Gift cards

Selling them

1. 1Connect Card online (Stripe, Square or SumUp) in Admin → Business → Payments: gift cards are paid by card.
2. 2In Admin → Business → Payments, under Gift cards, Gift cards is on to start with, at £25, £50 and £100. Change the Amounts (separated by commas), and switch Let buyers choose their own amount on or off (any whole amount from £10 to £1,000).
3. 3Choose How long they last: 6, 12, 24 or 36 months, or always. 12 months is usual. It applies to cards bought from then on.
4. 4Save payment settings.

A Gift cards category on your website

1. 1Admin → Treatments → Categories → Gift cards. Gift cards and Card online need to be on in Admin → Business → Payments.
2. 2Switch it on. Your website gets a Gift cards tab (or category card) with one gift card: its photo, a line about it and “from” your lowest amount, with a Buy now button that opens the basket.
3. 3Tap it to rename it, choose Where it shows (First, straight after Offers, to start with; or Last, after your other categories), and change the description.
4. 4Its photo is a gift card in your colours and logo until you add your own (Add photo, or Photo with AI). Remove your photo to go back to it.
5. 5It isn’t in online booking: gift cards are bought, not booked.

Switching gift cards off

Admin → Business → Payments → Gift cards → Gift cards (On/Off). Off: none are sold on your website (the basket disappears) or created in the app (Sell a gift card and Create gift card are hidden). Gift cards already sold still work until they expire: clients can still pay with them online, you can still take them at the desk, and Gift cards on the dashboard stays, for checking only, while any card still has money on it. Switch it back on at any time.

What they can be used for

Admin → Business → Payments → Gift cards → Can be used for. Any service (the usual), or Chosen categories: tick the categories they can pay for, including No category. It applies to every gift card, old and new, and is checked when one is used, online and at the desk. If a card can’t pay for a service, the client is told what it can be used for, for example “This gift card can only be used for Skin.”

What clients do

1. 1Open the basket (Gift cards in your website’s header, or Buy now on the Gift cards category). It shows an example gift card in your colours: tap an amount, or type their own, and the card updates; then tap Add to basket. Nothing goes in the basket until they do. Each one in the basket shows as an example card in your colours and logo, with its amount, the date it would be valid until and a part-hidden code (the real code is only emailed once it’s paid for).
2. 2For each gift card, choose Email it to me (to print or forward) or Send to someone, with their name and email, and add a message if they like.
3. 3Add their own name and email for the receipt, and tap Pay by card. Up to 10 gift cards at a time.
4. 4Once paid, the buyer gets one receipt email with a PDF receipt attached. Gift cards they bought for themselves are on it in full, drawn like a printed card: your logo (or initials) and colour, its value, the code and the date it’s valid until, so there’s no second email. A gift card for someone else is emailed straight to them with its code, and the buyer’s message on a gift tag under the card; the buyer’s receipt shows it with the code part-hidden and where it was sent.

Creating a gift card yourself

1. 1Dashboard → Gift cards → Sell a gift card, or Finances → Gift cards → Create gift card. (It needs Gift cards: check and sell in your permissions. Everyone has it unless you switch it off for a role or person in Admin → Team → Roles & permissions (or the person’s Access tab).)
2. 2Enter the amount, or tap one of your set amounts.
3. 3Send it to: A client (search by name or email and pick them; they need an email address) or Someone else (type their name and email). Add a message if you like.
4. 4Choose how it was paid for: Card in person, Cash, Bank transfer, or Free (from the business). Paid ones go in Finances under Gift cards, today; free ones don’t, as no money came in.
5. 5Tap Create and send. It’s emailed straight away, the same as one bought on your website, and works the same way: a balance spent online or at the desk.

The basket

A basket button sits in your website’s header, beside the booking button, with how many gift cards are in it; on wider screens it says Gift cards. It shows once card payments are connected and gift cards are on. Switch it off in Admin → Website & messages → Website → Header and menu → Basket → Show the basket, and visitors can’t buy gift cards on your website. The basket is kept in the visitor’s browser until they pay or remove things.

Using a gift card

A gift card holds money, whatever it was bought for, and can be spent over several visits until it’s used up. Online: when booking, choose Pay with a gift card, enter the code and tap Check. It shows what’s on the card; it pays as much of the price as it can, and anything left is paid at the appointment. At the desk: open the booking, tap Take payment, choose Gift card, enter the code and tap Check (or, when booking from a client’s profile with Book service, choose Gift card on the Payment step). Take from the gift card starts at what it can cover; change it if the client wants to keep some. Record payment, then take anything still owed by another method. Cards can’t be used after their date, or for services they can’t be used for; Pulosa says why. Gift cards aren’t for regular appointments.

Where they show up

Finances → Gift cards lists every gift card sold, with what’s left on it out of what it was bought for, Not used yet, Part used or Used up, the code, who bought it and who it’s for, the date it’s valid until, and its history: every time it’s been used (how much, when, by whom, and the appointment), and money added or taken off, with the reason. Cancelled cards are hidden: choose All, including cancelled or Cancelled in the menu to see them. Show card shows it as it looks in the email. At the top: total sold, still to spend, and spent on appointments. Search by code, name or email, or filter. The money from each sale, and money added to a card that was paid for, goes into Finances on the day, under Gift cards. When a gift card pays for an appointment, that appointment’s line leaves out what the card paid (for example “£50.00 on a gift card”), so it isn’t counted twice.

Email again

Email again sends a gift card’s email again, to whoever it went to, with what’s left on it if it’s been part used. It’s on the card in Finances → Gift cards, and in dashboard → Gift cards.

Adjust balance

1. 1Finances → Gift cards → the card → Adjust balance. (It needs Gift cards: change balance and cancel in your permissions: on for managers, and Admin. Switch it on for others in Admin → Team → Roles & permissions.)
2. 2Choose Add money or Take off, and enter the amount.
3. 3Give a reason, for example “Goodwill, appointment overran”. It’s kept on the card’s history and in the audit log.
4. 4Adding money: choose how it was paid for (Card in person, Cash, Bank transfer, or Free). Paid money goes in Finances under Gift cards, today; free money doesn’t.
5. 5Tap Save. A card can’t go below nothing or hold more than 5,000. A used-up card you add money to can be used again.

Undo

Undo, beside a line of a card’s history, reverses it: money spent or taken off goes back on the card, and money added comes off again (and out of Finances, if it was paid for). Undo a use taken by mistake, then change that appointment’s payment too. Money added can only be taken back while it’s still on the card. Undo needs Gift cards: change balance and cancel.

Cancelling a gift card

Tap Cancel card on a card that can still be used, part-used too (it needs Gift cards: change balance and cancel). It can’t be used after that. What was left on it comes out of Finances, and what was spent stays. Cancelling doesn’t send money back: refund a website purchase in your Stripe, Square or SumUp dashboard (whichever took it) first, or give the money back yourself if it was paid at the desk. Gift cards aren’t deleted: the card and its history are kept, marked Cancelled, so your Finances and audit log still add up.