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Gift cards (portal)

The back-office view of gift cards — statuses, the list, outstanding liability, and opening a card.

A gift card is a single-use voucher a customer buys and later redeems in store. Cards are normally sold and redeemed at the till — that's the everyday workflow. This portal page is the back-office view: every card, the money you owe, and support actions (manual issue, void, resend).

You find it under Promotions → Gift cards.

Note

Gift cards must be switched on for your account. If you don't see this page, ask your account manager.

Tip

Selling and redeeming happens on the till. See Sell a gift card at the till and Redeem a gift card at the till. When a card won't go through, see Troubleshooting gift card redemption.

Card statuses

Every card is in one of these states:

  • Active — issued and ready to be redeemed.
  • Reserved — being used in a sale right now.
  • Used — already redeemed.
  • Voided — cancelled by you; can't be redeemed.
  • Expired — past its expiry date.

Outstanding liability

At the top of the page is the outstanding liability figure: the total value of all your active and reserved cards. That's the money you still owe to gift-card holders. It's calculated across every card you have, not just the ones shown in the list, so it stays accurate however many cards you've issued.

The card list

Each row carries the code, status, value, customer email (if any), and when it was issued — manual cards are marked "(manual)". You can sort, search by code or customer, and export the list to CSV.

To void one or more cards from the list, select them and use the Void button in the bar at the bottom. Only active and reserved cards can be voided; used, expired and already-voided cards can't.

If you have more than one site

Cards record where they were sold. The list gains a Site sold at column and a site filter at the top of the page, and picking a site narrows both the list and the outstanding-liability figure to the cards sold there.

Note

Filtering changes what you're looking at, not what a card can do. A card sold at one venue is still redeemable at any of your tills — that's what the code on the customer's email says, and it hasn't changed.

Two things worth knowing about the filtered figure:

  • Cards sold before your second site existed, and cards you issue manually from the portal, have no site — they show a dash and only appear under All locations. So per-site figures won't add up to your total, by design.
  • The site is where the card was sold, not where it was spent. A card's detail page History shows where each event happened.

If you trade from one venue, none of this appears — no column, no filter, nothing to configure.

A card's detail page

Click a row to open its detail page. It shows the full card: value, currency, when it was issued and when it expires, the customer email, whether it came from a till sale or was issued manually, and — for used cards — when and on which order it was redeemed.

Below that is a History timeline of everything that's happened to the card (issued, reserved, redeemed, voided, emailed, and wallet-pass events).

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