applied.
Important: Add a hyphen so the number is negative — this removes the credit rather than adding to it.
Step 4 — Edit the Payment Plan
On the customer's Billing page, scroll to Active/Future Enrollments, then to the Future Invoices and Payment Plans box. Click Edit next to the payment plan you want to update.
NOTE: If there's more than one payment plan, use the stepper at the top (for example, "1 / 2") to confirm you're on the correct one.
Step 5 — Add the Credit
Under Scheduled/Installment/Subscription Payments, click the blue dollar sign next to the charge item (for example, Class Fee).
Step 6 — Update the Discount Item
Change the Discount Item to your Gift Card discount item (or create a new Discount Item if needed). Click the pencil icon to edit the discount name.
Enter the discount amount and click Save.
Troubleshooting — When a Recipient's Email Doesn't Work
If a Gift Card recipient's email address is inactive, inaccessible, or was entered incorrectly, follow these two steps (both actions are covered in more detail above).
Step 1 — Invalidate the Original Gift Card
Invalidate the Gift Card as described in "Managing Gift Cards" above; a reason is required.
Step 2 — Create a New Gift Card
On the Unredeemed tab, click the plus sign to create a new Gift Card with the correct email address, as described in "Creating a Gift Card" above.
