The Gift card purchases tab on the Gift cards page is the list of every gift card that's been sold in your group. Use it to search for a specific card, create a new purchase manually, adjust a balance, edit recipient details, resend a delivery email, download a PDF, or review every change made to a card via the activity log.
Getting started
Navigate to Purchases > Gift cards. The Gift card purchases tab is selected by default.
How it works
Every gift card sold (whether on your booking site, manually by your team, or as a refund-as-gift-card from a transaction) appears as a row here. The table groups data into five columns plus a select checkbox and an actions dropdown. Filters across the top narrow the list by code, customer, recipient, status, or type.
Step-by-step guide
Find a gift card
Use the filter buttons in the toolbar to narrow the list. Each filter opens a popover where you set the value and click Update to apply, or Reset to clear that single filter.
| Filter | What it searches |
|---|---|
| Filter by gift card code | The unique gift card code |
| Filter by customer name or email | The buyer of the card |
| Filter by recipient name or email | The recipient of the card |
| Filter by gift card status | Active or Deactivated |
| Filter by gift card type | A specific gift card type, including deactivated types |
The refresh icon at the right of the toolbar is Reset all filters. The toolbar also shows the Total results count, the Per page selector, the Download CSV icon, and a Bulk actions button that appears when you've checked one or more rows.
Create a gift card purchase
Click Create a gift card purchase at the top right. The New gift card purchase drawer opens.
The drawer walks through the order in one continuous form rather than stepped tabs. The fields appear in this order:
| Section | What you do |
|---|---|
| Design | Pick a design from the carousel of designs configured on the gift card type |
| Code generation | Automatically generate gift card code or Create a custom gift card code with a Custom code input |
| Gift card type | Pick the gift card type. Triggers the value section based on the type |
| Custom value / Events / Pricing categories | Renders based on the type's value rule (Arbitrary, Fixed, or Value of event) |
| Quantity | Number of identical cards to issue (min 1) |
| Delivery | Send instantly or Send on a future date with a date picker |
| Recipient | Purchasing customer is the recipient checkbox; if unchecked, fill in Recipient's first name, Recipient's last name, Recipient's email |
| Personal message | Optional textarea |
| Email options | Do not send booking confirmation email checkbox |
| Fee options | Waive fees checkbox |
| Override price | Override price button, opens an inline input. Use for one-off discounts |
| Promo code | Autocomplete by code or name; click Apply to redeem |
| Customer lookup | Autocomplete by name, email, or phone. Click Clear to reset |
| Customer info | First name, Last name, Email (all required), Phone (optional) |
| Payment options | Pick the payment method. Stripe and Square stored cards appear when applicable. Or press Send to POS beside the field to collect on a POS device (see below) |
Click Create at the bottom to submit. Cancel discards the order.
Send a gift card purchase to a POS device
Instead of taking payment in the console, you can hand the purchase to a paired POS device and let the customer tap there. The order is held as pending until the customer pays, and the card only becomes active once the payment lands.
- Fill in the gift card, delivery and customer details as usual
- In Payment options, press Send to POS next to the Payment method field
- Pick an online device in the list. The device name replaces the payment method as Send to POS: {device}; the X beside it clears the choice and brings the payment method field back
- Click Create. The order is sent to the device and the in-progress tracker opens, showing the device, order number and live status
- When the customer taps, the card activates, appears in this list, and the delivery and confirmation emails go out
Tip: Cancel payment in the in-progress tracker removes the pending order entirely, so nothing is left behind if the customer walks away.
The Send to POS button only appears for staff who can take payments and when the group has at least one POS device set up under Purchases > Point of sale. See Point of sale for pairing a device.
Adjust a gift card balance
Click the three-dot menu on any active gift card and pick Adjust value. The Adjust value modal opens with the card's current state at the top: code, original value, price paid, and remaining balance.
| Field | What it does |
|---|---|
| Adjustment type | Increase (plus icon) or Decrease (minus icon). Required |
| Amount | Currency input with a leading symbol. Min 0, two decimals |
| New remaining balance | Read-only preview that color-codes the result: green when increasing, orange when decreasing, red when the result would go negative |
| Large adjustment warning | Renders when the new value would exceed double the original card value or fall outside reasonable bounds |
| Reason for adjustment | Required textarea, minimum 3 characters. Placeholder: e.g. Correcting data entry error, price match, goodwill credit |
Click the submit button at the bottom; the label dynamically reflects the action (Increase by $N, Decrease by $N, or Submit adjustment when invalid). The reason is recorded in the activity log along with who made the change.
View the activity log
Click the three-dot menu and pick View activity log. The modal opens with the gift card code in the header and a timeline of every event.
| Column | What it shows |
|---|---|
| Event | Description of the event, with old → new values when applicable (balance, dates, times, generic). Optional notes underneath. Transaction link Transaction #N when the event is tied to an order |
| Performed by | The person who triggered the event: System for automated events, an end user for customer-driven actions, or a company user for staff actions |
| Timestamp | Day, date, and time |
Events recorded include purchases, redemptions, refunds, balance adjustments, deactivations, reactivations, edits, delivery email sends, and system actions. Click Close to dismiss.
Edit a gift card
Click the three-dot menu and pick Edit gift card. The Edit gift card modal opens.
| Field | Notes |
|---|---|
| Gift card code | Read-only display |
| Gift card type | Dropdown with active and deactivated types. Changing the type triggers a warning alert about value/balance compatibility |
| Recipient's first name | Required |
| Recipient's last name | Required |
| Recipient's email | Required |
| Activation date | Date picker |
| Expiration date | Date picker |
Click Save to commit, Cancel to discard.
Other per-row actions
Beyond Edit, Adjust value, and View activity log, the per-row dropdown surfaces several more actions depending on the card's status and your permissions.
| Action | When |
|---|---|
| View transaction | Always (with Transactions view permission). Opens the transaction details for the order this card was bought on |
| Resend delivery email | Active cards only. Re-sends the delivery email to the recipient |
| Download PDF | Active cards only. Downloads a PDF of the gift card |
| Deactivate gift card | Active cards (with Gift cards delete permission). Prevents redemption; preserves balance and history |
| Activate gift card | Inactive cards (with Gift cards update permission). Restores redemption |
Run a bulk action
Tick the checkbox on each gift card you want to act on (or use the header checkbox to select the page). The Bulk actions button at the top opens the Bulk update modal.
| Toggle | What it does |
|---|---|
| Validate recipient email | Triggers the email-validation flow on every selected card |
| Change gift card type | Reassigns the cards to a new type. Required dropdown when this toggle is on. A warning alert reads Changing the gift card type will update the type association but will not modify existing values, remaining balances, or expiration dates. |
The selected gift cards section at the top of the modal lists every card you've selected by code, or shows a single N gift cards badge when Select all is on.
Export gift card purchases
Click the Download CSV icon at the top right (permission: Download data). The export contains every gift card matching the current filters. When purchase source tracking is on, the file ends with UTM Source, UTM Medium, UTM Campaign, and UTM Referrer columns.
Reference
Filters
| Filter | Type |
|---|---|
| Filter by gift card code | Text |
| Filter by customer name or email | Text |
| Filter by recipient name or email | Text |
| Filter by gift card status | Radio: Active or Deactivated |
| Filter by gift card type | Dropdown of every type, with deactivated badge on inactive ones |
| Reset all filters | Refresh icon |
List columns
| Column | What it shows |
|---|---|
| Select | Checkbox per row plus a header select all checkbox |
| Code | The unique code in a `` block, with a Copy code button. Status badges below: Active (green) or Inactive (gray). Type badge with tag icon. UTM source badge with a globe icon when purchase source tracking is enabled (hover it for source, medium, campaign, and referrer). Refund badge when issued from a transaction refund flow |
| Type | The gift card type name as a badge. Adds a refund warning badge when applicable |
| People | From section with the buyer's name and email plus a "View customer" link icon. To section(s) with each recipient's name and email. Validates recipient email badge when applicable |
| Value | Three rows: Value, Price, Remaining. A More details popover surfaces the gift card section (Value, Price, Remaining, Discount, Fee) and the transaction section (Paid, Total, Due) |
| Dates | Purchased, Delivery (date or "immediately"), Activated, Expires (date or does not expire badge) |
| Actions | Three-dot menu (see below) |
Per-row actions
| Action | Permission | When |
|---|---|---|
| Edit gift card | Gift cards update | Always |
| Adjust value | Gift cards update | Active only |
| View transaction | Transactions view | Always |
| Resend delivery email | Gift cards update | Active only |
| Download PDF | Gift cards update | Active only |
| View activity log | Always | Always |
| Deactivate gift card | Gift cards delete | Active only |
| Activate gift card | Gift cards update | Inactive only |
Bulk actions modal
| Toggle | Behavior |
|---|---|
| Validate recipient email | Runs email validation on every selected card |
| Change gift card type | Reassigns the cards. Requires picking a target type. Does not modify existing values, balances, or expiration dates |
Adjust value modal
| Field | Required | Notes |
|---|---|---|
| Adjustment type | Yes | Increase or Decrease |
| Amount | Yes | Currency input, two decimals |
| New remaining balance | Read-only | Color-coded preview |
| Reason for adjustment | Yes | Min 3 characters; logged in activity |
Activity log
| Element | Notes |
|---|---|
| Gift card code badge | In the modal header |
| Event column | Description with old → new for balance/dates/times. Notes line. Transaction link when applicable |
| Performed by | System, end user, or company user |
| Timestamp | Day, date, and time |
| Empty state | "No events have been recorded." |
New gift card purchase drawer
| Section | Notes |
|---|---|
| Design carousel | Pick from designs configured on the type |
| Code generation | Auto or custom |
| Type and value | Custom value, event-based pricing, or fixed value display per type |
| Quantity | Min 1 |
| Delivery | Send instantly or future date |
| Recipient | Self-checkbox or explicit fields |
| Personal message | Optional |
| Email options | Suppress confirmation |
| Fee options | Waive fees |
| Override price | Inline override input |
| Promo code | Autocomplete + Apply |
| Customer | Lookup or fresh entry |
| Payment | Method picker, stored cards (Stripe/Square), card form, or Send to POS to collect on a device |
Empty state
| State | Copy |
|---|---|
| No gift card purchases | "No gift purchases have been made." |
Good to know
- Refund-as-gift-card entries appear here automatically. When you refund a transaction payment as a gift card on the Transaction details page, a new gift card is created and shows up in this list with a refund badge.
- Adjustment reasons are mandatory and logged to the activity log along with who made the change. Use them as your audit trail for chargebacks, disputes, and accounting.
- Resend delivery email sends the original delivery email again to the recipient. Useful when the customer can't find the original or you need to deliver to a corrected address.
- Download PDF generates a PDF of the gift card with the design, code, and value baked in. Use it for in-person handoff or when the customer prefers a printed copy.
- Deactivating a card preserves the balance. Reactivation restores full redemption. There's no "delete card" action; deactivation is the soft-delete equivalent.
- The View transaction action opens the order this card was bought on. From there you can re-process the original payment, refund it, or download the original invoice.
- Internal-only types never appear on the booking site, but cards of those types still show up here. They're typically refund cards or staff-issued comp cards.
- Validate recipient email is part of the redemption flow when Validate redemption email is on for the type. The bulk action triggers it manually for cards where it didn't run automatically.
- A purchase sent to a POS device is pending until the customer taps. It doesn't appear in this list, its code can't be redeemed, and no emails go out until the payment lands. The device has to be awake on its ready screen to receive the order; if it can't be reached when you click Create, nothing is created and you can try again.
- The CSV export respects filters. A search for a customer's email plus the Active status filter exports only that customer's active cards.
FAQ
Q: Can I issue a gift card without charging the customer?
A: Yes. Create a gift card purchase, configure the value, and at payment select a manual or zero-value payment option (e.g., Pay on arrival or a custom payment method) to skip the charge. The card is issued with a balance but no money is collected.
Q: I sent a gift card purchase to a POS device but the customer left without paying. Where is it?
A: Nowhere you need to clean up. Click Cancel payment in the in-progress tracker and the pending order is removed along with the card. If the tracker is already gone, the order stays pending, is never redeemable, and is excluded from this list.
Q: What happens when a gift card is fully redeemed?
A: The remaining balance shows zero. The card stays in the system for the activity log and reporting but can no longer be redeemed at checkout.
Q: Can I see how a gift card was used?
A: Yes. Click the three-dot menu and pick View activity log. Every redemption, balance adjustment, and status change is recorded with timestamp and actor.
Q: How do I increase a gift card's value, e.g., to make a customer whole after a complaint?
A: Open the three-dot menu, pick Adjust value, choose Increase, enter the amount, write a short reason (something like "Goodwill credit for service issue"), and submit. The increase appears in the activity log.
Q: I'm trying to change a gift card's type but it's not letting me. Why?
A: Make sure the target type is Active. Deactivated types appear in the dropdown for visibility but can't be assigned.
Q: Why doesn't my refund-as-gift-card have the same code format as my regular cards?
A: Refund cards are auto-generated with the same code format as regular cards. If you're seeing something unexpected, check the Refund badge to confirm it's a refund card, then click View activity log for the full history.
Q: Can I edit the activation or expiration date after a card is sold?
A: Yes. Click Edit gift card in the per-row menu and update the Activation date or Expiration date fields. Changes are logged in the activity log.
Q: My customer says they didn't receive the delivery email. What can I do?
A: First confirm the recipient email is correct on the card (use Edit gift card if not), then click Resend delivery email in the per-row menu. Ask the customer to check spam if it still doesn't arrive.