---
title: "How to manage gift vouchers"
url: "https://support.cosmesoft.app/en/article/how-to-manage-gift-vouchers"
language: "en"
last_updated: "2026-09-13T03:19:30.326Z"
---

# How to manage gift vouchers

## 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](https://support.cosmesoft.app/en/article/about-promotions).

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## 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.

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## Step 1 — Set up Gift Experience templates in Settings

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

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

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## Step 2 — Sell a Gift Voucher in POS

1.  Navigate to **Sidebar → Point of Sale**.
2.  Select the client, or select **Walk-in**, and choose the **Staff** member processing the sale.
3.  Click **Buy Gift Voucher**.
4.  Enter the **Value** and check the **Expiry Date**. It defaults to 3 years, the legal redemption period for non-promotional vouchers in Australia.
5.  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.
6.  Add an optional recipient message.
7.  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)](https://support.cosmesoft.app/en/article/about-the-point-of-sale-pos) and [How to process a sale](https://support.cosmesoft.app/en/article/how-to-process-a-sale).

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## Step 3 — Redeem a voucher at checkout

1.  In **POS Checkout**, add the treatments or products the client is purchasing.
2.  Click the **Promotion** button beside **Checkout** before completing the sale.
3.  Enter the voucher code or select it from the available list.
4.  The available voucher amount appears. Use the full amount or adjust to a lesser value.
5.  Select **Apply** for the desired amount. The cart total updates to reflect the credit.
6.  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](https://support.cosmesoft.app/en/article/how-to-process-a-sale). For refunds and historical transactions, see [How to view transactions and process refunds](https://support.cosmesoft.app/en/article/how-to-view-transactions-and-process-refunds).

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## Step 4 — Track and manage purchased Gift Experiences

### Global tracking in Settings

1.  Go to **User Profile → Settings → Promotions → Purchased Gift Experiences**.
2.  Use the available filters to view vouchers by status, such as **Active**, **Used**, **Expired**, or **Suspended**.
3.  Select the **Name** of the voucher or choose **View Details** under **Actions** to open it.
4.  Review purchase details, redemption history, remaining balance, expiry, and current GE status.
5.  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

1.  Open the client’s **Client Profile**.
2.  Select the **Promotions** tab.
3.  Under **Gift Experiences**, review active vouchers, remaining balances, expiry dates, and status badges.
4.  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.

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## 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.

  

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## What to do next

-   Learn [how to manage treatment packages](https://support.cosmesoft.app/en/article/how-to-manage-treatment-packages).
-   Review [the POS help files.](https://support.cosmesoft.app/en/article/about-the-point-of-sale-pos)
-   [Fix common promotions issues](https://support.cosmesoft.app/en/article/fix-common-promotions-issues).

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