Office - POS Gift Cards - Issuing Gift Cards - Classic POS

Owned by Benjamin Hacker
Last updated: Dec 08, 2023
4 min read

Table of Contents

Overview

  • This guide will discuss how to issue a Gift Card using the classic POS system.

Required Permissions

  • POS Terminal

Accessing the Tool

Gift Cards can also be entered in bulk through the Classic POS.

To issue Gift Cards in the Classic POS,

  1. In the POS Order Screen select the Gift Card Item. Because the Gift Card Item is flagged as Ask for Price, the system will prompt the user to enter a price for the Gift Card (this will be the amount issued to the Gift Card).

  2. If more than one Gift Card will be issued at the same amount, select the Change QTY button and apply the appropriate quantity. Continue with all the Gift Card denominations; in this example 6 Gift Cards at 3 different amounts (25, 50, and 100) were issued.

    • Settle the ticket using Close Ticket or one of the Quick settlement options; once the ticket is settled, this will bring up the New Gift Card box.  

    • Note: If the New Gift Card Box option does not appear make sure you have the proper Item selected in the Gift Card Type.

  3. Depending on your setup, the system will auto assign the Track and Gift Card Number or you can enter the first number and the system will assign the next sequential numbers. If using plastic Gift Cards with a mag stripe, toggle the mouse in the Track field and swipe the card. The code that is on the mag stripe will then populate into the Track field associating that card with the Gift Card in the Clubessential database. Repeat the same process to populate the code on the mag stripe into the Card Number field.

    • If the Gift Cards will be issued to a guest or event, simply type the appropriate information in the Issued To field.  If the Gift Cards will be issued to a member, select Member Lookup and choose the appropriate member. Enter a Description for the Gift Card.  The Expiration Date will be based on what was applied in the Gift Card Type.

  4. Lastly, select OK to move to the next Gift Card.

Auto-Finish 

If you are entering multiple Gift Cards and they will be issued to the same event or member, the Auto-Finish feature may be utilized.  Please note that if using plastic Gift Cards with a mag stripe the Auto-Finish feature cannot be utilized.

  1. Once all information has been entered on the first Gift Card select Auto-Finish. This will automatically assign a number to the remaining Gift Cards with the identical information entered.

Reassign Gift Cards

  1. From the main POS screen, click or touch the button Gift Card Balance.

  2. Use the Assigned To, Card Number, or Description field to narrow down your search. Highlight the Gift Card to edit and click Details.

  3. A box with the Gift Card details will display; if you want to reassign the Gift Card to a Member, click or touch Change Member and search for the member. If this is not a member, click or touch Non Member and manually enter the name. Click or touch OK when finished.

Note: The ability to reassign is controlled by the Employee Security Role, Edit Gift Card Name after Issuance. 

Best Practices

  • To sell a gift card to a Non-member, follow the steps to issue a gift card but instead of applying the card to a member account, choose the Guest Member account that your club has set up. In the description field, enter the name of the non-member so that when the guest returns, you can utilize the Gift Card lookup to search and apply the non-member’s balance to their transaction.

FAQs

  • Q: Can a Family Member use another Family Member’s gift card?

  • A: It is possible to allow a spouse/family member to utilize a gift card.  Ensure Member’s profile is updated to reflect this.

  • Q: What if someone loses their Gift Card? 

  • A: A record of the Member’s purchase is maintained in the system.  In the event a gift card is lost/stolen, have your Member contact your Club to ensure the originally issued card is expired, and a new card can be issued. 

  • Q: What magnetic stripe coercivity is required for the software?

  • A: our software will work with both however we recommend the lo-coercivity.
    Difference between the two - Hi-co is typically recommended for cards that are used continuously (membership cards). Lo-co is typically used for cards with minimal swipes (gift cards). 

  • Q: What track or tracks should be used to encode the data?

  • A: Track 1 is recommended for our software (however 1, 2, or 3 will work). 

  • Q: Are there any specific characters or number of characters necessary to be used in the encoded data?

  • A: There are no special characters or schematic for our software.