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Table of Contents

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:

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

Merchant Portal (Classic Theme)

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

  1. Log in to the Merchant Portal.
  2. On the left panel, click on Gift Card / Discount Coupon.
  3. Under Gift Card, click on Setting.
  4. Turn on the Gift Card feature for All  or turn on the setting individually for each restaurant that accepts gift cards.
  5. At the top right, tap Save.
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Merchant Portal 2.0

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

  1. Log in to the Merchant Portal.
  2. On the left panel, click on Gift Card.
  3. Select Gift Card, then General.
  4. Under Enable Gift Card, turn on the Gift Card feature . Then, under Shops Accepting Gift Card, toggle Enable All  or turn on the setting individually for each restaurant that accepts gift cards.
  5. At the top right, tap Save.
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Set shared settings for gift cards

Before generating a gift card code, you can 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)

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

  1. Log in to the Merchant Portal.
  2. On the left panel, click on Gift Card / Discount Coupon. 
  3. Select which Global Setting preset you’d like to add:

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.

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

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

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

  1. At the top right, click on +Account.
  2. Enter the Account Name and Account Code.
  3. At the top right, click on Add.
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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.

  1. Click on + Add Group.
  2. Set the language or keep the language option as Default.
  3. Next to the language option, enter the Shop Group name. Then, next to the name field, click on Save.
  4. If you’d like to exclude shops from this Shop Group, click on + Add Excluded Shops.
  5. From the drop-down, select the shops you’d like to exclude. Then, next to the drop-down, click on Save.
  6. Once you’re done, click on Save.
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Merchant Portal 2.0

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

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

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.

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

  1. At the top right, click on + Campaign.
  2. Enter the Campaign Name. You can set a different name per language.
  3. At the top right, click on Save.
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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.

  1. At the top right, click on + Account.
  2. Enter the Account Name and Account ID.
  3. At the top right, click on Save.
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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.

  1. Click on + Group.
  2. Enter the Shop Group name. You can set a different name per language.
  3. Next to Available Groups, click on the drop-down to select All Groups or Specified Groups.
    1. If you selected Specified Groups, next to Specified Groups, select the specific group in the drop-down list.
  4. If you’d like to exclude shops from this Shop Group, next to Excluded Shops, click on the drop-down and select the shops you’d like to include.
  5. Once you’re done, click on Save.
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Create gift cards

To generate gift card codes, follow the steps below:

Merchant Portal (Classic Theme)

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

  1. Log in to the Merchant Portal.
  2. On the left panel, click on Gift Card / Discount Coupon.
  3. Under Gift Card, click on Gift Card.
  4. At the top, enter the quantity of the gift card codes you’d like to generate. Then, click on Issue.
  5. Under General, select or add the following information:
  6. 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 -  You can choose to turn on or off Enable Top Up.
    • 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 will first need to be activated through the POS within this date range before it can be used.
    • Currency and Value
    • Expiry Date
      • Forever - Select this to not set an expiration.
      • Month(s) - Enter the number of months of validity, and select whether or not the validity can be extended. 
      • Exact Time - Enter the exact time the gift card(s) will expire.
    • 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.
  7. Under Availability, select a Shop Group.
  8. 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. You can also skip this step by leaving the text field blank and then clicking on OK.
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Merchant Portal 2.0

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

  1. Log in to the Merchant Portal.
  2. On the left panel, click on Gift Card.
  3. Select Gift Card, then Gift Card.
  4. At the top, enter the quantity of the gift card codes you’d like to generate. Then, click on Generate Gift Card.
  5. 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 -  You can choose to turn on or off Enable Top Up.
    • 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 will first need to be activated through the POS within this date range before it can be used.
    • Value 
      Note: Next to the currency drop-down, make sure to enter the value you intend to entitle to the gift card.
    • Expiry Date
      • Forever - Select this to not set an expiration.
      • Month(s) - Enter the number of months of validity, and select whether or not the validity can be extended. 
      • Exact Time - Enter the exact time the gift card(s) will expire.
    • 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.
  6. Under Availability, select an existing Shop Group or add a new one.
  7. 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. You can also skip this step by leaving the text field blank and then clicking on Confirm.
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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.

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Note: You’ll only find the Payment Code 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.

Export gift card records

To export a file of gift card records, follow the steps below:

Merchant Portal (Classic Theme)

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

  1. Log in to the Merchant Portal.
  2. On the left panel, click on Gift Card / Discount Coupon.
  3. Under Gift Card, click on Gift Card.
  4. On the right side of the screen, click on Export. A file with all gift card codes ever created under your organization or restaurant gets downloaded to your computer. 
    Note: Payment Codes aren’t included in the exported data.
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Merchant Portal 2.0

Delete

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

  1. Log in to the Merchant Portal.
  2. On the left panel, click on Gift Card.
  3. Under Gift Card, click on Gift Card.
  4. Specify the date range. Then, at the top right, click on Export. A file with all gift card codes ever created under your organization or restaurant gets downloaded to your computer. 
    Note: Payment Codes aren’t included in the exported data.
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Activate a gift card

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Note: The steps below only apply to gift cards that are set to be activated upon purchase.

To activate a gift card, follow the steps below: 

  1. Log in to the Eats365 POS. 
  2. At the top right, tap Scan .
  3. Scan the QR Code associated with the gift card. 
  4. If the gift card is set to be activated upon purchase, the customer must pay for the gift card first before it can be activated. Tap Checkout to proceed to payment.

Once the gift card has been paid, the customer can then use the gift card as payment for their orders.

Apply gift card as payment

To use a gift card as payment for an order, follow the steps below: 

  1. Log in to the Eats365 POS.
  2. Place the customer’s order. Then, proceed to Pay.
  3. Select Gift Card from the list of tender options.
  4. Scan the QR Code associated with the gift card. 
    Note: The Payment Code is what you’ll use to generate the QR Code needed to redeem the value entitled to the gift card.

If the code is successfully recognized, the POS will use the gift card as payment for the customer’s order.

Top Up a gift card

If you’ve created a gift card that can be used multiple times, you can enable Top Up to allow customers to add more credits to their gift cards.  

To top up a gift card, follow the steps below: 

  1. Log in to the Eats365 POS. 
  2. At the top right, tap Scan .
  3. Scan the QR Code associated with the gift card. 
  4. Tap Top Up. Then, enter the Top Up amount.
  5. Tap Checkout. 
  6. Select a tender from the list of options. Then, tap Pay.
gift card ​create gift card export gift card

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