In this guide, we will display the steps to set up and manage Gift Cards via the Admin Panel and process Gift Card Sales via the ePOS Hybrid Operator App.

Firstly, log into your Admin Panel via https://www.eposhybrid.uk/ or via the ePOS Hybrid Operator App.

Once logged in, select Gift Card Management to open the below screen.

The Gift Card Management screen will list all active Gift Cards, allow settings to be updated and add new Gift Cards.

If you wish to run a Gift Card Program, turn the Do you want to run Gift Card Program? button On - if you wish to stop the Gift Card Program at any time, select the Off option. This section will also list the Total Active Cards in addition to the Total Credited, Total Redeemed and Total Liable monetary values.

To customise your Gift Card Settings, click the Gift Card Setting button on the top-right corner of the screen.

The Create Gift Card Denominations field will allow you to enter preset Denominations. In the Enter Amount textbox, type in the Denomination Amount then click the green + Add button next to the textbox to add the Denomination below. Denominations can be deleted at any time by clicking the red X on the top-right corner of the Denomination.

If the Can Operator Type In Any Amount option is set to ON, this allows for the Operator to enter an amount not specific to the preset Denominations when processing a Gift Card sale on the ePOS Hybrid Operator App. If the option is set to OFF, only the preset Denominations will be available.

The Max Type-in Amount textbox allows you to set a maximum amount that can be entered by the Operator when processing a Gift Card sale if the Can Operator Type In Any Amount option is set to ON.

Finally, enter the chosen Expiry Date for the Gift Card Program - this can be updated at any time if required.

Once all the above fields have been completed, click Submit to save these settings, then click the red Back button at the top-right corner of the screen to return to the Gift Card Management screen.
 

While new Gift Cards can set up via the ePOS Hybrid Operator App, let’s review the process to add Gift Cards via the Admin Panel.

On the Gift Card Management screen, click the Add New Giftcard button to open the Add New Giftcard pop-up.

Enter the number of the new Gift Card in the Enter Card Number field, then click Add to open additional fields.

Use the Enter Customer Name field to enter the customer’s name if required, then use the preset or Other Amount boxes to confirm how much will be credited to the new Gift Card.

Once all necessary fields have been completed, click Add to add your New Gift Card.
 

**Please be aware Gift Cards credited through the Admin Panel will not be listed in your Shift End/X Report as they have been processed separately from the ePOS Hybrid Operator App. - Debit/Credit History reports are available for each card individually in the Action column. **

Once a Gift Card has been created via the Admin Panel, you will return to the Gift Card Management screen with all active Gift Cards listed with information listing the Card Number, Customer Name (if entered), the Amount Credited, Balance, Start/Expiry Dates, Date Last Used, Times Used and who the card was Activated By, in addition to the Status and Action columns.

If you wish to Deactivate a Gift Card, click the green Active button in the Status column, then click OK to update the status to Inactive. To Reactivate the card, click the red Inactive button then click OK to return the card to Active status.

The first icon in the Action column details the Debit/Credit History of the Gift Card. Click this icon to open the Debit/Credit History pop-up, detailing the Gift Card ID, amount and date credited, the Operator who debited/credited the card and the Type confirming whether this entry corresponds to a Debit or Credit. If the Gift Card was Credited via the Admin Panel, the Debited/Credited By column will list Admin.

The next icon in the Action column allows you to Credit to Gift Card, if you wish to credit an existing Gift Card, for example to resolve a customer complaint.

Click the Credit to Gift Card icon to open the below pop-up, allowing you to select from the preset Denominations or enter a specific amount by selecting Other Amount. Once the amount has been selected, click Add to credit the required amount - this will update the Debit/Credit History section accordingly. 

Finally, the Edit icon allows you to Edit details of the chosen Gift Card.

Click the Edit icon to open the Edit Gift Card Details screen, allowing you to edit the Card Number, Customer Name - this can be used for existing cards as Gift Cards registered via the Operator App do not have the option to add a Customer Name - Start and Expiry Dates. Once changes have been made, click Update to update the Gift Card Details accordingly.

Next, let’s move to the ePOS Hybrid Operator App to review the process to Register, Sell and Redeem Gift Cards.

Firstly, select Extras on the ePOS Hybrid Operator App, scroll down to Voucher Management and select Gift Voucher.

Once selected, the Gift Card pop-up will appear, allowing you to either swipe or scan your Gift Card (if equipment is available to do so) or Type the Gift Card Number in the textbox below. If you are creating a new Gift Card, ensure a unique card number is used. If you are crediting an existing Gift Card, enter the Existing Gift Card Number in this box.

After entering the Gift Card Number, select how much is to be Credited to the card either using the Preset Denominations set up on the Admin Panel or - if enabled - the freeform Enter Amount textbox if Operators are able to enter a chosen amount not listed in the Preset Denominations. Press Add to add the Gift Card to the customer’s order.

Once added, the Gift Card will be listed on the customer’s order on the right-hand side of the Operator App. Press PAY to process the customer’s payment and add the new balance to the customer’s Gift Card.

To Redeem a customer’s Gift Card Balance against an order, process a customer’s order as normal then on the Payment Screen, scroll to the Gift Card option on the right-hand side of the screen and select Gift Card.

After pressing Gift Card, the Gift Card pop-up will appear. Either scan, swipe or enter the customer’s Unique Gift Card Number in the textbox, then tap Find Details.

The below screen will appear, listing the Current Giftcard Balance and the Order Amount Due. Use the keypad to enter the Amount that the customer wishes to Debit from their Gift Card Balance, then tap Redeem to deduct this amount from the Order Amount Due. The Payment Screen will then be updated with the Gift Card number in the Payments section. 

Once the Gift Card Balance has been redeemed, process any other Payment Methods then tap Finish to complete the transaction. Any Debits or Credits made to Gift Cards will be visible in the Debit/Credit History section of the Gift Card Management screen in the Admin Panel.

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