Gift Vouchers
GemaPark Vouchers work in two ways:
A Gift Voucher – anyone with the code can use the voucher.
A Credit voucher – only the owner can use the voucher.
Vouchers can be used in lieu of payment when paying online or offline.
Settings
Voucher settings are configured under company settings on the right-hand menu:
Gift Vouchers
Gift vouchers are a paid extra. By enabling this feature, you agree to the additional monthly subscription charge.
Enabled
To activate the voucher settings, tick the box to enable them.
Default Months Valid
This is the expiry date of the credit voucher, this is set to 12 months by default.
T&Cs URL
Vouchers should have their own T&Cs link.
These are separate T&Cs to the online booking T&Cs, and these should be specific to buying a gift voucher.
Orders cannot proceed online without T&Cs being accepted so these should be linked.
Voucher Image
If you want to display an image of the voucher online to make the booking process smoother than you can upload one here.
Sell Park-Specific Vouchers
If you are only one park, then you will sell only vouchers specific to your park.
If you are a multi park, then you can choose to sell vouchers that are either park specific or across all your parks.
If you want to sell vouchers that are park specific, then you tick this box, and vouchers will be park specific. If you want to all any voucher bought to be used at any park, then leave this box blank.
Min Online Value
This is the MINIMUM amount the voucher can be bought for online.
Max Online Value
This is the MAXIMUM amount the voucher can be bought for online.
Description
If you want to add text for the purchase of the voucher online to make the booking process smoother than you can write text in here.
Press save once your settings have been updated and vouchers will be ready to go.
Selling a Gift Voucher Online
You now have a new URL to be able to buy gift vouchers online. This will be located under your park settings:
You can link to this directly on your website to buy a gift voucher. It is an independent portal to the online booking process.
The customer is taken to a page to buy a gift voucher, depending on the settings you updated in the company settings page.
The customer can enter an amount and click continue to purchase the gift voucher.
The booking pages are then displayed to show the billing details of the person purchasing the voucher.
The customer can then enter the Voucher recipient details with space for any messages.
They can choose to send the voucher directly to the recipient, or enter their details and they can send it to themselves:
The rest of the booking process follows as normal with the requirement to accept the Voucher specific terms and conditions before making payment:
Once the customer has purchased a voucher, they will receive a voucher confirmation email confirming the voucher purchase. (Note: Please check with GemaPark that this email has been set up for you)
Each gift voucher has a unique code, and this is included in the gift voucher confirmation email.
Voucher codes consist of 8 alpha numeric characters and are non-synchronous so they cannot easily be forged.
Using a Gift Voucher online
The discount box has been renamed to: Discount/Voucher Code.
The booking process follows the normal process. The customer will enter the vouchers unique code into the discount/ voucher code box like so:
Once the code has been entered the booking form will confirm a). if the voucher is valid and b). how much has been redeemed against the booking.
If the booking is less than the voucher amount the booking form will use the voucher amount and confirm if any money is left:
The customer can then proceed with the booking as normal. If they are outside of the deposit period, they will be able to proceed without any further payments being made and complete their booking.
If they are within the deposit period, they will be asked to pay the outstanding balance to complete the booking.
Selling a Gift Voucher via GemaPark
After activating the gift voucher module on the booking form, you will get the option for vouchers:
Clicking ADD will bring up the Gift Voucher box to enter the details in:
GemaPark Gift Voucher (Price)
This is the value of the voucher that is charged to the booking. It could be the full value of the gift voucher or just the amount you want to charge.
If you are selling a standard voucher, you should enter the voucher’s full value.
If you are selling it at a reduced price, you should enter the reduced-price amount.
Voucher Value
This is the full value of the voucher that the customer can redeem against a booking.
Park Specific
This is what park the voucher can be used against. If it is park specific, you tick this box, and the voucher can only be used against the park stored against in the booking form.
If you will allow this to be used against any park you do not tick this box.
Recipient Name
This is the recipient of the gift voucher.
It does not need to be completed but will show the details on the gift voucher document.
Recipient Email
This is the email address of the recipient of the gift voucher.
It does not need to be completed but will show the details on the gift voucher document and will email the gift voucher to the recipient if entered.
Recipient Message
This is where you can enter a gift message to recipient of the gift voucher.
It does not need to be completed but will show the details on the gift voucher document if entered.
Once completed save the booking and you will be taken to the booking completed page and then you can take payment on the leger in the normal way.
When finalised you can then send the voucher emails to the customer and the voucher recipient from the documents page. (Note: Please check with GemaPark that this email has been set up for you)
NOTE: Bookings for gift vouchers must be CONFIRMED to be used on other bookings. Any voucher on a booking in a provisional state cannot be used until the booking is confirmed.
IMPORTANT: Once a gift voucher has been created it cannot be edited via the booking form. They are independent of a booking and any further amends to, or deletions of the voucher, must be done via the voucher screen below.
Viewing gift vouchers in GemaPark
Under Admin you get a new page called Gift Vouchers:
You can navigate to this page to view the gift vouchers created.
Created
You can search the database for gift vouchers created in a certain date range.
You can enter either just today’s date, or a date range to get wider results.
Expires
You can search the database for gift vouchers that will expire in a certain date range.
You can enter any date in the future, or a date range to get wider results.
Park
You can search the database for gift vouchers that are valid for a given park.
You can leave this blank to bring back all vouchers.
Code
You can search the database for gift vouchers via their code. If you know the code of the voucher you can enter the 8-digit code in here.
If you are searching on code, you should clear the other search parameters if they have been entered.
Customer
You can search the database for gift vouchers added to a specific customer.
If there is a customer name on the booking this will search on the surname field only.
If you are searching on Customer name, you should clear the other search parameters if they have been entered.
After entering your search parameters, the vouchers results are returned in the table below:
The results are returned by latest created date in the results if searching for a range. You can sort on any field header.
The results table shows the following details.
Created
The date the voucher was created, default sorted by latest first.
Expires
The date the voucher expires.
Code
The specific voucher code is shown. When the code field is hovered over, you get the option to quickly copy the code:
Total Value
The total value of the gift voucher
Redeemed
The total value that has been redeemed of the gift voucher.
This field can be clicked on and any ledger entries that have been used against this voucher will be displayed here.
Remaining
The total value of the gift voucher that remains.
If the voucher has been used this is 0 and if it has been part used the amount will reflect the balance.
Booking Ref
If the voucher was created through GemaPark on a booking form or online, then there will be a unique booking reference for it.
If the voucher was created through this gift vouchers page, then no booking reference will be tied to it.
You can also get into the voucher booking by clicking the booking reference which will take you directly to the booking form.
Customer Name
The surname of the customer will display in this column.
It will be blank if the voucher was created through this page as no customer details are tied to it.
Park
If the voucher has been marked as park specific this will show in the column where the voucher can be used for.
Notes
Shows the notes of the voucher added to the booking form.
Edit Voucher
You can edit a voucher by using the yellow pencil.
The vouchers code cannot be changed but the expiry date, value and park specific flag can be altered.
The vouchers value can be altered if required. However, a voucher cannot be removed or reduced to a value below its current spent value.
IMPORTANT: Once a gift voucher has been created it cannot be edited via the booking form. They are independent of a booking and any further amends to, or deletions of the voucher, must be done via this voucher screen only.
Creating a Gift Voucher not tied to a customer
You can create a voucher on the gift vouchers page which enables you to create a voucher not tied to any customers details. These could be used for gift prizes for example.
On the gift vouchers page click the green +NEW button and you will be given a gift voucher page to complete:
The code is auto generated and cannot be altered.
Complete the gift voucher details as per the form and click Add once done. You will be taken to the gift vouchers page and your new voucher will be viewable.
Making a payment or refund by Gift Voucher in GemaPark
After you have created a GemaPark booking in the normal way you can then navigate to the ledger.
On the ledger screen there is a new option to record the payment method as Gema Voucher:
After selecting Gema Voucher you can enter the Gift Voucher code and press validate:
If you are within the deposit rules it will default to use the deposit amount and tell you how much is being used from the voucher.
If you want to redeem the full voucher you can edit the amount, and this will redeem the full amount.
Press save and your payment will have been made against the booking, updating the gift voucher amount as well:
If you need to cancel/refund the voucher, then you can press the red X against the entry in the ledger and this will cancel the voucher payment and revert the voucher back to the full amount.
