Table of Contents
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Accessing the Tool
Plastic Gift Cards
When using plastic Gift Cards with a mag stripe, please ensure the cards already have a number populated on their mag stripe. When issuing, or redeeming Gift Cards, the number on the mag stripe is needed to associate the Gift Card with the Clubessential database.
Furthermore, in order to read the number on the plastic Gift Cards, the club will also need to use an UN-ENCRYPTED swiper. Regular Credit Card swipers from ETS or Openedge will NOT suffice in this situation; these are ENCRYPTED readers.
Recommended Vendor
Many of our clients have had success purchasing their mag stripe Gift Cards through the Custom Plastic Card Company. Contact information for the Custom Plastic Card Company is below:
Custom Plastic Card Company
1801 Green Road
Pompano Beach, Fl 33064
Gift Card Settings
If using manually entered paper/ plastic Gift Cards, automatic Gift Card Numbers can be assigned to Gift Cards as they are sold within the Office System. (Note: This setting would not be used if the club is using plastic Gift Cards with a mag stripe.)
To configure the system to automatically assign Gift Card Numbers,:
1) NavigateNavigate to System across the top toolbar and select System Settings.
2) Select Select Point of Sale on the left pane and navigate to the Gift Card Settings section.
Check Auto Number. When checked, the system will automatically assign Gift Card Numbers.
Enter an Auto Number Seed - This is the first Gift Card Number to assign.
Set Up Gift Cards
In this section, we will review the various procedures needed to set up Gift Cards. This will need to be done regardless of whether the club is using manually entered Gift Cards, or Plastic Gift Cards with a mag stripe.
Gift Card POS Item
A POS Item flagged as ‘Ask for Price’ must be created to be associated with the Gift Card Type (explained in next section). When this Item is selected in either the Member Charge Wizard or the POS, a prompt will display asking for the Gift Card information. Please be sure to link this Item to the correct GL account for accounting purposes (please see our Clubessential Items Manual for more information on creating items).
Gift Card Type
After the POS Item is created, the next step is to set up the Gift Card Type. The Gift Card Type determines the POS Item that will populate the Gift Card information prompt, an expiration value, and the Areas the Gift Cards can be redeemed.
ToTo set up a Gift Card Type,
1) NavigateNavigate to Membership across the top toolbar and select Gift Card Types.
2) The The Gift Card Types Grid will launch.
3) Perform Perform either of the following to launch the Gift Card Type setup screen:
Click the New icon on the toolbar.
Right-
click anywhere on the Gift Card Types Grid and select New.
4) The
The Gift Card Type Setup screen will launch.
Please enter all appropriate information listed below:
Enter the Name of the Gift Card Type.
Select the POS Item created in the previous section.
Enter an Expiration Value.
Select the Areas the Gift Cards will be redeemable.
Note: To remove an Area, highlight the Area in question from the Selected Areas list and select Remove Selected.
6) Select
Select Save & Close.
Once the Gift Card Type has been added, you can issue the Gift Cards.
