Configure Gift Card Class Definition

A Gift Card Class defines a shared set of attributes that control various properties of Gift Cards, such as a default starting balance or qualifying item restrictions.

The Definition tab of the Gift Card Class Details screen is used to configure the properties and details of this Gift Card Class. The tab includes several sections, each of which is described below.

Definition for Gift Card Class

The Definition for Gift Card Class section contains several key configuration options for the Gift Card Class.

To edit the options within this section:

  1. Select Transactions from the top navigation bar, then select Settings > Gift Card Classes from the side navigation menu. The Gift Card Classes screen is displayed.

  2. Search for and select the desired Gift Card Class (see Search for a Gift Card Class for more information on the available search options). The Gift Card Class Details screen is displayed, with the Definition tab selected.

  1. Within the Definition for Gift Card Class section, click Edit. The Edit Gift Card Class pop-up window is displayed.

  2. Check Active to activate the Gift Card Class. You won't be able to assign Gift Cards to this Gift Card Class until it's activated.

  3. Check Purchasable to allow Gift Cards in this Class to be purchasable by Members.

  4. Check Auto-Generate to enable the platform to generate new Gift Cards in this Class when required.

  5. The Credit Existing Card feature applies to a Member who earns a new Gift Card in this Class, but they already have an existing Gift Card in this Class. If this feature is enabled, the platform will not issue a new Gift Card in this scenario. Instead, the platform will credit the existing Gift Card with the starting balance of the new Gift Card. If this feature is disabled, the platform will always create new Gift Cards in this scenario. Note that you can't change this setting once a Gift Card Class is activated and has a Gift Card assigned to it.

  6. The Use Combined Balance feature applies to a Member who has multiple Gift Cards in this Class. If this feature is enabled, all the Member's Gift Cards will be aggregated together and treated as a single balance for discounting in Point of Sale transactions. The balance show will be the sum of all the Member's Gift Cards in this Class. If this feature is disabled, the platform will treat all of a Member's Gift Cards as separate entities.

Note: The Credit Existing Card feature and the Use Combined Balance feature can not both be enabled. Only one of these features may be enabled within a Gift Card Class.

  1. To define a static starting balance for a newly issued Gift Card in this Class, enter the value in the Initial Balance field. Optionally, to instead use a dynamic value, check Pass Dynamic Value.

  2. From the Currency drop-down menu, select the desired currency to use for the Gift Card starting balance.

  3. In the POS Code field, enter the POS Code for Gift Cards in this Class.

  4. In the BIN field, enter the Bank Identification Number for Gift Cards in this Class. The BIN is usually the first six to eight digits of the Gift Card number. This value identifies the specific company or financial institution that issued the Gift Card, and tells Point of Sale systems that it's a Gift Card, rather than a credit card or debit card.

  5. In the Card Number Length field, enter the number of digits in the Gift Card number.

  6. Click Save.

Qualifying Rules

The Qualifying Rules sub-section allows you to define the specific circumstances under which a Member can use Gift Cards in this Class. For example, you can link a Gift Card Class to only a specific product, or to a specific category of products.

To edit the options within this section:

  1. Select Transactions from the top navigation bar, then select Settings > Gift Card Classes from the side navigation menu. The Gift Card Classes screen is displayed.

  2. Search for and select the desired Gift Card Class (see Search for a Gift Card Class for more information on the available search options). The Gift Card Class Details screen is displayed, with the Definition tab selected.

  1. Optionally, in the Minimum Subtotal field, enter the minimum purchase amount that a Member must spend in order to qualify to use a Gift Card in this Class. If you leave this field blank, then the platform will not impose a minimum subtotal threshold.

  2. Optionally, to define a set of qualifying products or product categories, select one of the following: 

    • Product Category: Enter one or more qualifying product categories. A purchase of any item within any of these categories would allow the Member to use a Gift Card in this Class. See below for details on how to specify the product categories.

    • Product PLU: Enter one or more specific products. The Member must purchase one of these items to use a Gift Card in this Class. See below for details on how to specify the products.

    • Lookup: Lookup tables are typically used for more complex hierarchies of product categories / sub-categories. From the Lookup drop-down menu, select the desired Lookup table.

  1. From the Qualify By drop-down menu, select either Inclusion (i.e., the item must be in the list defined below) or Exclusion (i.e., the item must not be in the list defined below).

To add a qualifying product or category:

  1. Click Add. The New Qualifying Product pop-up window is displayed.

  2. In the Identifier field, enter the product category or PLU.

  3. From the Level drop-down menu, select either Primary Item or Secondary Item.

  4. Click Create. The new item is added to the list.

  5. Repeat the above steps as needed to add more qualifying items or categories.

  6. Click Save.

Effectivity Periods

Gift Card Classes are optionally governed by two date ranges: a Response Period and a Usage Period. The Effectivity Periods section lets you define these two date ranges.

Response Period

The Response Period controls when the platform will issue new Gift Cards within this Gift Card Class. The only option for a Response Period is a fixed date range; you can't define a relative Response Period.

To define a Response Period:

  1. Select Transactions from the top navigation bar, then select Settings > Gift Card Classes from the side navigation menu. The Gift Card Classes screen is displayed.

  2. Search for and select the desired Gift Card Class (see Search for a Gift Card Class for more information on the available search options). The Gift Card Class Details screen is displayed, with the Definition tab selected.

  1. Within the Effectivity Periods section, in the Response Period sub-section, click into the first date field, and select the start date and time for the Response Period.

  1. Click into the second date field, and select the end date and time for the Response Period.

  2. Optionally, check Recurring to use a recurring schedule. Select the desired schedule from the Recurring Schedule drop-down menu, or define a new recurring schedule (see below for details on defining a new recurring schedule).

  3. Using the Time Zone drop-down menu, you can change the time zone for the Response Period to the one applicable to your business.

  4. Click Save.

Usage Period

The Usage Period controls when a Member can utilize their Gift Card in a purchase. Setting a Usage Period acts as an expiration date for the Gift Card. The Usage Period can either be a fixed date range (e.g., “January 1, 2025 - December 31, 2025”) or a relative date range (e.g., “six months after the Member is issued the Gift Card").

If you don't want to define a distinct Usage Period, select Always from the Select Period Type drop-down menu. If this option is selected, the Usage Period will not have an expiration date.

Fixed Usage Period

To define a fixed Usage Period:

  1. Select Transactions from the top navigation bar, then select Settings > Gift Card Classes from the side navigation menu. The Gift Card Classes screen is displayed.

  2. Search for and select the desired Gift Card Class (see Search for a Gift Card Class for more information on the available search options). The Gift Card Class Details screen is displayed, with the Definition tab selected.

  1. Within the Effectivity Periods section, in the Usage Period sub-section, select Fixed from the Select Period Type drop-down menu.

  2. Click into the first date field, and select the start date and time for the Usage Period.

  3. Click into the second date field, and select the end date and time for the Usage Period.

  4. Optionally, check Recurring to use a recurring schedule. Select the desired schedule from the Recurring Schedule drop-down menu, or define a new recurring schedule (see below for details on defining a new recurring schedule).

  5. Using the Time Zone drop-down menu, you can change the time zone for the Usage Period to the one applicable to your business.

  6. Click Save.

Relative Usage Period

To define a relative Usage Period:

  1. Select Transactions from the top navigation bar, then select Settings > Gift Card Classes from the side navigation menu. The Gift Card Classes screen is displayed.

  2. Search for and select the desired Gift Card Class (see Search for a Gift Card Class for more information on the available search options). The Gift Card Class Details screen is displayed, with the Definition tab selected.

  1. Within the Effectivity Periods section, in the Usage Period sub-section, select Relative from the Select Period Type drop-down menu.The platform will calculate the Usage Period relative to the date when the Member is issued the Gift Card.

  2. Select the interval and a unit of time for the beginning of the time range. For example, 1 minute.

  3. Select the interval and a unit of time for the end of the time range. For example, 6 months.

  4. Click Save.

Recurring Schedule

To define a new recurring schedule:

  1. From the Recurring Schedule drop down menu, select Enter Schedule. The Repeat pop-up window is displayed.

  2. From the Count drop-down menu, select a recurrence frequency of either Weekly or Monthly.

  3. In the text field, enter the interval. Enter 1 if you want the schedule to run every week, or every month.

  4. For a Weekly frequency, select one or more days of the week. For example, Tuesdays and Thursdays.

  5. For a Monthly frequency, choose one of the following options:

    • Day of month: Select one or more days of the month. For example, the 15th and the 30th.

    • Day of week: Select one or more days of the week, for each of the four weeks within a month. For example, the second Wednesday of the month.

  1. Click Confirm. The system adds the new schedule to the Recurring Schedule drop-down menu.