Managing Gift Cards in Back Office

Gift Card Page Overview

Step 1

In this video, we'll walk through how to create and manage gift cards in the back office. To get started, navigate to Products in the back office menu, then select Gift Cards.

Step 2

This will open the Gift Cards list, where you can view and manage all gift cards in your system.

The list displays key details for each card, including:

ID – A unique identifier for the gift card.
Type – Indicates whether the card is a customer-purchased gift card or a voucher issued as store credit.
Source – Shows the originating order number or “Manual” if it was created by an administrator.
Created At and Last Modified – Timestamps for tracking when the card was created and last updated.
Starting Value – The original amount loaded onto the card.
Balance – The current remaining amount available.
Expiration Date – Displays the expiration date, if one is set.
Status – Active cards can be redeemed; inactive cards cannot.
Location – The store location associated with the card.
Redemption Code – The code customers enter at checkout.
Activated At – The date and time the card became available for use.

Creating a New Gift Card

Step 3

To create a new gift card, click the new gift card in the upper right corner.

Step 4

Complete the general information and select the source store. If there are multiple stores, they will be in this dropdown list.

Step 5

In the amount section, enter the value to load onto the card.

Step 6

Optional: Check "Set expiration date"

Step 7

Choose the end date and time.

Step 8

Click save.

Step 9

A unique redemption code will be generated automatically. To edit this, you can click Edit at the top right corner.

Step 10

Manually enter or scan in the correct barcode for the gift card.

Edit Existing Gift Cards

Step 11

To edit an existing card, click the gift card ID from the list.

Step 12

Update the necessary fields. Original amount and Current balance are shown here for reference only — to change what is on the card, use Add funds, Remove funds, or Correct amount on the card's details.

Step 13

Then click "Save" at the top.

Bulk Activate/Deactivate Gift Cards

Step 14

Gift cards must be active in order to be redeemed. To activate or deactivate multiple cards, check the boxes next to the desired gift cards, use the bulk action menu at the top of the table.

Step 15

Select Activate or Deactivate. Deactivated cards retain their balance in transaction history, they simply cannot be redeemed until reactivated.

Export Gift Card Report

Step 16

To export gift card data, select the cards you want to export, or choose Select All.

Step 17

Click the three dots in the right corner to access the overflow menu.

Step 18

Click Export to download a CSV file. Exports are useful for reconciliation, reporting, or importing data into other systems.

Change the Value on a Gift Card

Step 19

Click the gift card ID from the list to open the card, then choose Add funds, Remove funds, or Correct amount. These buttons only appear if your role can edit gift cards.

Step 20

To put more money on the card, click Add funds and enter the Amount to add. The New balance updates as you type.

Step 21

To take value off the card, click Remove funds and enter the Amount to remove. A confirmation prompt appears before the removal is finalized, so you will need to confirm it to save the change. You cannot remove more than the balance available on the card.

Step 22

To fix a card that was issued for the wrong value, click Correct amount and enter the New original amount. This replaces the card's original amount instead of adding to it, and it cannot be lower than the amount already used or on hold.

Step 23

After you save, a confirmation message appears and the card reopens with its updated Current balance. Each change is listed in Event history, where balance changes show as Added (value was put on the card) or Reduced (value was taken off), alongside entries such as Issued (the card's starting value was loaded), Used (the card paid for a sale), Credit, Refund, Invalidated (the card can no longer be redeemed), and Eligibility verified.