Notes on Admin Gift Card Page
Notes on Admin Gift Card Page
The Gift Cards feature is an unlockable feature for an additional $7/month. Contact us via chat if you are interested.
Admin Users will not be able to put in payment for a Gift Card on the Gift Cards page.
Admin Users can create internal Gift Cards or re-create Gift Cards for failed or wrong email addresses.
When an Admin buys a Gift Card, there will not be a link to an Account on the Unredeemed page.
How to Create a Gift Card
Admin users can only create INTERNAL Gift Cards, meaning they are "purchased" on behalf of the Company and given to Customers. Admins will NOT be able to enter payment for a Gift Card on the Gift Cards page.
Admins can also re-create a Customer's Gift Card for failed or wrong email addresses. Check out this support article to learn how to invalidate and re-create a Customer Gift Card.
Click on Submissions (on the left menu bar) > Gift Cards (if you have the Gift Cards feature unlocked), and follow these steps to create a Gift Card.
Step 1 - Unredeemed Tab
On the Unredeemed tab, click the plus sign. A new window that looks like the Purchase Gift Card page minus the payment section will open.
Step 2 - Fill Out Options
In this new window will be the Gift Card Options:
Amount (select pre-filled amounts or enter a custom amount)
"Recipient Name" and "Sender Name"
Recipient's email address (this is required to purchase)
Optional message to the recipient (this message is included in the Gift Card email)
Step 3 - Submit
Click Submit, and your created Gift Card will be sent!
How to Invalidate or Restore a Gift Card
As an Admin user, you can invalidate Gift Cards, as well as restore Gift Cards. See each section below to learn how to do these actions.
Invalidate a Gift Card
To invalidate a Gift Card means that it will no longer be redeemable. To do this, head to Submission > Gift Cards and the Unredeemed tab. You can click on the three dots to the right of the Gift Card you'd like to invalidate.
When clicking "Invalidate," the following message will appear, showing any money that was used in purchasing the Gift Card you are about to invalidate.
NOTE: Invalidated Gift Cards cannot be redeemed. A reason for invalidating is REQUIRED before being allowed to invalidate the Gift Card.
Possible reasons for invalidating a Gift Card:
The recipient's email address changed or is not accessible
The Gift Card was sent to the wrong email. In this case, an Admin can invalidate the Gift Card and create a new one to the correct email address.
Restore a Gift Card
Click the circular arrow to restore a Gift Card to a redeemable state. The Gift Card moves to the Unredeemed page. This action can also be done in bulk by clicking on the checkboxes of the Gift Cards you want to restore.
How to View Redeemed or Unredeemed Gift Cards
Admin Users can access Gift Cards by going to Submissions (on the left menu bar) > Gift Cards (if the Gift Cards feature is unlocked).
There are three tabs on the Gift Cards page: Unredeemed, Redeemed, and Invalidated. We will describe each of these tabs below.
Unredeemed Tab
On the Unredeemed tab will be the following columns:
Created on
Recipient name
Recipient email address
Amount of gift card
An optional message
Purchaser name
A link to the purchaser's account page (if applicable - Admin purchasers will not have a clickable Account link)
The following are the actions you can take on the Unredeemed Tab:
Resend Email
Admins can resend the Gift Card email to the recipient by clicking on the three dots to the right of the Gift Card. Admins can also invalidate Gift Cards here as well.
Invalidating a Gift Card
When clicking "Invalidate," the following message will appear, showing any money that was used in purchasing the Gift Card you are about to invalidate.
NOTE: invalidated Gift Cards cannot be redeemed. A reason for invalidating is REQUIRED before being allowed to invalidate the Gift Card.
Possible reasons for invalidating a Gift Card:
The recipient's email address changed or is not accessible
The Gift Card was sent to the wrong email. In this case, an Admin can invalidate the Gift Card and create a new one to the correct email address.
Creating a Gift Card
On the Unredeemed page, Admin users can create a Gift Card by clicking the plus sign. NOTE: This will be an INTERNAL Gift Card given on behalf of your Company.
A new window will open that looks like the Purchase Gift Card page minus the payment section (see Purchasing a Gift Card above for how to purchase).
Redeemed Tab
The Redeemed tab is a list of all redeemed Gift Cards. This page shows the following information:
Redeemed on date
Created on date
To name
To email address
Amount of Gift Card
An optional message
From name (what was put on the Gift Card)
"From" (the Account that purchased the Gift Card or the User Account that created the Gift Card)
Invalidated Tab
The Invalidated page lists any invalidated Gift Cards, including the following:
Invalidated on date
Invalidation reason (required)
Created on date
To Name and To email address
Amount of money spent
Optional message (purchaser put on Gift Card)
From name (on gift card)
From (Account name)
Restore - Click the circular arrow to restore the Gift Card to a redeemable state. The Gift Card moves to the Unredeemed page. This action can also be done in bulk by clicking on the checkboxes of the Gift Cards you want to restore.
How to Add a Gift Card Record to an Account
If you have Gift Cards unlocked, as an Admin user, you can easily add a Gift Card record to a Customer's account. Follow the steps below.
Step 1 - Gift Cards & Prepayments
On a customer's Billing page, click on "Manage" under "Gift Cards & Prepayments."
Step 2 - New Record
Select "New record" then "Gift card credit record."
Step 3 - Enter Amount
On the next screen, enter the amount, then click "Submit."
The Gift Card record will appear in the "Gift Cards & Prepayments" under "History."
How to Add a Gift Card Credit to an Invoice
If you need to add an existing Gift Card Credit to either a current Invoice or a future Invoice (Payment Plan), here's how. If you haven't already have a Gift Card record or credit, see this article for how to add one as an Admin user.
Current Invoice
Follow these steps to add a Gift Card Credit to a current Invoice:
Step 1 - Manage Credit
To reduce the Gift Card Credit, click on "Manage" under "Gift Cards & Prepayments" on the Customer's Billing page.
Step 2 - Add a Gift Card Credit Record
Next, click "+ New Record" and then "Gift Card credit record":
Step 3 - Add Amount
Enter the amount of the Gift Card Credit.
IMPORTANT: Add a hyphen so that the number is a NEGATIVE amount. This way you are taking away the credit and not adding to it.
Step 4 - Edit the Invoice
Open the Invoice from one of these locations:
The Invoices page by clicking "edit"
The Customer's Billing page by clicking "Manage" then "Edit"
Step 5 - Add Credit
Click the plus button and choose "Post Credit."
Step 6 - Change the Discount Item
Change the Discount Item to your Gift Card Discount Item. If you don't have one, learn how to create a new Discount Item here. Enter the amount of the Gift Card and click Post.
Future Invoice
Follow these steps to add a Gift Card Credit to a future Invoice:
Step 1 - Manage Credit
To reduce the Gift Card Credit, click on "Manage" under "Gift Cards & Prepayments" on the Customer's Billing page.
Step 2 - Add a Gift Card Credit Record
Next, click "+ New Record" and then "Gift Card credit record":
Step 3 - Add Amount
Enter the amount of the Gift Card Credit.
IMPORTANT: Add a hyphen so that the number is a NEGATIVE amount. This way you are taking away the credit and not adding to it.
Step 4 - Edit the Payment Plan
On the Enrollee's Billing page, scroll down under "Active/Future Enrollments" to the Future Invoices and Payment Plans box. Click on the Edit button beside the Payment Plan you want to edit.
NOTE: If there is more than one Payment Plan, you will see a stepper at the top where you can scroll through the Payment Plans (E.g., "1 / 2"). Be sure you are on the correct Payment Plan before editing it.
Step 5 - Add Credit
Under "Scheduled/Installment/Subscription Payments," click the blue dollar sign beside the Charge Item (i.e., "Class Fee")
Step 6 - Change the Discount Item
Change the Discount Item to your Gift Card Discount Item. If you don't have one, learn how to create a new Discount Item here. Enter the amount of the Gift Card and click Post.
Edit the Discount name by clicking the pencil icon.
Add the amount of the Discount and click Save.
Gift Card Email Troubleshooting
What to Do If a Gift Card Recipient's Email Doesn't Work
If a Gift Card recipient tells you their email address is no longer active, not accessible, or was put in incorrectly, have no fear! Here are the steps you need to take.
Step 1 - Invalidate the Original Gift Card
First, you will need to invalidate the Gift Card. When clicking "Invalidate," the following message will appear, showing any money that was used in purchasing the Gift Card you are about to invalidate.
NOTE: Invalidated Gift Cards cannot be redeemed. A reason for invalidating is REQUIRED before being allowed to invalidate the Gift Card.
The invalidated Gift Card will show up on the Invalidated page. If you need to restore the Gift Card to a redeemable state, click the circular arrow. The Gift Card will then move to the Unredeemed page.
Step 2 - Create a New Gift Card
On the Unredeemed page, create a Gift Card by clicking the plus sign. A new window will open that looks like the Purchase Gift Card page minus the payment section (see Purchasing a Gift Card above for how to purchase).
How to Resend the Gift Card Email
If a Gift Card recipient loses the Gift Card email, Admins can resend the email. Follow these steps.
Head to the Submissions page (on the left menu bar) > Gift Cards
On the Unredeemed tab, click on the three dots to the right of the Gift Card and then "Resend Email."
