Must know
- Plan feature. Gift Cards is a plan feature that is off by default. Both sidebar entries (Store > Gift Cards and Financials > Gift Cards) also need the View Financials permission.
- Five statuses. A card shows one of five statuses: Pending, Active, Locked, Used up or Cancelled. Cancelled is permanent and outranks a $0 balance.
- Paid after tax. A gift card is a post-tax tender: it lowers the amount you collect, never the invoice total or the tax. Gift-card purchases are never taxed and balances don’t expire.
- Where cards pay. Cards pay at your club website checkout, on an owed invoice (Take payment or the family’s order page) and in the Enroll in Program tray, never together with paying the club directly.
What a card can be spent on
Event tickets, competitions, bookings and punch card purchases have no category, so only an unrestricted card pays for them. A gift card never buys another gift card. Your club website checkout. The shopper types one amount in Apply gift card balance. Cards are drawn narrowest first (pinned, then category-restricted, then unrestricted), then fewest categories, then oldest first. Cards that can’t pay appear under Unavailable in the (i) popover, with a reason such as Locked by the gym. Can’t be used to buy gift cards shows only when every item in the cart is a gift card. Used-up and cancelled cards are left off. Take payment (staff). On an owed invoice, Take payment offers Gift card ($X available) under Balances. It can cover part of the invoice, draws on the family’s eligible cards and is capped at what is still owed. Each card is checked against the invoice’s lines. Order page (family). Families can apply a card, alongside account credit, on the order page in the family portal. Enroll in Program tray. Choose Gift card and enter the card’s full code in Gift card code. The card must be Active and held by the paying family. Any remainder stays payable. Limits. Gift cards can’t be combined with paying the club directly. No service fee is added when gift cards cover the whole order; if a card or bank payment covers the rest, the fee is worked out on the full order. Balance held by another checkout can’t be spent until it finishes or expires.The five statuses
When more than one fits, the card shows the first of Cancelled, Locked, Pending, then Used up. A Locked or Cancelled card’s claim link shows as invalid.
Cancel card is on the card’s detail panel and a guardian’s Gift Cards tab, and needs Edit Financials. It issues no refund, so refund the purchase invoice separately (details).
What’s fixed when a card is issued
A card keeps its name, image and restrictions from the day it is issued. If a pinned program or product is later deleted or completed, that pin is dropped and the scope broadens to the whole category. The family portal shows (no longer offered) beside it. An athlete pin is set only at issue, applies only to Program lines, and is cleared if the holder transfers the card. Card numbers. Screens show only the last four digits, as •• 4821, and the CSV export writes**4821. No screen shows the full number, so Gift card code in the Enroll in Program tray works only if you already have it.
Staff note. Each card has an internal Staff note, never shown to families.
Related: How do I turn on gift cards and add them to my website? · How do I cancel a gift card, and how is that different from locking it? · How do I take a payment on an invoice? · How do I pay with a gift card at checkout, and what can I spend it on?