Setting up Gift Cards


Overview

Note: This article assumes that tax is not charged on the sale of gift cards. If your organization or center charges tax on gift card sale, refer to Setting up Taxed Gift Cards.

Before you sell gift cards, they must first be configured in the Zenoti system. The gift card setup establishes the framework for the sale and redemption of gift cards in the point of sale (POS) and online.

In Zenoti, you can manage the behaviour of gift cards at two levels: organizational level and center level. You can accomplish the following from each of these levels:

  • Organization level: Gift Card settings enabled or disabled at this level impact all the centers in the organization. The organization level gift card settings enable you to do the following:
    • Enable or disable the sale of gift cards sale at your organization
    • Auto generate gift card number in the POS
    • Allow display of purchased and received gift cards of the guest in
      the POS
    • Allow refunds on payments made using gift cards
    • Restrict or allow your front desk staff to view gift card numbers
    • Enable the sale of different price and value gift cards
      Note: Gift cards by default are sold with equal price and value. Using this feature you can enable the sale of different price and value cards. Read: What is Price and Value in a Gift Card?
    • View the default and optional items that are redeemable using gift cards

    To configure organization level gift card settings jump to Organization level settings

  • Center level: At the center level, you can control the sale of gift cards in a center (for redemptions, you must navigate to the organization level). The center level gift card settings enable you to do the following:
    • Allow gift card sale in the POS for the center
      Note: If the organization does not allow the sale of gift cards, then the center cannot sell gift cards even if the gift card sale setting is enabled at the center.
    • Specify gift card validity period

    To configure center level gift card settings jump to Center level settings

Organization Level Settings

To set up gift cards at the organization level, follow these steps:

  1. Navigate to the settings:
    1. Ensure you are at the organization level.
    2. Navigate to Admin > Organization > Organizations.
    3. Click the Settings tab.
  2. Enable gift card sale: To enable sale of gift cards for your organization, expand the General section and scroll down to Enable gift cards and select this check box.
    Note: To enable the sale of gift cards for a center, the Allow gift card sale in POS check box must also be enabled at the center level. Jump to: Allow gift card sale in POS.
  3. POS settings: Here you will find settings that pertain to the behaviour of gift cards at the POS.
    To view these settings, expand the Invoice & Receipts section and scroll down to the Gift Card Settings.
    The following settings are available:
    • Auto generate gift card number: This check box is clear by default. Select the field to automatically generate card numbers in the POS. If not selected, the gift card number needs to be entered manually at the POS.
      ImportantOnce selected this feature cannot be turned off. Contact Support to clear this check box.
      • In the Gift Card Number Start Value field, enter the first gift card code number of your choice. Zenoti then, serially assigns gift card numbers to each gift card sold in POS.
        Note: If this check box is already enabled, the system displays the last generated gift card value.
    • Show purchased and received giftcards in POS: Select this check box to display purchased and received gift cards’ information in the POS while taking a payment.

      Example: The image below is a sample of how purchased and received gift cards information displays in POS.
      You must click the gift icon to view the information.
    • Allow gift card amount to be refunded to same card: This check box is clear by default.
      Select the check box to allow refunds on payments made using gift cards.
    • Mask the gift card numbers to all users: To restrict access to gift card numbers from your front desk staff, select this checkbox.
      maskgc.jpg
      Note: Once this option is enabled, Zenoti masks the on-screen display of gift card numbers in screens such as the POS, guest profile, and invoice. Only the last two digits are displayed and the remaining digits are masked with an asterisk (*). Only employees with the required permission can view complete gift card numbers.
      To learn more about this setting, the permission, and the impact of this setting in Zenoti, read: Masking Gift Card Numbers.

      The checkbox is clear by default. This allows your front desk staff to view the gift card numbers.
  4. Redemption settings: Gift cards are sold either with the same price and value or with different price and value. You can redeem only the items that you configure here with the gift cards. Read: What is Price and Value in a Gift Card?
    To view or modify the redemption settings, in the Invoice & Receipts section, scroll down to Gift cards without tax.
    The following settings are available:
    • Same Price and Value: By default, the items below are enabled for redemption and no manual change is possible. You can use gift cards with same price and value to pay for:
      • Services (including tax)
      • Day packages, series or custom packages (including tax)
      • Memberships Pre-paid cards (including tax)
      • Gift cards (including tax)

        • Allow to pay for: By default, the Products check box is clear. However, you can allow gift cards to be redeemed on the purchase of Products. To enable this option, select Products from the Allow to Pay for drop-down.
    • Different Price and Value:
      • Allow gift cards with different price and value: Select this check box if you want your organization to sell gift cards that are purchased at a certain price, but provide a different redemption value. Read: What is Price and Value in a Gift Card?
      • Enforce manager authorization: Select this check box if the sale of different price and value cards require manager authorization in POS.
      • Allow to pay for: By default, the different price and value cards can be redeemed for services and day packages. The check boxes cannot be cleared manually.
        Redemption on Products, Membership, and Tips is disabled by default. However, they are available as optional items; to enable them, select Products, Membership, or Tips from the Allow to pay for check box.


Center Level Settings

To setup gift cards at the center level, follow these steps:

  1. Navigate to the settings:
    1. Ensure you are at the center level. On the main menu click the Admin tab.
    2. In the Admin Dashboard, go to Organizations > Centers.
    3. In the Manage Centers page, click the center Name.
    4. In the Edit Center page, click the Settings tab.
  2. Expand the Invoice & Receipts folder, and scroll down to the below fields:

    • Allow gift card sale in POS: Enable this check box to allow gift card sale in the POS.
      Note: If this check box is not selected, then gift cards do not display as a tab in the POS.
    • Set up expiry period: You can sell gift cards with unlimited validity period, or sell them with a default validity period (in days).
      • Clear this check box if you want to sell gift cards without an expiry date. This means that the gift card could be used at any time in the future, without any expiry date. The card appears as “Never Expires” in the guest profile.
      • Select this check box if you want a default expiration date for all gift cards sold.
        Once selected, the below text box appears:
        Default validity period in days: Enter the default validity of the card in days.
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