Office - POS Gift Cards - Issuing Gift Cards - Member Charge Wizard

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

Table of Contents

Overview

  • In this guide we will show how to issue a Gift Card using the Member Charge Wizard.

Required Permissions

  • Membership

Accessing the Tool

Gift Cards can be issued through the Member Charge Wizard.

To create a Member Charge:

  1. Access Membership from the Module list.

  2. Choose Member Charges.

  3. Select Quick Add in the pop-up window

Member Charge Wizard

Gift Cards can be issued in bulk through the Member Charge Wizard. In this example we have 6 gift cards at 3 different values.

  1. In the Member Charge Wizard enter the Member (Member purchasing the Gift Card), Area, the Gift Card Item (POS Item selected in the Gift Card Type), QTY (Number of Gift Cards to be issued), and the Price (Amount to be issued to the Gift Card). Enter the next line as applicable. Select Finish when each line item has been entered.

  2. Once Finish is selected, an additional option at the bottom of the screen labeled Gift Card Entry will populate.

  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 Issued To is checked, it will let you manually enter a guest or event description.

    • If Member is checked, it will allow you to search for a member to issue the Gift Card to.

    • Enter the Expiration Date (will default to the expiration value set in the Gift Card Type) or Never Expires. Enter a Description. Lastly, select Next to move to the next Gift Card.

  4. Continue entering all Gift Cards. When the final Gift Card is entered, select Finish.

  5. Post the Batch.

Auto-Finish 

If you are entering multiple Gift Cards and they will be issued to the same event (i.e. - Golf Tournament Prize) 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.

  2. Select Yes on the confirmation prompt.

  3. Post the Batch as normal. 

Notes:  

  • Keep in mind that all information is searchable in POS so the more description, the easier to find a gift card.

  • Follow the same steps for a single Gift Card except when done entering all the information, click Finish.

  • If the Gift Card Entry option does not appear make sure you have the proper Item selected in the Gift Card Type. 

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.