Gift Cards

Gift cards drive revenue and bring in new customers. This guide covers setting up and managing your gift card program.

Gift Card Setup

Enabling Gift Cards

Gift Card Options

Configure how gift cards work:

Selling Gift Cards

Online Sales

Customers can purchase gift cards from your booking page:

1. Customer selects gift card
2. Chooses amount
3. Enters recipient details (for email delivery)
4. Completes payment
5. Gift card is delivered via email

In-Person Sales

Sell gift cards at your location:

Physical Gift Cards

If you use printed cards:

1. Purchase pre-printed cards with codes
2. Import codes into Bookwell
3. Activate when sold
4. Customer receives physical card

Gift Card Types

Standard Gift Cards

Fixed or custom value, redeemable for any service.

Service-Specific Cards

Valid only for specific services:

• "60-Minute Massage Gift Card"
• "Facial Treatment Gift Card"

Create these as products with service restrictions.

Promotional Cards

Gift cards issued for marketing:

• Referral rewards
• Compensation for issues
• Loyalty rewards

These can have special rules (expiration, restrictions).

Managing Gift Cards

Viewing Gift Cards

See all gift cards at Gift Cards:

• Filter by status (active, used, expired)
• Search by code or customer
• View balance and history

Gift Card Details

Each card shows:

• Unique code
• Original amount
• Current balance
• Purchase date
• Purchaser information
• Recipient information
• Transaction history

Adjusting Balance

If needed, manually adjust balances:

1. Open the gift card
2. Click Adjust Balance
3. Add or subtract amount
4. Enter reason
5. Save

Redemption

During Booking

Customers enter gift card code at checkout:

1. Customer adds services to booking
2. Enters gift card code
3. Balance is applied
4. Any remaining cost charged to card
5. Gift card balance updated

At Point of Sale

For in-person redemption:

1. Open the appointment
2. Add payment
3. Select Gift Card
4. Enter or scan code
5. Apply to balance

Partial Redemption

Gift cards support partial use:

• Use portion of balance
• Remaining balance stays on card
• Customer can use later

Expiration

Setting Expiration Policy

Configure in Settings > Gift Cards:

• Never expire - Cards valid indefinitely
• Fixed period - e.g., 12 months from purchase
• Calendar year - Expire at year end

Handling Expired Cards

Options for expired cards:

• Automatically void
• Allow grace period
• Require admin approval to extend
• Convert to promotional credit

Reporting

Gift Card Reports

Track your gift card program:

Financial Tracking

Gift card revenue considerations:

• Initial sale is liability, not revenue
• Revenue recognized when redeemed
• Expired cards may become revenue
• Consult accountant for proper treatment

Notifications

Purchase Notifications

When a gift card is purchased:

• Email to purchaser (receipt)
• Email to recipient (with code)
• Admin notification (optional)

Reminder Notifications

Optional reminders:

• Balance available for recipient
• Expiration approaching
• "Did you know you have a gift card?"

Troubleshooting

Code Not Working

Check:

1. Is the code entered correctly?
2. Has the card been activated?
3. Is there sufficient balance?
4. Has the card expired?
5. Are there service restrictions?

Balance Discrepancy

If balance seems wrong:

1. View transaction history
2. Check for partial redemptions
3. Look for adjustments
4. Verify original amount

Customer Lost Code

If customer loses their gift card code:

1. Look up by purchaser email
2. Verify identity
3. Resend gift card email
4. Or issue replacement

Best Practices

Sales

• Display gift cards prominently
• Offer at checkout ("Add a gift card?")
• Promote before holidays
• Create bundles with services

Operations

• Train staff on redemption
• Set clear expiration policies
• Track outstanding liability
• Reconcile regularly

Customer Experience

• Make codes easy to enter
• Show remaining balance
• Send expiration reminders
• Handle issues gracefully

Promotions with Gift Cards

Holiday Campaigns

• "Buy $100, get $20 bonus"
• Holiday-themed card designs
• Limited-time offers

Referral Program

Award gift cards for referrals:

1. Customer refers friend
2. Friend books
3. Referrer gets gift card
4. Tracked automatically

Customer Recovery

Use gift cards to:

• Apologize for issues
• Win back lapsed customers
• Reward loyal customers

Next Steps