How to manage gift vouchers

Use this guide to sell, redeem, track, and manage digital gift vouchers in Cosmesoft. Gift vouchers are tracked as Gift Experience (GE) in the Promotions area and can be applied during Point of Sale (POS) checkout.

For a high-level explanation of promotions, see About Promotions.

Before you begin

Make sure:

You have Admin or Owner permissions to create Gift Experience templates in Settings.
You are in Point of Sale (POS) to sell or redeem a voucher.
You have the recipient's Email or Mobile Number for digital delivery.
The client profile is selected wherever possible so voucher purchases and redemptions are traceable.

Gift vouchers are digital-only. Physical gift cards are not currently supported in Cosmesoft.

Step 1 — Set up Gift Experience templates in Settings

Go to User Profile → Settings → Promotions.
Select the Gift Experiences tab.
Click + Create Gift Experience, or select an existing template to edit.
Enter the Title and Description, for example, Pamper Package $200 Voucher.
Set the Voucher Value and Selling Price.
Upload optional catalogue imagery and set the status to Active when ready to sell.
Click Save Gift Experience.

Gift Experience templates define what can be sold from the Promotions catalogue. Purchased vouchers are tracked separately after sale.

Step 2 — Sell a Gift Voucher in POS

Navigate to Sidebar → Point of Sale.
Select the client, or select Walk-in, and choose the Staff member processing the sale.
Click Buy Gift Voucher.
Enter the Value and check the Expiry Date. It defaults to 3 years, the legal redemption period for non-promotional vouchers in Australia.
To send the voucher to another recipient, select For someone else and enter the recipient details. If this option is not selected, the selected client’s email and mobile pre-fill and cannot be changed. If a Walk-in client was chosen, select or add a client so the voucher is traceable.
Add an optional recipient message.
Click Add Transaction and complete payment as usual. The system sends the digital voucher link by SMS or email when the sale is finalised.

For more information about the POS workflow, see About the Point of Sale (POS) and How to process a sale.

Step 3 — Redeem a voucher at checkout

In POS Checkout, add the treatments or products the client is purchasing.
Click the Promotion button beside Checkout before completing the sale.
Enter the voucher code or select it from the available list.
The available voucher amount appears. Use the full amount or adjust to a lesser value.
Select Apply for the desired amount. The cart total updates to reflect the credit.
Continue to Checkout. Add another payment method if the voucher does not cover the full sale amount.

If the sale total is less than the voucher value, the remaining balance stays on the Gift Experience (GE) and can be used in a future sale.

For related POS checkout guidance, see How to process a sale. For refunds and historical transactions, see How to view transactions and process refunds.

Step 4 — Track and manage purchased Gift Experiences

Global tracking in Settings

Go to User Profile → Settings → Promotions → Purchased Gift Experiences.
Use the available filters to view vouchers by status, such as Active, Used, Expired, or Suspended.
Select the Name of the voucher or choose View Details under Actions to open it.
Review purchase details, redemption history, remaining balance, expiry, and current GE status.
Use the Actions menu to View Logs, Deliver or Resend the digital voucher, Re-gift an eligible unused voucher, or Suspend/Unsuspend redemption.

Client profile tracking

Open the client’s Client Profile.
Select the Promotions tab.
Under Gift Experiences, review active vouchers, remaining balances, expiry dates, and status badges.
Use the available actions to view transaction or usage logs, deliver or resend the digital voucher, or re-gift where eligible.

Manual voucher date extension is not supported. Use the supported voucher actions shown in Cosmesoft, such as View Details, View Logs, Deliver, Resend, Re-gift, Suspend, and Unsuspend.

Tracking Gift Experience (GE) sales

The Settings → Promotions area helps you monitor gift voucher performance and reconcile voucher activity.

Use the Purchased Gift Experiences view to check:

Voucher sales and issued value.
Active voucher balances.
Redeemed amounts and redemption history.
Expired or suspended vouchers.
Vouchers linked to specific clients or recipients.

For broader promotion reporting, review GE alongside Treatment Series (TS), Purchased Treatment Series, and Discount Coupons in the Promotions settings area.

How to manage gift vouchers