Gift Card | Gift Card Compensation & Admin Pins

Gift Card Compensation (GCC) is a great tool within Flybook to issue a "credit" back to customers without refunding their original payment. Gift cards are as good as cash in Flybook and never expire.

Important to note:

• In order to issue GCC, the Flybook user/staff must have "Gift Card Compensation" marked as one of their user permissions. Designated Flybook admins have the ability to toggle permissions on and off.
• The second piece to being able to issue GCC is knowing an admin's pin. Anyone can use an admin's pin as long as they have permission to issue GCC (see above bullet). For example, a non-admin can enter an admin's pin, under their own account, to issue GCC to a customer. You do not need to log out or sign in to the admin's account.
• Admin pins can be found and changed under an admin's User Settings.

 

Step 1: Set Up Your Admin PIN
Before you begin, make sure you're an admin on the account and have created your PIN.

1. Click your account name in the top corner.
2. Select My User Settings.
3. Create your PIN in the PIN code area and click Save.

 

Step 2: Confirm Card Cards are created in your account

1. In Setup > Gift Cards, either confirm you have a Gift Card set up, or create one
2. You may want to create a new Gift Card named "Trip Credit" or "Cancellation Credit" for better tracking 

 

Step 3: Prepare the Reservation

1. Pull up the reservation for the customer you're compensating.
2. Remove any items the customer is no longer participating in. This will show a balance owed to the customer.

 

Step 4: Issue the Gift Card

1. On the Payments tab, select Issue Gift Card Compensation.
2. By default, this issues the gift card to the existing lead client. To send it to a different client, toggle off Use Existing Client and enter their details.
3. Confirm the autofilled email and name, then enter your PIN and the credit amount. You can issue a partial amount (and refund the rest separately) or the full amount.
4. Select the gift card type from the dropdown. If your account uses separate gift card types for tracking (e.g., regular purchases vs. trip credit or cancellation credit), choose the correct one, this keeps your reports clean and easy to audit.
5. Add a message; this will be included in the email sent to the customer.
6. Click Order Gift Card.

This automatically emails the customer, adds a custom line item to the reservation to balance it out, and zeroes out the balance due.
 

 

Step 5 (Optional): Enable Online Credit Redemption
If you want customers to be able to apply these credits at checkout online:

1. Go to Setup.
2. Select Web Integration on the left-hand side.
3. Enable Gift Cards on Checkout under Payment and Checkout Settings.

Once created, Flybook should automatically balance the funds being issued to the customer with a custom line item titled "Gift Card Compensation Balancing" so your invoice balance reflects the GCC issued.

Here's a demonstration of everything listed above:

Related articles:

Gift Card | Creating A Gift Card

Gift Cards Vs Gift Certificates: What's The Difference?