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Table of Contents

Purpose

The gift pass feature allows Operators to create a gift pass record in ADM, and then share that with end consumers.

Once a consumer has a gift pass in their possession, they can use it as a one-time spending pass since they cannot be reloaded. A gift pass can be utilized until the balance is depleted to make purchases on a kiosk or other device, or they can use them to fund an existing GMA account.

Please see: ADM - Gift Passes FAQ for more information.

Please Note:

Gift passes were formerly known as gift cards, and may still be referred to as gift cards in some places.

Request This Feature

This feature is not turned on by default. Please contact 365Support via live chat, at (888) 365-6282 or support@365rm.com to have this feature enabled.

Process

Create a Gift Pass Record

To create a gift pass, a gift pass record must first be created. A gift pass record is the type of gift pass that's being created.
For example - a Holiday gift pass, or a Customer Loyalty gift pass.

After a gift pass record has been created, individual gift passes can be generated from that record to distribute accordingly.

To create gift passes:

Log into ADM.
Navigate to the Admin drop-down on the main menu and select Consumer Engagement.
The Consumer Engagement page will now appear. To create a gift pass, click the Create Gift Pass button.
New fields will appear at the top of the Consumer Engagement screen, which are the Create Gift Pass fields.

The Create Gift Pass fields are:
- Title: The name of the overall gift pass record. Must be unique within the Org (limit: 52 characters).
  - Refrain from using quotes in the title. Otherwise it will not allow the gift pass to be able to be printed or emailed.
    (Example: 'Have a great day' will not work, whereas Have a great day will work fine.)
- Amount: The value of each gift pass that will be generated from this record. Values must be positive, contain up to 2 decimal places, and be below $999.99 in amount.
- Consumer Account: This field cannot be edited at this time and will always remain as "Locked." Future enhancements will extend this functionality further.
- Expiration Date: Must be set an expiration date within 12 months of the creation date.
- Print Layout: Print style for layout on traditional 8.5 X 11 Printing format.
- Design: If a print layout supports a design Icon, a selector will show to allow you to use an existing Icon image or to add a new design.
Once all of the fields are filled in, click the Save button. If the gift pass has been successfully created, the page will now refresh, and the record will be listed on the Active tab.

Distribute Gift Passes

Now that the gift pass record has been created, you can generate individual gift passes from that record and distribute them to your customers.

Navigate to the Consumer Engagement page as before.
On the Consumer Engagement page, you will see the list of Active gift passes by default. From that active list, click the Email or Print button for the gift pass you would like to distribute.

Email Gift Passes

Choosing this option will send an email to selected email address, each of which will contain a unique QR Code that the Consumer can use as a gift pass.

You may also add a note on the gift pass with the Add a Note field (limit: 60 characters). This text can be altered again before emailing more of the same gift passes. Gift passes with designs will show a preview of the design icon at the header of the email.

365 - ADm Gift Pass icon email test.png

Email Gift Passes to Consumers With Accounts

Click the By Location tab to email gift passes to consumers with a GMA account registered at one of your locations. You may also select all locations.
This distribution method simply distributes gift passes. The gift pass is not associated with the consumer's GMA account, and there is no further tie to that particular consumer.

ADM - Consumer Engagement - Email By Location

Email Gift Passes to Consumers Without Accounts

Click the By Email tab to email gift passes to consumers who do not have GMA accounts.

ADM - Consumer Engagement - Email for Non-GMA Accounts

The Enter Recipient Email path allows the User to manually enter email addresses in a comma-separated format. This is best used when there are limited recipients.
The Bulk Email Consumer path allows the User to enter email addresses into an Excel file, and then upload that file to ADM. This option is best used when there are large numbers of recipients.

When you have finished filling out the information, click the Email Cards button.

Print Gift Passes

Click the Print button to generate a PDF containing the Gift Pass QR codes. This PDF will be emailed to you, at which point you can print out the gift passes and distribute them accordingly.

ADM - Consumer Engagement - Print Promotional Gift card fields

Cards to Print: Determines the number of unique Gift Pass QR codes that will be printed. Must be less than 1000.
Add a Note: Add text to the Gift Pass (limit: 60 characters). This text can be altered again before printing more of the same gift passes.

View All Active Gift Passes

Active Gift Passes are all gift passes that have not yet expired, and are currently active within that Org,

Navigate to the Consumer Engagement page as before.
Select the Active tab.
All active gift passes will now be listed. The information will feature the following columns:
1. Title: The name of the overall Gift Pass record. Must be unique within the Org.
2. Amount: The value of each gift pass that will be generated from this record.
3. Expires: The date on which that gift pass will expire, if applicable.
4. Issued: The total number of individual gift pass records that have been generated off of that particular record. This value will update as passes are Issued or Printed.

View All Expired Gift Passes

The Expired Gift Pass tab will show all Gift Passes that were generated but have since expired.

Navigate to the Consumer Engagement page as before.
Click the Expired tab.
All expired Gift passes will now be listed. The information will feature the following columns:
1. Title: The name of the overall gift pass record. Must be unique within the Org.
2. Amount: The value of each gift pass that was generated from this record.
3. Expired: The date on which that gift pass expired.
4. # Cards Issued: The total number of individual gift pass records that were generated off of that particular record.

Guided Walkthrough

Find our Gift Pass tutorial at 365 Retail Markets - Gift Passes ADM, or click the image below to begin the demo.

Gift Pass Theming

To view the tutorial please see, ADM - Gift Pass Theming Walkthrough, or click the image below to begin the demo.

Consumer Experience

Consumer Experience - Kiosk

A consumer can receive a gift pass either via their email or by being handed a physical record. This gift pass will have a unique QR Code that the consumer will use to redeem the value on that card. The gift pass can be used on any GMA-enabled device in the 365 ecosystem, given that the device is online for the first use.

Consumers can utilize a gift pass by either adding the funds to an existing GMA account or by using it as a one-time spending pass to make purchases at a device.

Guided Walkthrough - How to Use Your Gift Pass at the Kiosk

Find our customer experience Gift Pass tutorial at 365 Retail Markets - V5 Gift Passes Consumer Journey, or click the image below to begin the demo.

Fund an Account

One of the ways a consumer can use their gift pass is to add funds to their GMA account.

Consumer logs in to their account on any kiosk or on their associated app platform.
On the Manage Account page, consumers will see the option to fund their account via Gift Pass. When selected, the consumer is prompted to scan their gift pass on the device.
If the gift pass is active, any remaining funds will be added to the Consumer Account balance on their account. Consumers will then be able to spend these funds on their account just as if they had added funds via Cash or Credit. In this scenario, the gift pass will be depleted of all funds and will no longer have any associated value.

If the Gift Pass is expired, the consumer will not be able to transfer any funds. At this point, the gift pass will no longer have any associated value and will not be usable by the consumer.

One-Time Spending Card

A consumer can also use a gift pass is as a one-time spending pass. The consumer does not need a Global Market Account to use a gift pass.

To use a gift pass to complete a sale transaction on a device, a consumer can take the following steps:

The consumer adds items to their cart.
From the cart screen, the consumer scans the Gift Pass QR Code.
If the gift pass is Active and has a sufficient balance, the device will automatically complete the transaction.
The receipt option screen will appear.

A consumer can use the same gift pass for multiple transactions until the balance has been fully depleted. If the gift pass does not have enough value to complete the sale, the gift pass balance will be applied to the amount due, and then a credit card can be used to pay for the remaining balance.

If the consumer is at a V5 kiosk, they may use multiple gift passes for the same transaction. If the consumer is at a Pico kiosk, they can only use one gift pass per transaction.

Check the Balance

Consumer's can check the balance of their gift pass at the kiosk as long as it has not been added to an account.

When consumers make a purchase at the kiosk, at the bottom of the receipt will be the remaining gift pass balance.

ADM - Gift Passes - Balance

Consumer Experience - Smart Cooler

Consumers can utilize a gift pass by either adding the funds to an existing GMA account or by using it as a one-time spending pass to make purchases at a device.

One-Time Spending Card

A consumer can also use a gift pass as a one-time spending pass. The consumer does not need a Global Market Account to use a gift pass.

To use a gift pass to complete a sale transaction on a device, a consumer can take the following steps:

The consumer presents the Gift Pass QR Code to the device.
From the cart screen, the consumer will use a Credit Card to complete the Pre-Auth/Unlock step.
If the gift pass is Active and has a sufficient balance, the device will automatically complete the transaction.
The receipt option screen will appear.

If the consumer is at a V5 kiosk, they may use multiple gift passes for the same transaction. If the consumer is at a Pico kiosk, they can only use one gift pass per transaction.

Check the Balance

Consumer's can check the balance of their gift pass at the kiosk as long as it has not been added to an account.

When consumers make a purchase at the kiosk, at the bottom of the receipt will be the remaining gift pass balance.

ADM - Gift Passes - Balance

ADM Reporting

There are three reports related to gift passes:

Gift Pass Creation: Details every time that a gift pass has records Issued or Printed. This helps Operators know how many gift passes have been generated to understand any potential liabilities and reconcile any gift pass fees.
Gift Pass Usage: Details every time that a gift pass record is utilized by consumers, whether for direct transactions or for the funding of a GMA. This helps Operators know how and when consumers are redeeming gift passes and how to reconcile any credits.
Gift Pass Details: Gives Operators the ability to view and analyze a detailed breakdown of usage, by individual gift pass record.

Other reports that include some gift pass information include EFT: GMA Disbursement, Account Funding Summary, Account Funding Detail, and Payment Method Handling.

Financials

The easiest way to understand the financial component of gift passes is to view them as Global Market Accounts. This means that, as soon as the gift passes are created in ADM, there will be an associated fee on the EFT Disbursement. Additionally, as sales are made, there will be a credit.

When a gift pass record is initially set up in ADM, there will be no associated flow of funds. When a gift pass record is either issued or printed, the full value of the generated cards will be removed from the next EFT Disbursement for the associated Org. For example, if 10 gift passes with a $10 value each are Issued from ADM, the next EFT Disbursement will be reduced by $100. The EFT report will have a new Less eGift Card column that will be used to track these generated passes.

When consumers fund their Global Market Account with a gift pass, there will also be no flow of funds. At this point, the consumer has simply "transferred" a balance from the gift pass record to their GMA.

As consumers redeem their gift pass funds on sale transactions, those amounts will be included in the GMA Sales column on the EFT Disbursement as a credit back to the Operator. This will occur for both direct transactions and as consumers redeem the added funds from their GMA. For example, if $50 of gift pass sales occur during a disbursement period, the GMA Sales value will be increased by that $50 amount as a credit.