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Create and manage gift cards

Learn how to generate gift card codes and modify previously created gift card codes on the Merchant Portal.

If your business offers gift cards, you can set up the Gift Card feature and issue gift card codes through the Merchant Portal to create gift cards. Once gift card codes have been generated, you’ll then need to use your preferred QR generator to generate a QR code to scan using the Eats365 POS.

Before you start

A Gift Card license is required to be able to set up the Gift Card feature on the POS. You may reach out to a Channel Partner or an Eats365 Sales Agent to purchase a license.

Enable the Gift Card feature

Once a license has been created, you or the Channel Partner can turn on the Gift Card feature through the Organization View of the Merchant Portal. To turn on the Gift Card feature, follow the steps below:

Note: You must have access to group or organization permissions to enable the Gift Card feature and access its settings.

Merchant Portal (Classic Theme)

Tip: To switch themes, at the top right, click on the account name. Then, select Experience Merchant Portal 2.0.

Log in to the Merchant Portal.
On the left panel, click on Gift Card / Discount Coupon.
Under Gift Card, click on Setting.
Turn on Enable Gift Card .
Under Groups Accepting Gift Card, toggle Enable All or turn on the setting individually for each restaurant that accepts gift cards.
At the top right, click on Save.

Merchant Portal 2.0

Tip: To switch themes, at the top right, click on the account name. Then, select Back to Classic Theme.

Log in to the Merchant Portal.
On the left panel, click on Gift Card.
Select Gift Card, then General.
Under "Shops Accepting Gift Card," toggle Enable All or turn on the setting individually for each restaurant that accepts gift cards.
At the top right, click on Save.

Set shared settings for gift cards

Before generating a gift card code, you must create presets for Campaign, Account, and Shop Group. These options help you organize and even group-related promotions when creating a gift card. To create presets, follow the steps below:

Merchant Portal (Classic Theme)

Tip: To switch themes, at the top right, click on the account name. Then, select Experience Merchant Portal 2.0.

Log in to the Merchant Portal.
On the left panel, click on Gift Card / Discount Coupon.
Under Global Setting, select which Global Setting preset you’d like to create.

Campaign

When your business holds an event where gift cards will be issued, create a campaign for that event to be able to select it when creating the gift cards issued for or during the event.

Note: When generating gift card codes, adding a Campaign is optional.

At the top right, click on +Campaign.
Enter the Campaign Name.
Next to the Campaign Name field, set the language or keep the language option as Default.
At the top right, click on Add.

Account

For reporting purposes, create an account to be able to specify the account you want the gift cards you’re creating to appear under.

Note: When generating gift card codes, adding an Account is optional.

At the top right, click on +Account.
Enter the Account Name and Account ID.
At the top right, click on Add.

Shop Group

Shop Group determines which restaurants can accept the gift cards you create. For example, if your business has more than one branch, you can create a shop group with just one branch and another with multiple branches. When creating gift cards, it’s important to select the correct shop group because the gift cards you create will be valid at all the branches included in the shop group you choose.

Click on + Add Group.
Set the language or keep the language option as Default.
Next to the language option, enter the Shop Group name. Then, next to the name field, click on Save.
If you’d like to exclude shops from this Shop Group, click on + Add Excluded Shops.
From the drop-down list, select the shops you’d like to exclude. Then, next to the drop-down, click on Save.
At the top right, click on Save to confirm.

Merchant Portal 2.0

Tip: To switch themes, at the top right, click on the account name. Then, select Experience Merchant Portal 2.0.

Log in to the Merchant Portal.
On the left panel, click on Gift Card, then click on Shared Settings.
Select which Shared Setting preset you’d like to create.

Campaign

When your business holds an event where gift cards will be issued, create a campaign for that event to be able to select it when creating the gift cards issued for or during the event.

Note: When generating gift card codes, adding a Campaign is optional.

At the top right, click on + Campaign.
Enter the Campaign Name. You can set a different name per language. To add a new language, click on Add Language.
At the top right, click on Save to confirm.

Account

For reporting purposes, create an account to be able to specify the account you want the gift cards you’re creating to appear under.

Note: When generating gift card codes, adding an Account is optional.

At the top right, click on + Account.
Enter the Account Name and Account ID.
At the top right, click on Save to confirm.

Shop Group

Shop Group determines which restaurants can accept the gift cards you create. For example, if your business has more than one branch, you can create a shop group with just one branch and another with multiple branches. When creating gift cards, it’s important to select the correct shop group because the gift cards you create will be valid at all the branches included in the shop group you choose.

Click on + Group.
Enter the Shop Group name. You can set a different name per language. To add a new language, click on Add Language.
Next to "Available Groups," click on the drop-down menu to select All Groups or Specified Groups.
1. If you selected Specified Groups, next to "Specified Groups," select the specific group that you want to include from the drop-down list.
If you’d like to exclude shops from this Shop Group, next to "Excluded Shops," click on the drop-down menu and select the shops that you’d like to include.
At the top right, click on Save to confirm.

Create gift cards

To generate gift card codes, follow the steps below:

Merchant Portal (Classic Theme)

Tip: To switch themes, at the top right, click on the account name. Then, select Experience Merchant Portal 2.0.

Log in to the Merchant Portal.
On the left panel, click on Gift Card / Discount Coupon.
Under Gift Card, click on Gift Card.
At the top, enter the quantity of the gift card codes you’d like to generate. Then, click on Issue.
Under General, select or add the following information:
- Account
- Campaign
- Type
  - Single Use - Select this option to set the gift codes to expire after one use.
  - Multiple Use - Select this option to make the gift card reusable. You can toggle on Enable Top Up so customers can add more credits to their gift cards.
- Activation
  - Activate Now - Select this option to activate the gift card codes as soon as generated.
  - On Purchased - Specify the Start and End activation period dates. The gift card must be activated through the POS within this date range before it can be used.
- Value
  - Currency - Select the gift card’s currency.
  - Value - Enter the value that will be included in the gift card.
- Purchase Price - Enter the price that customers need to pay to purchase a gift card.
  Note: Purchase Price becomes available if On Purchased is selected as the activation method.
- Expiry Date
  - Forever - Select this option to create a gift card that can be used indefinitely.
  - Month(s) - Enter the number of valid months, and select whether or not the validity can be extended. For example, if you add “5” as the number of months, the gift card will expire five months after the gift card’s activation.
  - Exact Time - Enter the exact day the gift card(s) will expire.
- Extend Expiry Date
  Note: This setting becomes available if the gift cardtype is set for Multiple Use and the Expiry Date method is set for Month(s).
  - Cannot Extend - When selected, customers won’t be able to extend their gift cards after the gift card expires.
  - Extend by Transaction - Extends the validity based on the gift card’s activity. For example, a multiple-use gift card has been configured to expire after one month after it was issued. If the gift card is not used within the one month validity, the gift card will expire. Alternatively, using the gift card within its validity period extends the validity for another month.
- Enable Refund
  Note: This setting becomes available if the gift card type is set for Multiple Use.
  Enable this option to allow customers to refund the value included in the gift card.
- Revoke Gift Card After Refund
  Note: This setting becomes available when Enable Refund is turned on.
  Enable this option of you want to deactivate the gift card after processing a refund.
- Serialization Method
  - System Generated - The system generates sequential IDs that follows a pre-defined format that can be used for the gift card. For example: 002-2300000000038, 002-2300000000039.
  - User Defined - Select this option to use your own sequential ID that you’d like to use for your gift card. To do this, you must download the template file, fill in the Sequential ID column, then re-upload the template file.
    Tip: You can view the uploaded file’s history by going to User Defined Code History on the left panel.
Under Availability, select a Shop Group.
After entering all of the gift cards’ details, at the top right, click on Save. A prompt appears where you can enter a password to protect the file.
Enter your preferred password, then click on OK. To skip this step, leave the text field blank and then click on OK.

Merchant Portal 2.0

Tip: To switch themes, at the top right, click on the account name. Then, select Back to Classic Theme.

Log in to the Merchant Portal.
On the left panel, click on Gift Card.
Select Gift Card, then click on Gift Card.
At the top, enter the quantity of the gift card codes that you’d like to generate. Then, click on Generate Gift Card.
Select an option for the following fields:
- Account
- Campaign
- Type
  - Single Use - Select this option to set the gift codes to expire after one use.
  - Multiple Use - Select this option to make the gift card reusable. You can toggle Enable Top Up so customers can add more credits to their gift cards
- Enable Top Up
  Note: This setting becomes available if the gift card type is set for Multiple Use.
  Enable this option to allow customers add more credits to their gift cards.
- Activation
  - Activate Now - Select this option to activate the gift card codes as soon as generated.
  - On Purchased - Specify the Start and End Activation Period dates. The gift card must be activated through the POS within this date range before it can be used.
- Value
  Note: Next to the currency drop-down menu, make sure to enter the value you intend to entitle to the gift card.
- Expiry Date
  - Forever - Select this option to create a gift card that can be used indefinitely.
  - Month(s) - Enter the number of valid months, and select whether or not the validity can be extended. For example, if you add “5” as the number of months, the gift card will expire five months after the gift card’s activation.
  - Exact Time - Enter the exact day the gift card(s) will expire.
- Extend Expiry Date
  Note: This setting becomes available if the gift cardtype is set for Multiple Use and the Expiry Date method is set for Month(s).
  - Cannot Extend - When selected, customers won’t be able to extend their gift cards after the gift card expires.
  - Extend by Transaction - Extends the validity based on the gift card’s activity. For example, a multiple-use gift card has been configured to expire after one month after it was issued. If the gift card is not used within the one month validity, the gift card will expire. Alternatively, using the gift card within its validity period extends the validity for another month.
- Enable Refund
  Note: This setting becomes available if the gift card type is set for Multiple Use.
  Enable this option to allow customers to refund the value included in the gift card.
- Revoke Gift Card After Refund
  Note: This setting becomes available when "Enable Refund" is turned on. Enable this option of you want to deactivate the gift card after processing a refund.
- Serialization Method
  - System Generated - The system generates sequential IDs that follows a pre-defined format that can be used for the gift card. For example: 002-2300000000038, 002-2300000000039.
  - User Defined - Select this option to use your own sequential ID that you’d like to use for your gift card. To do this, you must download the template file, fill in the Sequential ID column, then re-upload the template file.
    Tip: You can view the uploaded file’s history by going to User Defined Code History on the left panel.
Under "Availability," select an existing Shop Group or add a new one.
After entering all of the gift cards’ details, at the top right, click on Save. A prompt appears where you can enter a password to protect the file.
Enter your preferred password, then click on Confirm. To skip this step, leave the text field blank and then click on Confirm.

An Excel file containing the gift cards’ information including the "Payment Code" and "Sequential Number" is automatically created and downloaded to your computer. The Payment Code is what you’ll use for the QR Code to redeem the value entitled to the gift card, while the Sequential Number is the gift card’s identification number.

Note: The Payment Code is only available in the Excel file that’s generated after issuing gift cards. If you plan to export Gift Card data in the future, note that the Payment Code will not be included.

Delete gift cards

You can remove gift card codes individually or in bulk. Once gift card codes have been deleted, existing gift cards will no longer be valid. This action is irreversible.

Delete gift cards individually

To delete gift cards individually, follow the steps below:

Merchant Portal (Classic Theme)

Tip: To switch themes, at the top right, click on the account name. Then, select Experience Merchant Portal 2.0.

Log in to the Merchant Portal.
On the left panel, click on Gift Card / Discount Coupon.
Under Gift Card, click on Gift Card.
Next to the gift card that you want to delete, click on Delete. A prompt appears to confirm if you want to delete the gift card.
Click on OK to confirm.

Merchant Portal 2.0

Tip: To switch themes, at the top right, click on the account name. Then, select Back to Classic Theme.

Log in to the Merchant Portal.
On the left panel, click on Gift Card.
Select Gift Card, then Gift Card.
Next to the gift card that you want to delete, click on Delete. A prompt appears to confirm if you want to delete the gift card.
Click on Confirm to delete.

Delete gift cards by batch

Note: This feature is only available on Merchant Portal 2.0.

To delete a whole batch of gift cards, follow the steps below:

Log in to the Merchant Portal.
On the left panel, click on Gift Card.
Select Gift Card, then Gift Card.
Click on Generation History.
Next to the batch of gift cards that you’d like to delete, click on Delete . A prompt appears to confirm if you want to delete the gift cards.
Click on Confirm to delete.

The message “Deleted” appears once the batch of gift cards have been removed.

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