Managing gift cards
What is a gift card?
A gift card is a credit in euros that someone pays for in advance and that the recipient later uses for a lesson or a package. The card has a code, a balance and an expiry date of 5 years after purchase. At checkout the recipient enters the code and the amount is deducted from the price.
On your site buyers choose from six designs, plus Sinterklaas and Christmas in season, and can add their own photo, for example of themselves with the recipient. The buyer crops the photo themselves. If you want to view the seasonal designs outside the season, add ?seizoen=1 to the address of your gift card page. Buyers will not come across that link by themselves; for them the seasonal window still applies, unless you switch on Always show Sinterklaas and Christmas (see Text on the card below). Companies can also put their name and logo on the card. The photo appears on the card on the site, in the email and on the PDF. On the birthday design the photo is set into the golf ball on the card and on the PDF, so a face of the birthday person works best there.
Golfly also issues gift cards itself: if a participant cancels a course after the cancellation period, they receive a credit pro rata to the remaining sessions, valid for 12 months. See Organising group lessons and courses.
Setting up your gift card offers
Under Admin → Gift cards → What you sell you decide which cards buyers see on your site. Click New offer and enter:
- Name (NL): the title that appears large on the card, for example "Private lesson" or "Introduction".
- Card subtitle (NL) a short line under the title. Leaving it empty gives a default text.
- Description (NL): a short explanation on your gift card page.
- Amount (€): 1 to 10,000 euros.
- Label: optional, such as "Popular". Highlighted puts the offer at the front. Active decides whether it appears on your site.
Click Add. Then click an offer to edit it; the arrows set the order and the dot switches it on or off. Via the menu you can Duplicate or Deactivate an offer. Deactivating removes it from your site; you can activate it again later. If you work bilingually, fill in the translation on the English tab or click Translate from NL.
The name and subtitle are fixed on the card at the time of purchase. If you change the offer later, a card that has already been bought does not change with it.
Text on the card
Not every card belongs to an offer: if the buyer chooses their own amount, there is no name to show large on the card. Under Admin → Gift cards → What you sell, at the bottom of the card Text on the card holds four titles, one per amount band:
- Up to €49, default "Eerste Swing"
- €50 to €99, default "Scherper Spel"
- €100 to €199, default "Vaste Vooruitgang"
- From €200, default "Prestatie Traject"
Each field already shows the default text, so you can read straight away what appears on the card now. Under each field there are three suggestions; for the location these are your own locations. Click one and the field fills in. If you change nothing, Golfly saves nothing and the default applies.
Below that you enter the Subtitle, the line under the title on every card. By default that reads "Persoonlijke coaching met PGA Professional". A title can be up to 40 characters, the subtitle up to 80.
Location on the card shows where the lesson takes place, just below your name on the card. By default that is your main location as "name · place"; if you have not set up any locations, it is the club name from your settings. If you type something else, it stays; up to 60 characters. Reset to default resets all text fields to the defaults and saves that straight away. Otherwise click Save.
What you type here appears on the card, even if the buyer views your site in English. If you leave a field on the default, an English buyer sees the English default text.
The buyer can overwrite the title on their own card. In step 2 there is the field Title on the card (optional), with your title for that amount as a placeholder, three suggestions below it and up to 40 characters. What finally appears on the card: the buyer's title, otherwise the name of the offer they chose, otherwise your title for that amount band.
Each card keeps the text it was bought with. If you change the titles or the subtitle later, that applies to new cards; cards already sold do not change. The location line works the other way round: every card reads it afresh, so after a move an older card is also correct again.
The card itself no longer shows a season label. "Sinterklaas edition" and "Christmas edition" only appear in small print on the design tiles in the picker, not on the card the recipient receives.
Always show Sinterklaas and Christmas
On the same card is the switch Always show Sinterklaas and Christmas. By default it is off: buyers then see those two designs only in season, Sinterklaas from 1 November to 5 December and Christmas from 15 November to 26 December. If you switch it on, they appear in the picker all year, after the six fixed designs. The seasonal banner and the last-chance message on your gift card page continue to follow the real window.
What the buyer does on your site
On the gift card page of your site the buyer chooses an amount from your offers, or types their own amount under Other amount. Then they choose a design, optionally add a photo, enter the recipient's name and a personal message, and their own email address. With a switch they can have the card sent straight to the recipient's email address.
The buyer pays via Mollie. Until that has happened, the card shows in your overview under Awaiting payment. After payment the buyer receives a confirmation email with the card as a PDF, and the recipient receives an email with the code if the buyer chose that.
Orders
If someone wants more than one card, for example a company for its team, they order them all at once on the same gift card page. Under Quantity they choose 1 to 25. In the field Recipients' names they enter one name per line; those lines fill in the cards in order, and a card without a name leaves its name line empty. Amount, design, message, photo and the business block with company name and logo apply to the whole order. More than 25 cards cannot be ordered through the site: the page then asks the buyer to email you for a quote.
Payment works in two ways. Pay now via Mollie (iDEAL, card or another method) is always possible; if the buyer enters their invoice details, Mollie sends them a paid invoice afterwards. By invoice, 14 days only appears if you have switched on VAT invoices via Mollie. Mollie then emails that invoice itself and the cards become active once it is paid; until then the order shows as Waiting for invoice.
After payment the buyer receives one email with all codes, with all cards as one PDF, one card per page. The recipients receive nothing from Golfly: the buyer hands the cards out themselves. You receive a notification that an order has come in.
Under Admin → Gift cards there is the tab Orders. For each order you see the company or name of the buyer, the status, the date, the quantity times the amount per card and the total. Click an order for the detail with all codes and their status, plus the buttons Copy codes, All gift cards (PDF) and, if there is a Mollie invoice, Invoice (PDF). The individual cards from an order also appear on the tab What clients have bought, with the label Order.
Issuing a gift card yourself
This is for a card that you give away or sell outside Golfly. No payment is involved.
- Go to Admin → Gift cards and open the tab What clients have bought.
- Click Create gift card.
- Choose an amount from your offers (the featured offer is preselected) or tick Other amount and enter an amount yourself. Optionally enter the recipient's name.
- Click Create. You immediately see the QR code and the card's code, with the buttons Share and Copy code. The card is valid for 5 years.
- Share the code or the QR code with the recipient by email, WhatsApp or print. Golfly does not send an email for this itself.
In your overview such a card has the label Gift; a card bought via your site is called Sold.
How does a student use the card?
- The student starts a booking on your site and chooses online payment.
- Under the payment choice they click Have a gift card or discount code?, enter the code and click Check.
- Golfly shows the available balance. If the card covers the whole lesson, they pay nothing. Otherwise they pay the remaining amount via iDEAL.
The card only works with online payment. If the student chooses credits or cash, the screen says that the gift card works with online payment. When buying a package, the code can also be used.
If a recipient wants to know how much is left on their card, they can check on your site under /cadeaubon/saldo. They enter the code and see the available balance, what has already been used, and a button to book a lesson.
Your overview
On the tab What clients have bought there are four tiles: Sold (paid via your site), Redeemed, Outstanding (balance that can still be used) and Created (all cards together). Filter with All, Active, Redeemed, Expired or Deactivated.
For each card you see the code (with a copy button and, for an active card, a QR button), the labels Sold or Gift and the status, the recipient's name, the date and the balance. If part has been used, "of € X" appears next to the original amount. Next to a card with a photo is Remove photo; next to an active card is Deactivate.
Frequently asked questions
What happens when a card expires?
Each card has an expiry date: 5 years after purchase, or 12 months for a course credit. At the moment Golfly does not automatically set a card to Expired when that date passes. A card with a balance therefore stays redeemable until you deactivate it. To close an old card, use Deactivate.
Can I reverse a card?
Yes. On an active card click Deactivate and confirm. The remaining balance becomes invalid. That also works for a partly used card, and it cannot be undone.
Can a student combine several cards in one booking?
No, one gift card code can be used per booking. What is left over, the student can use in a later booking. A discount voucher can be combined with a gift card; the discount then comes off the remaining amount.
Is there commission on a gift card?
No. The full value goes to your Mollie payout, with only the usual Mollie transaction costs. Under Admin → Payments you recognise a gift card sale by the label Gift card.
How do I see a credit from a course cancellation?
If a participant cancels a course after the cancellation period, a new card appears under What clients have bought with the label Gift, in the participant's name. The value is pro rata to the remaining sessions and the card is valid for 12 months. The participant receives the code in their cancellation email.
Can I remove the photo from a gift card?
Yes. Click Remove photo behind the card and confirm. The card then uses the standard design again, including in the email and on the PDF. Copies already downloaded keep the photo. This cannot be undone.
What happens to the Father's Day design after Father's Day?
The design remains and is called Warm outside the promotion. The card itself no longer carries a Father's Day label, not even on cards bought during the promotion.
Related
Printing business cards from your vouchers
What goes on the front and back of a voucher business card, what your voucher needs, how to download the files, and what to give the printer.
Paying cash or by card at the lesson
Let clients book without paying online, and then tick off the payment yourself in Golfly.