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Gift Vouchers

Updated

Contents

Overview

You can create and view Gift Vouchers in the Control Panel.

Gift Vouchers can be purchased through your WebLink storefront and redeemed later as a payment method during checkout. When purchasing a voucher, the buyer typically selects a value, provides a recipient email address, and can include a message.

The recipient receives an email containing the Gift Voucher details and a unique code. This code can be entered during checkout to apply the voucher balance to a booking or purchase.

Control Panel Gift Voucher access

You first set up a Gift Voucher configuration, and can then create Gift Vouchers underneath that configuration.

Initial setup requirements

Before creating and selling Gift Vouchers, ensure the following components are configured:

  • Create financial accounts for Gift Voucher liability and expired vouchers
  • Create communication templates for delivering vouchers to recipients
  • Create a Gift Voucher configuration
  • Link the configuration to a WebLink Portal

These steps ensure that voucher sales, delivery, and financial handling function correctly within your Administrate environment.

Gift Voucher Configuration

Each Gift Voucher configuration has the following properties:

  • Name
  • Currency
  • Validity Duration (days) — the number of days after creation before a Gift Voucher expires
  • Liability Financial Account — the Liability Financial Account used for any Gift Voucher created from the configuration. Funds are moved to this account when a Gift Voucher is created
  • Expired Gift Voucher Financial Account — the Revenue Financial Account used when a Gift Voucher has expired

A Gift Voucher configuration acts as the blueprint for Gift Vouchers created from it, including their currency, validity period, and financial treatment.

Creating Gift Vouchers

Gift Vouchers are created from a Gift Voucher configuration.

They can be created in two main ways:

  • automatically when a customer purchases a Gift Voucher through WebLink
  • manually by an administrator from the Control Panel

Manual creation is useful when you want to issue Gift Vouchers for promotions, campaigns, or other internal distribution workflows.

Creating Gift Vouchers manually

  1. Open the relevant Gift Voucher configuration.
  2. Click Create Gift Voucher.
  3. Enter the required details, such as:
    • status
    • amount
    • quantity
    • expiry date
    • code length
    • code prefix
  4. Save the Gift Voucher.

This allows you to create one or more vouchers with a controlled value and code format. For example, you might create a small batch of vouchers with a shared prefix for a specific campaign or event.

Selling Gift Vouchers

You can sell Gift Vouchers in 3 ways:

  1. Through a Weblink Portal
  2. Using Weblink Widgets embedded on your website
  3. Using a custom API integration to your website

Linking a Gift Voucher Configuration to a Weblink Portal

In order to sell Gift Vouchers via a Weblink Portal, you need to map the Gift Voucher configuration to the Portal.

You can only map one Gift Voucher configuration to any one Portal.

Part of this mapping includes:

  • the ID of the Email Sending Address to be used when sending Gift Vouchers to the recipient
  • a text description of the Gift Voucher configuration to appear as the Product Description on the Gift Vouchers page in Weblink

Ensure that a Weblink Portal has been created for your TMS by following the relevant Weblink setup guide.

In order to create a Gift Voucher when a Weblink purchase is completed, you need to ensure you have added the Create Gift Voucher Account trigger to the relevant Booking Transition for your Weblink Win step. This can be configured in your bookings workflow.

You should then be able to add a Gift Voucher to the cart and complete checkout.

Financial Transactions

When a Gift Voucher is purchased, the funds move from Accounts Receivable to the Liability Financial Account associated with the configuration from which the Gift Voucher was created.

For example, if Booker Barry purchases a £25 Gift Voucher, that £25 will be transferred from Accounts Receivable to the Liability Financial Account.

Delivering via Email

All Gift Vouchers are delivered via email using the recipient email address entered during the Weblink checkout process.

A template can be defined with Audience set as Gift Voucher Recipient. This gives the user access to Gift Voucher merge fields that can be added to the body of the template.

In order to specify which template is used for Gift Voucher emails, a link must be created between the template and the Weblink Portal.

Part of this mapping includes:

  • Label — the label shown against the Email Template in the Weblink user interface
  • Name — an internal reference name

Multiple Email Templates can be mapped to a single Portal. Where more than one template has been specified, the purchaser will be presented with a choice of template when purchasing a Gift Voucher in Weblink.

Delivering via Postage

In addition to email, Gift Vouchers can also be delivered physically by post.

When the purchaser checks the Send a Printed Voucher checkbox, additional inputs are shown for the recipient's address.

The Postage Fee is added to the cart as a Child Stock Item Interest.

To enable this, a Stock Item must be created for the Postage Fee and then linked to the Gift Voucher configuration being used on the Portal.

Buying a Gift Voucher via TMS

It is not currently possible to add a Gift Voucher to a Sales Opportunity in the TMS.

Redeeming a Gift Voucher

In order to redeem a Gift Voucher as part of a Weblink purchase, you need to ensure you have added Redeem Gift Vouchers as a trigger to the relevant Opportunity Transition for your Weblink Win step.

You also need to create a Payment Method named Gift Voucher in the Control Panel.

Redeeming a Gift Voucher via TMS

It is not currently possible to redeem a Gift Voucher on a Sales Opportunity in the TMS.

Checking a Gift Voucher's Balance and Expiry Date

The Weblink Gift Vouchers page includes functionality to check the balance and expiry date of a Gift Voucher.

The user can enter the Gift Voucher code and have details displayed back.

Expiry of Gift Vouchers

Expiry of Gift Vouchers can be enabled by specifying the Validity Duration (days) property on a Gift Voucher configuration.

Each Gift Voucher created from the configuration automatically receives an Expiry Date calculated as:

date of creation + validity duration + 1 additional day

For example, if the Validity Duration is set to 365 and a Gift Voucher is created on 1 January 2021, the Expiry Date is set to midnight on 2 January 2022.

A background scheduled task moves funds from expired Gift Vouchers to the Expired Gift Voucher Revenue Financial Account specified on the configuration.

This task runs twice daily at midnight and midday.

Additionally, Gift Vouchers can be manually expired by an administrator from the Gift Voucher listing page.

Click the Deactivate button. This updates the Expiry Date and immediately transfers any remaining balance to the Expired Gift Voucher Revenue Financial Account.

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