Gift Cards

Admin

Gift cards are stored-value cards that customers purchase and redeem toward future sales. The admin panel provides tools to create gift cards (individually or in bulk), track balances and transaction history, void or expire cards, and export data.

Feature flag required

Gift cards are only available when Enable Gift Cards is enabled in your store settings. Navigate to Settings > Edit Settings > Operations tab and toggle on Enable Gift Cards.

---

Accessing Gift Card Management

1. Log in to the Admin Panel.
2. Navigate to Gift Cards (available when the feature flag is enabled).
3. The gift card index page loads with a list of all gift cards.

---

Creating Gift Cards

Creating a Single Gift Card

1. Click New Gift Card.
2. Fill in the details:

Field	Required	Description
Amount	Yes	The initial balance loaded onto the card.
Customer	No	Optionally link the card to a customer account.
Recipient Name	No	Name of the gift card recipient (for gifted cards).
Expires At	No	Optional expiration date. Leave blank for no expiration.
Notes	No	Internal notes about the card.

3. Click Create Gift Card.
4. A unique card number is auto-generated (format: GC followed by 12 characters).

Bulk Creating Gift Cards

To create multiple gift cards at once:

1. Click Bulk Create.
2. Enter the quantity of cards to create.
3. Enter the amount per card (all cards in the batch will have the same starting balance).
4. Optionally set an expiration date.
5. Click Create.
6. The system generates the specified number of gift cards, each with a unique card number.

Bulk for promotions

Bulk creation is useful for promotional events, holiday gift card displays, or corporate gift card programs. All cards in a batch share the same denomination and expiration.

---

Gift Card Statuses

Status	Meaning
Active	Card has a balance and can be used for purchases or reloaded.
Used	Card balance has been fully redeemed ($0.00 remaining).
Expired	Card has passed its expiration date.
Voided	Card has been manually voided by an admin. Balance is forfeit.

---

Viewing Gift Card Details

1. Click on a gift card in the list to open its detail page.
2. The detail page shows:
   • Card Number and current Status
   • Original Amount and Current Balance
   • Issued By (the user who created the card)
   • Issued At (creation timestamp)
   • Customer (if linked)
   • Recipient Name (if set)
   • Expires At (if set)
   • Notes

Transaction History

Below the card details, a complete transaction history is displayed:

Column	Description
Date	When the transaction occurred.
Type	Activation, Redemption, Reload, Void, or Adjustment.
Amount	The transaction amount (positive for loads, negative for redemptions).
Balance After	The card balance after this transaction.
User	Who performed the transaction.
Notes	Any notes attached to the transaction.

---

Voiding a Gift Card

To permanently disable a gift card:

1. Open the gift card detail page.
2. Click Void Card.
3. Enter a reason for voiding.
4. Confirm the action.
5. The card status changes to Voided and the remaining balance is forfeit.

Voiding is permanent

Voided gift cards cannot be reactivated. Any remaining balance is lost. Use voiding for lost, stolen, or fraudulent cards.

---

Expiring Gift Cards

If a gift card has an expiration date set:

• The system automatically checks and updates the status to Expired when the date passes.
• Expired cards cannot be used for purchases.
• Cards without an expiration date never expire.

Cards that are expiring soon can be filtered in the gift card list to review and communicate with customers if needed.

---

Filtering and Searching

The gift card index page provides filters to narrow the list:

Filter	Options
Status	Active, Used, Expired, Voided
Search	Search by card number, customer name, or recipient name
Date Range	Filter by issue date

---

CSV Export

To export gift card data:

1. Navigate to the gift card index page.
2. Apply any desired filters.
3. Click Export CSV.
4. A CSV file downloads containing all matching gift cards with their details: card number, status, original amount, current balance, customer, issued date, and expiration date.

---

Best Practices

• Set expiration dates if required by local regulations or store policy. Some jurisdictions restrict gift card expiration.
• Review expiring cards periodically and reach out to customers with expiring balances.
• Void lost or stolen cards immediately to prevent unauthorized use.
• Link to customers when possible to help with balance inquiries and customer service.
• Track bulk batches using consistent notes (e.g., "Holiday 2026 Promo") for easy identification.

---

What's Next?

• Gift Cards (POS Guide) -- How cashiers use gift cards at the register.
• Feature Flags -- Enable or disable gift cards.
• Activity Logs -- Track gift card-related actions.