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.
Which plans include this feature?
Legacy: Pro, Plus, Enterprise, Flex.
Current: Growth (Subscription), Growth (Online Booking Fee), Managed
→ Learn more about our current plans or how to change your plan.
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, new or both?
- This feature is available in both our classic version using items (Inventory > Items) and our newest version using products (Inventory > Products). → Learn more about products
Getting started with the import
Back to topDo 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.
Preparing your file for import
Back to topClick 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.
Import data explained
Back to topDouble-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. |
|
Code |
The unique number for the gift certificates. |
|
Recipient Name |
The name of the person who is using the Gift Certificate. |
|
Recipient Email |
The email address to which the gift certificate is being sent. |
|
Sender Name |
The name of the person who is gifting the certificate. |
|
Sender Email |
The email address of the person who is gifting the certificate. |
|
Message |
The message that displays within the gift certificate. |
|
Expiry Date |
The last date the gift certificate is valid. |
|
Choosing your import file
Back to topSelect 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.
Mapping your import file
Back to top
In this step, we want to ensure that the gift certificate information in your import file aligns with the information Checkfront needs. We do this by mapping the data or labelling the information you are importing so the system can understand it.
- 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.
- 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.
Common issues & solutions
Back to topDid 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. |
< Cancelling bookings paid by gift certificate | Reporting on issued gift certificates >