What is in this article:

This article has information on:

  • Why may you need to edit a gift card balance?
  • Who can edit the balance?
  • Important notes before you begin to edit the balance
  • Methods to edit the balance - from the Appointment Book and Guest Profile

Why may you need to edit a gift card balance?

There are times when you may need to edit the gift card balance to retain a guest or upsell a new service. For instance, when a service does not meet the guest expectations, you could compensate it by increasing the gift card balance.
However, editing the balance is not just restricted to these scenarios - it could be for any reason your center may think apt as a resolution for the guest.

Who can edit the balance?

Organizations usually restrict the rights to edit a gift card balance to the manager role. To add required permissions to specific employees so that they can edit a gift card balance, contact Support. 

Before you begin...

The gift card details get stored under the card purchaser’s name, and not under the recipient’s name. So, when you need to edit the gift card balance, search for the card under the purchaser’s name.

How to edit the balance?

Use one of the following methods to edit a gift card expiry date:

Method 1: From the Guest Profile

Note: If the gift card number in the Code field is masked, then you must first obtain the gift card number from the guest, click the Code field, and then enter the gift card number. Only then will you be able to edit the gift card expiry date.
In situations when the guest is unable to provide the gift card number, you can ask a staff member with the required permission (by default, the owner role has the permission enabled) to look up the number from the guest profile.

  1. Navigate to the guest's profile and click the Gift Card tab.
    The history of all the gift cards purchased and received by the guest appears.
  2. Click the card balance amount that you want to edit.
    Note: If you do not see the balance as a link, it means that you do not have the required permission to edit the balance.
  3. In the Update Gift Card Balance window, enter the new balance.
    You must enter the total amount after you have added the new balance to the existing balance.
    Example: If the existing balance if $100 and you add $50 to it, then you must enter $150 in the new balance field.
    Note: If the price and value are different, then the new balance is added to the value of the gift card. The price of the card does not change.

    4. In the Comments field, add any useful notes.

    5. Click OK.
The gift card balance is updated and you can now view the modified gift card balance when taking the payment in the POS window.

Method 2: From the Appointment Book

  1. Open the Appointment Book.
  2. Click an open slot on the Appointment Book and select Prepaid/Gift Card Details from the context menu.
    The Prepaid/Gift card details window opens.
  3. In the Enter Code field, enter the gift card number provided by the guest, and then click Show.
    The Prepaid Card/Gift Card Details window opens.
    To learn more about the other fields in this window, read: Viewing  Gift Card Details from the Appointment Book.  
    Note:
    In cases where the guest is unable to provide the number, you can ask a staff member with the required permission (by default, the owner role has the permission enabled) to look up the complete gift card number from the guest’s profile.
  4. Click the balance link beside the Balance field.
    The Update Gift Card Balance window appears.
  5. Enter the new balance.
    You must enter the total amount after you have added the new balance to the existing balance.
    Example: If the existing balance if $50 and you add $50 to it, then you must enter $100 in the new balance field.
    Note: If the price and value are different, then the new balance is added to the value of the gift card. The price of the card does not change.
  6. In the Comments field, add any useful notes.
  7. Click OK.
    The gift card balance is updated and you can now view the modified gift card balance when taking the payment in the POS window.

See Also

Edit a Gift Card Expiry Date

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