Manage issued gift cards

Every gift card Toki issues shows up in a Gift Cards table, so you always know who holds a card, what's left on it, and when it gets delivered. From the same table you can update a card's balance, manage its delivery email, and see the orders where it was spent.

Where to find the table

The Gift Cards table appears in two places:

• On a gift card product page — open Loyalty, scroll to Gift Card Products, and click Edit next to a product. The table lists every card issued from that product.
• On a member profile — open Members, open a member, and go to the Gift Cards tab. The table lists that member's cards, and you can also create a new card for them here.

What each row shows

Use the search field to find cards by code, email, or order number. Click Export to download a report of the cards in the table.

Update a card's balance

1. Click the Actions button on the card's row and choose Update balance.
2. Enter the New Balance. The modal shows the current balance for reference.
3. Click Update Balance.

The new balance applies everywhere the card lives. If Toki is connected to more than one of your stores, the balance is updated in each of them — and if a store doesn't have the card yet and the new balance is above zero, Toki creates it there.

Manage or reschedule delivery

Each purchased gift card is delivered by email. To change who gets it, when, or what the email says:

1. Click the Actions button on the card's row and choose Manage delivery.
2. Pick the Recipient the email should go to.
3. Choose the email content. Use existing email template is on by default. Turn it off to write a one-off Email Subject and Email Template for this card — you can use {{code}} to insert the gift card code and {{note}} to include the customer's message.
4. Choose the timing. Leave Send immediately on to send the email right after you save, or turn it off and pick a Delivery date.
5. Check the summary banner — it tells you exactly what will happen — then click Save.

A few things to know:

• If the card already has a delivery scheduled for the future, the modal opens with that date pre-filled. Otherwise it's set to send immediately.
• The modal shows the card's current delivery date in your timezone.
• If you pick a date in the past, the email is sent immediately after you save.

For how delivery works when customers buy gift cards, see Gift card delivery.

See where a card was spent

1. Click the Actions button on the card's row and choose Usages. If the card has been used, the count shows next to the action.
2. The Gift Card Usages modal lists each order where the card was spent, with the Order ID (linked to your Shopify admin), the store it was used in, and when.

Toki tracks usage from your Shopify orders automatically. When a card is spent in one of your stores, its balance is synced to your other connected stores — so a single gift card works across all your storefronts.

Create a gift card for a member

You can issue a gift card by hand from a member's profile — handy for goodwill gestures or replacements.

1. Open Members, open the member, and go to the Gift Cards tab.
2. Click Create.
3. Enter a Gift Card Code, or click Generate Code to get one. Codes need at least 8 characters, letters and numbers only. Generated codes are 16 characters and skip the letter "o" and the digit "0", so they're easy to read and type.
4. Enter the Amount — the card's initial balance. It must be above zero.
5. Add a Note if you want an internal reminder of why the card was issued. Notes show in the table's Note column.
6. Click Create.

The card is created in every store Toki is connected to, so the member can spend it in any of them. If it can't be set up in one of your stores, you'll see a message telling you which store — chat with us and we'll sort it out with you.

Related

• Gift card products
• Gift card delivery
• Gift card issuance