Using Gift Cards

What you’ll learn#

After reading this guide, you’ll be able to:

• ✅ Sell gift cards at the till and load value for customers
• ✅ Accept gift cards as payment for sales (full or partial payment)
• ✅ Check gift card balances and link cards to member accounts for easier redemption
• ✅ Manage gift cards in HQ and run reports to track outstanding balances

What you’ll need#

Before you start:

• Till access with clerk or manager permissions
• Function buttons on your keyboard: Add Gift Card and Pay with Gift Card
• Physical gift cards (blank or preprinted with barcodes)
• HQ access for viewing reports and managing card details (managers only)

Understanding Gift Cards#

Gift cards let customers prepay for purchases at your venue. They work like stored value cards—customers buy them with a set amount, then use them to pay for products later.

How gift cards work in Paimnt#

• Default expiry: 3 years from date of issue
• Usage: Can pay for full or partial amounts
• Member linking: Cards can be linked to member accounts for redemption without the physical card
• Tracking: All loads and redemptions are recorded in HQ for reporting

Gift card workflows at a glance#

How to Sell a Gift Card#

Step 1: Add the gift card to the sale#

1. Press the ‘Add Gift Card’ function button on your keyboard
2. The system automatically generates a gift card with a barcode

Step 2: Complete the payment#

1. The gift card appears as a product in the sale
2. Pay for the sale using any payment method (cash, card, account, etc.)
3. The sale finalizes and the gift card is now active

How to Accept Gift Cards as Payment#

Step 1: Add products to the sale#

Add all the customer’s products to the sale as usual.

Step 2: Add the gift card as payment#

Choose one of these three methods:

Method 1: Scan or swipe the card

• Simply scan or swipe the gift card

Method 2: Enter barcode manually

1. Press ‘Pay with Gift Card’
2. Type the barcode number using the number pad

Method 3: Use a linked member card

1. Add the member to the sale
2. Press ‘Pay with Gift Card’
3. Select the desired card from the list

Step 3: Apply the payment#

1. The Gift Card Balance window appears showing:
   • Current balance
   • Expiry date
   • Linked member (if applicable)
2. The system defaults to using the maximum available balance
3. To use a different amount, type the dollar amount using the number pad
4. Press ‘Use $X’ to apply the payment

How to Check a Gift Card Balance#

Customers often want to check their gift card balance before deciding what to order.

Steps:

1. Add the gift card to the sale using any of the three methods above (scan, enter barcode, or select from linked member)
2. The Gift Card Balance window appears showing:
   • Current balance
   • Expiry date
   • Linked member (if applicable)
3. Press ‘Cancel’ to exit without applying payment

How to Link a Gift Card to a Member#

Linking a gift card to a member account lets them redeem it without carrying the physical card—perfect for regular customers.

Steps:

1. Add the gift card to the sale (scan or enter the barcode manually)
2. The Gift Card Balance window appears
3. Press ‘Attach Member’ at the bottom left of the window
4. Search for the member by name, phone, or email
5. Select the correct member
6. Press ‘Choose’ to confirm

How to Use a Linked Gift Card#

Once a card is linked to a member, redemption is seamless.

Steps:

1. Add the member to the sale (by phone number, email, or name search)
2. Add all products to the sale as usual
3. Press ‘Pay with Gift Card’
4. Select the desired card from the list (if the member has multiple)
5. The Gift Card Balance window appears
6. Enter or confirm the payment amount
7. Press ‘Use $X’

Managing Gift Cards in HQ#

Viewing and editing gift card details#

Managers can view and update gift card information in HQ.

Steps:

1. Open HQ and go to Customers → Gift Cards in the sidebar
2. Use the search bar to locate the gift card (search by barcode, member name, or amount)
3. Double-click the card to open its details
4. Adjust information as needed (e.g., expiry date, notes)
5. Press Save to confirm changes

Viewing gift card transaction history#

Every load and redemption is tracked in HQ.

Steps:

1. In HQ, navigate to Customers → Gift Cards
2. Search and open the relevant gift card
3. View the History panel on the right-hand side
4. Each transaction shows:
   • Date and time
   • Transaction type (load or redemption)
   • Amount
   • New balance

Running Gift Card Reports#

HQ provides three key reports for tracking gift card activity and outstanding balances.

Steps:

1. In HQ, open the Reports screen
2. Under the Gift Card section, select a report:

Common Questions#

Q: Can a customer reload an existing gift card?

Yes. Treat it like selling a new gift card—scan the existing card and complete payment. The new amount is added to the current balance.

Q: What happens if a gift card expires?

Expired cards cannot be redeemed at the till. Check your venue’s policy—some businesses honor expired cards as a courtesy. Managers can adjust expiry dates in HQ if needed.

Q: Can a customer get cash back from a gift card?

This depends on your venue’s policy and local regulations. The Paimnt system does not automatically provide cash back, but managers can process refunds in HQ if your policy allows it.

Q: What if a customer loses a linked gift card?

If the card is linked to their member account, they can still use it digitally—no physical card needed. This is one of the key benefits of linking cards.

Q: Can I link one gift card to multiple members?

No. Each gift card can only be linked to one member account.

Q: Can I split payment between a gift card and another method?

Yes. Apply the gift card first (it will use as much balance as available), then complete the remaining amount with cash, card, or another payment method.

Best Practices#

• ✅ Promote gift cards at checkout and during holidays, special events, or slow periods
• ✅ Offer reloads for existing cards to encourage repeat visits
• ✅ Check balances proactively before customers order to avoid awkward shortfall moments
• ✅ Encourage member linking for regular customers—it makes redemption seamless
• ✅ Run monthly reports (Gift Card Active) to track outstanding liabilities for accounting
• ✅ Handle expired cards politely—know your venue’s policy before refusing redemption
• ✅ Keep physical cards secure at the till to prevent unauthorized use
• ✅ Use branded packaging or messaging to enhance customer experience and align with your venue’s aesthetic

Next Steps#

Now that you know how to use gift cards:

1. Set up your function buttons: Make sure Add Gift Card and Pay with Gift Card are on all till keyboards
2. Train your team: Run through common scenarios (selling, redeeming, checking balances)
3. Promote gift cards: Add signage at checkout or create a holiday gift card campaign
4. Set up reporting: Schedule monthly gift card reports to track liabilities
5. Review your policy: Confirm your venue’s rules for expired cards, refunds, and reloads

More Information#

About gift card types#

Paimnt supports standard barcode gift cards. The system can use:

• System-generated barcodes: Automatically created when you press ‘Add Gift Card’
• Pre-encoded cards: Physical cards with printed barcodes that you scan/swipe

Both types function identically once activated.

About member linking#

When you link a gift card to a member:

• The member can view their balance in any member portal (if your venue offers one)
• The card appears automatically when you add the member to a sale
• The physical card still works—linking doesn’t disable the barcode
• Members can have multiple linked cards (useful for managing personal vs. gift cards)

Technical notes#

• Default expiry: 3 years from issue date (configurable in system settings)
• Gift cards are tied to your organization, not individual sites—they work at all locations
• Transaction history is permanent and cannot be deleted (for audit compliance)
• Gift card balances sync across all tills via the device mesh