Gift Card Overview: Creating/Redeeming/Managing Gift Cards

Overview of the Gift Card Feature

Creating Gift Cards

Redeeming & Reloading Gift Cards

Managing Gift Cards

Using Gift Cards for Club Shipments

Frequently Asked Questions


Brief Overview of Gift Cards

Gift Cards Overview: Brief Summary of Types and How They Work

  • Virtual Gift Cards

    • Can be purchased Online or via the POS
    • Transaction is tendered/Order is created
    • Can be redeemed Online or via the POS
    • A Gift Card Code is used for redemption (no physical card is provided to the Recipient).
  • Physical Gift Cards

    • Can only be purchased via the POS
    • Transaction is tendered/Order is created
    • Can be redeemed Online or via the POS
    • A physical plastic card (which displays a Gift Card Code) is provided to the Customer
  • Reloading Existing Gift Cards

    • Both Virtual and Physical Gift Cards can be Reloaded via the POS
    • Transaction is tendered/Order is created
    • Reloaded Gift Cards can be redeemed both Online or via the POS
  • Manual Creation/Reloading of Gift Cards

    • Gift Cards can be manually created in the Admin Panel
    • Gift Cards can be manually reloaded in the Admin Panel
    • Transaction is NOT tendered/Order is NOT created

Creating a Virtual Gift Card

When a Customer purchases a Virtual Gift Card, Commerce7 sends an auto-generated 16-digit Gift Card Code to the Recipient's email address. The Recipient can then use the Gift Card by copy/pasting the Code to the Gift Card field in the checkout process.

  1. Start by navigating to Store > Products > select Add Product > select Gift Card.

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  2. Next, complete all the associated fields in the Product setup. For more information about these fields and adding products, click here.
  3. When setting up a Gift Card, you will have an additional drop-down under the content area to specify the Gift Card Type, select Virtual. 

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  4. ⚠️ When creating Virtual Gift Cards remember to uncheck the Shippable Product in the Product setup.

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  5. If you want to offer different Gift Card quantities, we recommend creating one Virtual Gift Card product and setting up the values offered as Product Variants. For example: "Gift Card" would be the Product Title and the product Variants would be "$25", "$50" etc. 
    (Note that you will only be able to enter one Variant when you first are setting up the Product. After you 'Save', you'll be able to go back and add additional Variants).

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  6. On the right side of the screen, define where it can be sold: Web and/or POS. Note that Gift Cards cannot be sold via the Admin Panel.
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  7. Add it to the applicable Collection(s). If you would like to learn more about Collections, click here. 

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  8. Choose the Customers who can purchase the Gift Card.
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  9. Click Save.

Creating a Physical Gift Card Product 

Physical Gift Cards can be sold in the Tasting Room. You will need to work with a Gift Card vendor to create and encode plastic Gift Cards. Each Physical Gift Card must have a unique code. See a list of vendors here.

You cannot sell Physical Gift Cards online or as an Inbound (Admin) order. Processing a Physical Gift Card Order through the Inbound channel will NOT allow you to add a custom code. Physical Gift Cards must be processed through the POS only.

    1. Start by navigating to Store > Products > select Add Product > select Gift Card.

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    2. Next, complete all the associated fields in the Product setup. For more information about these fields and adding Products, click here.
    3. When setting up a Gift Card, you will have an additional drop-down under the content area to specify the Gift Card Type, select Physical. 

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    4. ⚠️ When creating Physical Gift Cards remember to uncheck the Shippable Product in the Product setup. 

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    5. If you want to offer different Gift Card quantities, we recommend creating one Virtual Gift Card product and setting up the values offered as Product Variants. For example: "Gift Card" would be the Product Title and the product Variants would be "$25", "$50" etc. 
      (Note that you will only be able to enter one Variant when you first are setting up the Product. After you 'Save', you'll be able to go back and add additional Variants).

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    6. On the right side of the screen, define where it can be sold: Physical Gift Cards can only be sold via the POS, so be sure to mark the Web Status as 'Not Available' and POS as 'Available'. Note that Gift Cards cannot be sold via the Admin Panel.
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    7. Add it to the applicable Collection(s). If you would like to learn more about Collections, click here. 

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    8. Choose the Customers who can purchase the Gift Card.
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    9. Click Save.

    Redeeming Virtual and Physical Gift Cards on the POS and on the Web

    Gift Card Code can be looked up through the Admin panel under Store > Gift Cards

    Once you have selected Charge Order on the POS, Payment options will appear based on what you have set up. Select Gift Card as the Payment option. 

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    A field will pop up to enter or scan the Gift Card Code and then select Search. 

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    Next, review the Customer, Gift Card number, Status and current balance. There is an option to edit the Amount Tendered. When all the information is correct select Use Gift Card. 

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    If the Gift Card is registered to a Customer, only that Customer can redeem that Gift Card code. The Customer has to be assigned to the Cart before processing Payment. If the Gift Card isn't assigned to a Customer it can be redeemed for any Order.


     

    Redeeming Virtual and Physical Gift Cards on the Web

    You can use Gift Cards as a payment method for Web and POS orders only. Gift Cards can't be used as payment for Inbound (Admin panel) Orders. 

    Virtual and Physical Gift Cards can be redeemed on the Web by entering the Gift Card code during the checkout process. This field is available once the Customer selects Proceed to Checkout and clicks the Edit link in the Payment section.

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    The customer will be prompted to enter their Gift Card code to complete the purchase.

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    A credit card can be used if there is a remaining balance and an Order Confirmation transaction email will trigger with a Payment Summary. 


    Physical Plastic Gift Card Vendors

    There are many companies that sell plastic Physical Gift Cards that can be encoded with a barcode. There are three requirements for Physical Gift Cards to work with the system:

    1. Gift Cards must be serialized with all unique codes.
    2. The code must have a minimum of 10 characters.
    3. The code can have a maximum of 256 characters.

    Here are a few recommended Vendors:


    Reloading Existing Gift Cards via the POS or from the Admin Panel

    Physical and Virtual Gift Cards can be reloaded from the POS and Admin Panels. They cannot be reloaded from the Web.

    Reloading gift cards from the POS (This will charge the Customer for the credits and will generate an Order).

    1. Go to Dashboard > Store > Gift Cards and locate the Card that you would like to reload. 
    2. Copy the Code and navigate to the POS.
    3. Select the Gift Card Product on the POS. If your Gift Card Product is setup with Product Variants, use the drop down menu to select the Gift Card value you want to reload onto the Gift Card.
    4. Check the box to Reload Existing Gift Card and then enter the Gift Card code into the Gift Card Code field. Then select Add Gift Card.

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    5.   You will be prompted to enter a Payment method and an Order will be generated.


    Reloading Gift Cards from the admin panel (this will NOT generate an Order or charge the Customer for the added credits).

    1. Go to Store > Gift Cards > search and select the gift card you want to reload.
    2. Click on the Transactions tab.

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    3.  Click the Add Transaction button.

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    4.  Enter the amount to add, and then click the Add Transaction button.

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    Creating a Gift Card Manually in Admin - without Tendering a Transaction or Creating an Order

    You can create a Virtual or Physical Gift Card via the Admin Panel. Example scenarios: Gifts for loyal Customers, auctions, etc. It's also ideal if you are migrating platforms and need to add in Gift Cards from your old system. 

    !! When you create a Gift Card manually in Admin, a Transaction is NOT tendered and an Order is NOT created !!

    Issuing a Virtual or Physical Gift Card from the Admin Panel does NOT automatically email the Customer with the Gift Card Code. 

    Start by navigating to Store > Gift Cards > select Add Gift Card. 

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    Next, complete the fields in order to issue the gift card;

    • Register to Customer (optional) - You can register a Gift Card to a Customer and then only that Customer can redeem the Gift Card. If no Customer is selected, anyone can use the Gift Card Code. 
    • Title - Give the Gift Card a Title
    • Code - Enter the Code you want to use or leave this field blank if you want the system to auto generate the Code. 
    • Type - Select Virtual or Physical 
    • Status - Select Active or Inactive 
    • Initial Amount - The starting balance of the Gift Card 
    • Expiry Date (optional) - The expiration date for the Gift Card, if there is one
    • Notes - Free form field for notes related to this Gift Card 

    When you click into a Gift Card, you will see a main section with all the Gift Card information (i.e. number, Code and balance). Below that will be a list of Transactions.

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    Managing your Gift Cards

    Go to the Gift Cards screen to see/edit information and transactions associated with all Gift Cards in your system.

    Go to the Dashboard > Store > Gift Cards 

    • See all of your issued Gift Cards in one place
    • View running balances
    • Assign a Gift Card to a Customer
    • Manually create a Transaction (adding/subtracting value to a Gift Card). 
      Transaction is NOT tendered/Order is NOT created
    • Manually create a Gift Card - Creating a Gift Card this way does not create an Order.
      Transaction is NOT tendered/Order is NOT created
    • View Gift Card Codes


    Using Gift Cards for Club Shipments

    A Club Membership can be setup to use any available Gift Card balance, as long as the Gift Card is assigned to the Club Member. 

    Step 1:

    Important: Gift Card must be assigned to the Club Member. Here's how to check:

    1. Go to Store > Gift Cards
    2. Search for the Gift Card in question and click into it
    3. If the Club Member is already assigned to the Gift Card, continue to the next step below.
    4. If the Gift Card does not have Customer assigned, then click on the Edit Gift Card button in the lower right.
    5. In the Register to Customer field, search for the Club Member and click the Save Gift Card button. Once this is done, continue to the next step below.

     

    Step 2:

    Go to Club > Memberships > search for and select the Club Member, then scroll to the bottom under the Tenders section. 

    The Gift Card status will be in bold. Select Change to edit the Status:

    • To Use - Use any available balance on Gift Card(s) assigned to that Club Member for Club Shipment payment.
    • Don't Use - Do not use available Gift Card(s) assigned to the Club Member for Club Shipment payment.

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    Once you set a Club Membership to Use Available Gift Cards, it will automatically use the balance on any Gift Card(s) assigned to that Club Member when their Club Shipment is processed (using both automatic or manual processing).

    If more than one Gift Card is assigned to the Club Member at the time of Club Shipment processing, the oldest Gift Card will be used first. 

    How it Works: When viewing the Club Shipment in Step 3 of the Package, the Club Member's credit card on file will appear. Any balance on Gift Card(s) that are assigned to the Club member will be used when processing their Club Shipment. Any remaining balance for the Club Shipment will be charged to the credit card on file. 

    To view the payment details after the Club Shipment is processed, navigate to the Order. Select the Payment tab - and there, you will see the tendered payment(s).

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    To view all transactions on a Gift Card navigate to Store > Gift Cards and select the Gift Card that is assigned to the Club Member to view the transactions. 

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    Gift Card FAQ's

    Can you pay for a Club Membership with a Gift Card? 

    A Club Membership can be set to use an available Gift Card balance that is assigned to that specific Customer/Club Member.

    For more information review our documentation on Can You Use A Gift Card for a Club Membership

    Can you redeem a Gift Card on an Inbound (Admin) Order? 

    Currently you cannot redeem a Gift Card on an Inbound (Admin) Order.

    Are Gift Cards re-loadable? 

    Yes, Gift Cards are re-loadable. Learn how here

    Can you pay for a Gift Card with a Gift Card? 

    No, you cannot use a Gift Card to pay for another Gift Card. 

    Can you discount Gift Cards?

    Yes, Gift Cards are like other Products in Commerce7 and can be listed in a Collection or list individually when setting up your Promotions and Coupons.

    Can you assign a Customer after creating the Gift Card? 

    Yes. You can assign a Gift Card to a Customer at anytime. Go to Store > Gift Cards and select the applicable Gift Card. Select Edit Gift Card. Search the Customer's name and re-save the Gift Card. Note: Once card has been assigned to a customer it cannot be re-assigned to someone else. If you've mistakenly assigned a Gift Card to the incorrect Customer, you will need to create an entirely new Card.

    Can you transfer gift cards to other Customers?

    No. You cannot transfer Gift Cards between Customers (although a Customer can use their Gift Card Code on any Order).

    Can Customers check their balance from our website? 

    Currently, Gift Card balances cannot be checked online.

    Can you edit a Gift Card Code?

    You cannot edit a Gift Card Code at this time. If you entered an incorrect Code when selling a Physical Gift Card, we would recommend refunding the Order and reprocessing a new Order with the correct Code.

    Can Gift Cards be part of a Product Bundle?

    No. Gift Cards will not function when part of a Product Bundle.  

    Can I create my own Code when manually creating a Gift Card?

    Yes, when creating the Gift Card in the Gift Cards section, you can enter your own Code or leave the field blank for the system to auto generate the Code.

    When refunding Gift Cards, does the Gift Card get refunded automatically?

    When a Refund is done on a Gift Card you will need to process the Refund using External tender and apply a positive value on the gift card under Store > Gift Cards - and make note of Refund.

    How can I export a list of Gift Cards?

    Go to Store > Gift Cards. Select Export at the top above the search bar, then select Export Gift Cards in the window. 

    How can I resend a Gift Card email?

    To resend the Gift Card Code to the Giftee, we would recommend you look copy/paste the Code to an email and send it outside of Commerce7.

    You can find your Gift Card Code by going to Store > Gift Cards and searching for the applicable Order number.

    Why are Gift Cards Quantity Limited to One on the Website?

    In general, we don't expect to see Customers purchasing more than one Gift Card at once. The checkout flow can get a bit messy if we allow multiple gift cards/multiple Gift Card recipient email addresses.

    I created a Price Override on a Gift Card SKU but it didn't generate a Gift Card for the override amount. Why?

    The gift card will generate based on the value entered in the Price field.
    Common scenario: Offer a $100 gift card with a special promotion for 20% off. The result is that your Customer will pay $80 for a $100 Gift Card.