Customers who bought gift cards in your old system can keep using them here, with the same codes. Each card comes across with what's left on it, its expiry, and who it's for and who bought it. Importing adds no sales: your old system took the money, so imported cards count in what customers still hold, not in what you sold.
Before you start
Import your customers first, so each card can be linked to the customer it belongs to. See Import your customers.
Bringing them in
On Gift cards, press Import gift cards, or go to Settings › Import and choose Gift cards. Upload your gift card list as a CSV, Excel or PDF file, or paste the rows from a spreadsheet, then press Preview import. We read what each column holds, whatever your list calls it, and show you how we read it. A column we can't place asks What is it?
A PDF works when it's the report your old system made. A scan or a photo of a list has no text to read, so export the list instead.
Where to find your export
- Timely: Reports, then Customer gift voucher details, with the date range set to All time. Export it as Excel or CSV.
- Fresha: Sales, then Gift cards sold, then Export. Fresha's own gift cards, the ones customers can spend at any business on Fresha, aren't yours to import.
- Kitomba: Manage, then Vouchers, then Download, then Vouchers with remaining balance.
- Vagaro: Reports, then Gift Cards, then Export.
- Phorest: Manager, then Reports, then Gift Cards/Vouchers, then Vouchers/Gift Cards Outstanding.
- Zenoti: Reports, then Gift Cards report (v2). Export it as someone allowed to see full card numbers.
- Square: the usual gift card export shows only the last 4 digits, which customers couldn't use. Ask Square Support for the full card numbers, then import that file.
- Shortcuts: the Outstanding Gift Certificates report comes as a PDF. Import it as it is, or copy each certificate into our template.
- Ovatu, Booksy and GlossGenius: there's no gift card export. Download our template from the import page, fill in each card's code and what's left on it, and import it.
- Shopify: the export shows only the last 4 characters of each code, and Shopify has no way to get the full codes.
- Any other system: export the list of gift cards with their codes and balances. A list of every sale and redemption won't work: it shows what happened to each card, not what's left on it.
What comes across
- Each card with money left on it, with its code exactly as your customers have it.
- What's left on it, and the amount it started with when your file has it.
- Its expiry, including wording such as 12 months from purchase when your list has the day each card was sold. A card that never expired still never expires.
- Who it's for and who bought it.
Cards that are fully used, cancelled, expired or not paid for are left out, and the preview lists each one with the reason. A card marked with another word that means it can't be used, such as On hold or Lost, is left out too, with that word as the reason.
Expiry dates and the law
In Australia, a gift card sold since 1 November 2019 must last at least three years from the day it was sold. If your file has the day each card was issued and some expire sooner than that, the preview offers to extend them to three years after they were issued. It's on unless you turn it off.
Linking cards to customers
A linked card shows on that customer's My gift cards page when they log in. A card is linked for you when its email or mobile matches a customer, or its full name matches only one. Anyone else is listed for you to check: a name several customers share, a first name on its own, or a name close to one in your list. The likeliest customer is picked for you, except when a name is only similar to someone's, such as the same surname and first initial: that card keeps the name only until you pick. You can change any pick, search for anyone in your list, or keep the name only. A card with the name only still works by its code, and you can link it later from the customer's profile with Link a gift card.
After importing
Imported cards work like any gift card: at checkout, and online when a booking takes a deposit. On Gift cards, Filter shows them under Imported. Nothing is sent to your customers when you import. When a card has an email, you can send it from the card with Email the card.
Changed your mind?
Undo an import from Past imports within a week of it. The cards it added are removed, except any card used since.
Do imported cards count as sales?
No. Your old system took the money. On the gift cards report, imported cards count in Outstanding now, and what customers spend from them counts in Spent at visits.
A balance came in wrong. How do I fix it?
Within a week, undo the import, correct your file and import it again. A card that's been used since stays as it is.
How big a file can I import?
Up to 20 MB and 5,000 cards at a time. For a bigger list, split it and import each part: a card is never added twice.