Importing gift certificate data

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Learn how to import gift certificate data from external sources, including preparing the file, choosing the file, and mapping the imported file.

New to Gift Certificates? Read the first article in this series for an introduction to the Gift Certificates feature.

 

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Accessing the features mentioned in this article

Where can I find this feature using the top menu?

Customers > Customer Booking Page or Booking Widget

What more do I need to use this feature?

• The Gift Certificates feature activated within your account (Manage > Integrations).
• Admin or restricted to Manage Gift Certificates.
• Gift certificate information in a Comma-separated Values (CSV) format.
  
  

Which Checkfront version supports this feature - classic items, classic products, or both?

• This feature is available in both our classic items version using classic items (Inventory > Items) and our classic products version using classic products (Inventory > Products).  → Learn more about products

 

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Do you have gift certificate information in other programs or spreadsheets? We can help you bring that data into Checkfront so you can manage all your gift certificates in one place. This reduces time and effort for Staff and provides a consistent and improved experience for your Customers as well!

First, select Inventory, then Gift Certificates from the top menu to navigate to the Gift Certificates page.

 

Next, select Import from the side menu to open the Import tool.

 

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Click Download Template to download the Checkfront Comma-separated Values (CSV) template. This gives you an example of what information is needed and in which format.

 

Enter your gift certificate records into the CSV file in preparation for import. You can delete the sample record once you get familiar with the format.

Alternatively, you can use your CSV file. This may be easiest if you have many gift certificate records. Most programs give you the option to export to a CSV file. Don't worry if the columns are not in the same order as the example. We look at sorting that out shortly!

If you are still uncertain about any of the information needed for the import, then look at the Import Data Explained table below for more details, including examples.

Finally, save the file on your computer somewhere easy to find. Next, we retrieve the file for import and then start the mapping.

 

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Double-check the following import requirements before you begin so that you can quickly import your gift certificates without issue!

 

Value	Description	Additional Details
Balance in Cents	The remaining balance on the gift certificate is expressed in cents.	Exclude currency symbols and decimal points.  Example: $100 -> 10000 cents This value is required. This value can be edited once imported.
Code	The unique number for the gift certificates.	Codes must be between 6 and 64 characters. Gift certificate codes can only contain letters (A-Z), numbers (0-9), and "-". Example: A123456-789-123456 This code is optional. A unique ID is generated automatically and applied to the gift certificate if this value is left blank. This ID cannot be edited once imported. The Code must be unique. Duplicate Gift Certificate codes are rejected.  Lowercase letters are converted to uppercase.
Recipient Name	The name of the person who is using the Gift Certificate.	Example: Jane Smith This value is optional. This amount can be edited once imported.
Recipient Email	The email address to which the gift certificate is being sent.	This is most likely the email address of the person using the gift certificate, but it could also be someone who is receiving the gift certificate in the care of someone, for example, a parent receiving a gift certificate on behalf of their child. Example: Jane.Smith@email.com This value is required. This value can be edited once imported.
Sender Name	The name of the person who is gifting the certificate.	Example: John Smith This value is required. This value can be edited once imported.
Sender Email	The email address of the person who is gifting the certificate.	Example: John.Smith@email.com This value is required. This value can be edited once imported.
Message	The message that displays within the gift certificate.	This could be a personal message to the gift certificate recipient, terms of use, or a marketing message, for example. There is no limit on the number of characters in the message, but about 200 characters fit nicely on a single page. This value is required. This value can be edited once imported.
Expiry Date	The last date the gift certificate is valid.	Format: YYYY/MM/DD Example: 2024/12/31 This value is required. This value can be edited once imported.

 

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Select Choose File under File Input, to open the file finder or explorer on your computer. Find the file you saved in the previous step and select the file for import.

 

Once you have selected the file and the finder or explorer window has closed, the name of your file displays next to the Choose File button. If you have uploaded the wrong file, no worries! Simply Choose File again to import the correct file.

Finally, click Submit to start aligning your information with Checkfront data.

 

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1. Map the columns in your file to the supported fields within Checkfront by opening any dropdown menus displayed on the left and selecting the appropriate value. The sample file columns are ordered and displayed to map by default to Checkfront, so you may only have to change the mapping if you use your file.
2. Click Import to import your gift certificate information! If there are no issues with your file, then a confirmation message displays, and you can view the imported data within the updated Gift Certificates list.
   

 

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Did you encounter an error when importing your file? Review the Import Data Explained table above to ensure that your data is properly formatted for import and includes all the required information.

Some common error reasons...

• The file is missing some required information; for example, the recipient's email address.
  Review your file for empty fields and update them as needed.
• One or more of the records has already been imported.
  Double-check the Gift Certificates list for the gift certificates. It is possible someone else on Staff has already imported the data.
• The Gift Certificate Code is not unique.
  Ensure there isn't another gift certificate with the same number in the system.

 

Although duplicates are rejected, non-duplicates from the same file are imported despite the error.

 

 

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< Cancelling bookings paid by gift certificate     |     Reporting on issued gift certificates >

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