This guide shows you how to keep track of and send out physical gift cards when a guest purchases one online.
When a physical gift card has been purchased, you can keep track of it from an email notification each time a sale is made or by checking sales of physical gift cards in Venue Manager.
Receive a notification of sales
From Settings > Account > Venue settings in Venue Manager, you can enable an option to receive an email confirmation (like below) each time a purchase is made, which includes gift cards. Learn more
When you receive an email confirmation for a physical gift card, it will include the recipient details, delivery information, purchaser details and a link to the booking ID to view the gift card details.
Check sales of physical gift cards
Alternatively, if notifications are not preferable, you can see how many physical gift cards have been purchased in ROLLER.
- From Venue Manager, go to Products > All products.
- For the particular gift card, select the options menu (3 dots) and select View gift cards.
- Search by typing in the name or gift card ID in the search bar or you can Sort Descending on the Purchase Date column to show the most recent purchases.
To make things easier, adjust the settings for the columns on display to show the delivery method (eg physical or online) and the 'Is Sent' column.
Don't be alarmed if any online gift cards has the 'Is Sent' status set to No. All digital gift cards are automatically sent out according to what is scheduled. This functionality is only for staff to use internally to keep track of any physical cards issued.
Once you have located the gift card, select the options menu (3 dots) and select View gift card to open the record.
Edit your gift card
This will open up the gift card details in the Booking ID. From here, the following options can be edited to organize when sending out physical gift cards to guests.
- Gift card ID - If the physical gift cards do not have a unique identifying number, write down the Gift Card # from ROLLER onto the printed voucher. Otherwise, if you are using physical gift cards with preprinted unique numbers, change the Gift Card # on the ROLLER system to match the gift card you are sending out
- Once the physical gift card(s) have been sent to the recipient, select the 'Is Sent' checkbox - this serves as a physical reminder that sending out the gift card has been actioned for yourself and other staff so as not to double up on gift cards issued
Select Save and the Timeline will be updated with any changes that were made