Sell and accept gift cards

A Conciar gift card has a code and a balance. Guests can spend it over several visits until the balance runs out or the card expires. You can sell gift cards:

• online on your own gift card page;
• at the till;
• by hand from the dashboard, for example as a gift.

You need the admin or manager role to manage gift cards. In the dashboard they're under Restaurant → Gift Cards.

Set up gift cards

1. In my.conciar.com, go to Restaurant → Gift Cards and open the Settings tab.
2. Set the Preset amounts guests can choose, for example 25, 50, 75 and 100.
3. Switch Allow a custom amount on or off, and set the Minimum amount and Maximum amount.
4. Under Valid for (months), set how long a new card stays valid, or leave it empty for cards that never expire. In the Netherlands, gift cards usually have to be valid for at least 2 years.
5. Save.

VAT on gift cards

Normally a gift card is sold without VAT, because it's a prepayment: VAT is charged on what the guest buys with it. If your restaurant uses a fiscal printer, the Settings tab instead asks for the Tax rate of a gift card sale, and VAT is charged when the card is sold.

Sell gift cards online

1. On the Settings tab, switch on Sell gift cards online.
2. Copy the link under Your gift card page and share it on your website and social media.

Your gift card page is at r.conciar.com/your-name/gift-card. Your booking page also shows a Gift cards button.

Online sales need an online payment method that's switched on. See Connect payments.

What your guests do

1. Choose an amount, or enter their own.
2. Choose Email it to someone, with the recipient's name, email and a personal message, or Send it to me.
3. Enter their own name and email and pay online.

The gift card is emailed with its code, value and expiry date, as a PDF and as a link to a printable card. When it's sent to someone else, the buyer gets a separate receipt email. The emails and the card use your logo and brand colour, in the guest's language: English, Dutch, German, French or Spanish.

Sell a gift card at the till

1. In the Conciar app, tap the gift card button in the top bar and choose Sell a gift card.
2. Pick an amount, or tap Other amount.
3. Optionally fill in who it's for and who it's from. With a recipient email, the card is emailed there.
4. Tap Charge and take payment with cash, card, card terminal or Scan to pay.

The card becomes active once it's paid. The till then shows the code, so you can hand it over or write it on a card.

Issue a gift card from the dashboard

Use this for gifts, prizes or a card sold some other way.

1. On the Cards tab, click Issue gift card.
2. Choose the amount, fill in the recipient and, optionally, the buyer and a message.
3. Check the Expiry date, or leave it empty for no expiry.
4. Choose a Reason: Sold at the counter or Complimentary.
5. Optionally tick Email the gift card to the recipient, and issue the card.

No payment is recorded for cards issued this way.

Let guests pay with a gift card

1. On the till, take payment and choose Gift card.
2. Type or scan the code and tap Check card.
3. Enter the amount to take off the card, up to its balance or the amount due, and apply it.

If the card doesn't cover the whole bill, the rest stays due; choose Pay the rest to pay it another way. Before the bill is paid, you can take a gift card payment off again and the amount goes back onto the card.

To check a balance without paying, tap the gift card button and choose Check balance.

Manage cards

The Cards tab lists every card with its balance, status, expiry date and where it was sold. Search by code (or its last 4 characters), name or email. Click a card to:

• Resend email to the recipient or another address;
• Adjust balance: add or take off an amount, with a reason;
• Edit the recipient or the expiry date. A card that expired with a balance becomes active again when you extend its date;
• Void it. This can't be undone, and the remaining balance is written off.

The History shows every change to the card: issued, spent, refunded, adjusted, expired or voided.

When you refund a bill that was partly paid with a gift card, that part goes back onto the card.

Import gift cards from another system

If you already sold gift cards on paper or in another system, import them so guests can spend them in Conciar.

1. Make a CSV file with a header row and the columns code and balance. You can also add expires_at, name and email.
2. On the Cards tab, click Import and choose the file.
3. Click Check file. Conciar lists any rows with problems; fix them and check again.
4. Click Import.

Nothing is imported until the whole file is correct. Codes must be 6 to 32 letters and digits, and stay as they are. Cards without an expiry date in the file never expire.

Common problems

The gift card page doesn't sell. The Settings tab says why: online sales are off, or no online payment method is switched on.

"This card only holds €…" The card's balance is lower than the amount you entered. Take off the balance and pay the rest another way.

A guest's card has expired but still has money on it. Open the card, click Edit and set a later expiry date.

I refunded the order in which a gift card was sold, but the card still works. Refunding the sale doesn't touch the card. Void the card yourself.