Find a gift card by its code, see what is left on it and which orders spent it, change its note or expiry, and stop a card whose code reached the wrong person.
Gift cards are on Growth and up; see Plans and what each includes. To see the cards, your role needs View discount codes and gift cards; to edit, deactivate or delete them, it needs Manage discount codes and gift cards. The Store owner and Store manager roles have both. See Staff roles: what each one can see and do.
The gift cards list
In the sidebar, under Selling, open Gift cards. The most recently issued card comes first.
At the top, three counters:
- Cards issued: every card on the page.
- Outstanding balance: what the cards customers can spend today still hold, added up. It is money your store owes in goods, so keep an eye on it.
- Spendable now: how many cards customers can spend today.
The counters always cover every card on the page; the tabs and the search below never change them.
Each card shows:
| On the card | What it tells you |
|---|---|
| Your logo and store name | Whose credit it is. |
| The status | Active, Used up, Inactive or Expired. See the statuses. |
| The code | What the customer types at checkout. Select it to open the card’s history. |
| Balance | What is left to spend. |
| Issued | The amount the card started with. |
| The bar | How much of the card has been spent. An empty bar is a card nobody has spent from yet; a full bar is a card with nothing left. |
| Expires | The last day it can be spent, or No expiry. A past day is red. |
| Note | Your note for the team, when the card has one. |
| Copy code | Copies the code, ready to paste into a message. |
| The pencil, the circle with a line through it, and the bin | Edit, Deactivate and Delete. Deactivate is not shown on a card that is already Inactive. |
The page shows your 50 most recently issued cards. Older cards are not listed, are not in the counters and are not found by search.
Active, Inactive, Expired and Used up
| Status | What it means | Can the customer spend it? |
|---|---|---|
| Active | It has a balance, has not expired and you have not deactivated it. | Yes. |
| Used up | Its balance is zero. | No, unless money comes back to it from an order that is cancelled, refunded, or whose bank card payment fails. |
| Inactive | You deactivated it. | No, ever again. |
| Expired | Its expiry day has passed. | No, unless you set a later expiry. See Edit the note or expiry. |
When more than one applies, the card shows Expired first, then Inactive, then Used up.
Select a tab to see only the cards in that state. The number on a tab is how many cards it holds; All always shows one, the others only when they hold a card.
Find a card by its code
When a customer reads a code to you, type it in Search by code or note. You do not need the dashes: HM4T, hm4t8qzc and GC-HM4T-8QZC-2WKD all find the same card. The search also looks in your notes, so you can find a card by what you wrote, such as “birthday”.
Search works together with the tab you selected. Once a search or a tab other than All narrows the list, Clear appears next to the search box: it empties the search and selects All again.
Search looks only through the 50 newest cards on the page. If your store has issued more, an older card’s code shows No matching cards even though the card still works at checkout.
When nothing matches, the page says No matching cards and Nothing here fits those filters. Widen them, or clear them to see every card again. Select Clear, then check the code with the customer. A code they read out may have a 5 where the card has an S. Remember that codes never contain 0, O, 1 or I.
A card’s history and balance
- Find the card.
- Select its code.
The history opens. Under the code, it shows the balance against the amount issued, for example JOD 18.500 / JOD 75.000. Under History, every movement of money is listed, newest first, with its amount and date:
| Line | What happened |
|---|---|
| Issued | The card was created with this amount. |
| Spent on an order | A customer used the card at checkout. The amount is red, with a minus. |
| Returned from an order | An order the card paid for was cancelled, its card payment failed, or it was refunded, and the card’s share went back onto the card. |
View order, next to a line, opens the order that spent or returned the money. Close the history with the × at the top.
If the history cannot open, the console says Could not load that card. Try again in a moment.
Your storefront has no page where customers can check what is left on a card. When one asks, find the card and read them its Balance.
Money returned to a card
When an order a gift card helped pay for ends without being paid for, or you give money back on it, the card’s share goes back onto the card straight away. The card’s history shows Returned from an order with View order, and the balance rises by that amount. A card that was Used up becomes Active again.
- Cancelled, from the order’s page or with Cancel selected in the orders list: everything the card paid goes back. See cancel an order.
- Refunded, in full, in part or through a return: the card gets back the same share as the payment. Refund half of what the customer paid and half of what the card paid goes back. See refund an order.
- If the card is Inactive, the money still goes back onto it, but the customer cannot spend it. Issue the customer a new card for the amount.
- If the card is Expired, the money goes back onto it too. Set a later expiry so the customer can spend it; see Edit the note or expiry.
- Failed. If the customer chose to pay the rest by bank card and the payment fails, or they leave the payment page without paying, the order becomes Failed and everything the card paid goes back. A card payment nobody completes fails after about an hour.
- Returned to sender. When a parcel comes back to you on an order whose cash was never collected, the order is cancelled by itself and the card gets back everything it paid. See Update a shipment.
Only a refund made on the order’s page gives money back to the card: Issue refund (or Record cash refund on a cash-on-delivery order), Give back gift card and points, or Refund return on a return. Changing an order’s status to Refunded by hand records the status but gives nothing back.
Edit the note or expiry
You can change a card’s note and its expiry. You cannot change its code or its balance: the code is already with your customer, and the balance comes from the card’s history.
- Find the card.
- Select the pencil, Edit, at the bottom of the card.
The form Edit card opens, with the card’s Code and Balance shown for reference.
- Change Expiry (optional): pick a new day, or select the × to remove the expiry.
- Change Note (internal).
- Select Save.
Card saved. appears and the card shows the change.
- To bring an Expired card back, set an expiry day that is today or later. If the card has a balance and is not deactivated, it becomes Active again.
- The expiry must be today or later. A day in the past is refused with Choose an expiry date in the future. This also applies when you edit only the note of an expired card: pick a new day or clear the expiry first.
- If the card cannot be saved, Could not save the card. Try again. appears and the form stays open.
To add value to a card, issue a new card for the extra amount. See Issue a gift card.
Deactivate a card
Deactivate a card when its code has reached someone it should not have, or when you issued it by mistake. The card stops working at checkout at once.
- Find the card.
- Select the circle with a line through it, Deactivate, at the bottom of the card.
The console asks Deactivate this card? and explains: The remaining balance becomes unspendable. For codes that leaked.
- Select Deactivate.
The card turns Inactive, its Deactivate button disappears, and its balance leaves Outstanding balance. Orders it already paid for are not affected.
Warning
Deactivation cannot be undone: no button switches a card back on. If the rightful owner still needs the money, issue them a new card for the balance first, then deactivate the old one.
Delete a card, and why a spent card cannot be deleted
You can delete a card only if it has never been spent on an order, for example one you issued by mistake. A card that has paid for an order stays, so those orders still add up; deactivate it instead.
- Find the card.
- Select the bin, Delete, at the bottom of the card.
The console asks Delete this card? and explains: Only a card nobody has spent against can be deleted. One that has been used gets deactivated instead, so the orders that used it still add up.
- Select Delete.
The card disappears from the list, and its code stops working. Deleting cannot be undone.
If the card has been spent on any order, even one later cancelled, the console refuses: This card has been spent against an order. Deactivate it instead. The card stays as it was. Use Deactivate instead.
If the list cannot load, the page says Could not load gift cards and Try again., without the counters. Select Try again. A role that cannot view gift cards, such as Sales staff, does not see Gift cards in its sidebar at all; ask the store owner if you need it.
Next, issue a new gift card, or see what happens to discount codes and gift cards when you cancel an order.