Gift Cards | Managing Gift Cards

The Gift Cards section in Orbit allows you to view the gift cards you have issued, track their balances, and manage each one from a single place. You can see how much value is outstanding, check who a card was sent to, and review every credit and debit against it.

From here you can search for a gift card, open its details, read its transaction history, edit the recipient or expiry, activate or deactivate it, and delete it.

Accessing Gift Cards

To access Gift Cards:

• From the left-hand menu, go to Commerce.

• Select Gift Cards.

The Gift Cards page will open, showing your gift cards and a summary of their activity.

The analytics summary

At the top of the page, four cards give you an at-a-glance view of your gift card programme:

• Total Issued — the number of gift cards you have created.

• Outstanding Balance — the total value still loaded on your gift cards and yet to be redeemed.

• Total Redeemed — the total value that has been spent across all gift cards.

• Expiring Soon — the number of gift cards due to expire in the near future.

Gift Cards overview

Below the summary, your gift cards are listed in a table. Each row shows:

• Code — the gift card code, partly masked for security so only the first part is visible.

• Status — the current state of the card (Active, Inactive, Expired, or Depleted).

• Initial — the value the card was created with.

• Balance — the value remaining on the card.

• Recipient — the email address and name the card was issued to, where these were provided.

• Created — the date the card was issued.

• Expires — the date the card expires, or a dash if it never expires.

The statuses tell you how each card can be used:

• Active — the card is in use and can be redeemed at checkout.

• Inactive — the card has been deactivated and cannot be redeemed until it is activated again.

• Expired — the card has passed its expiry date and can no longer be used.

• Depleted — the card has a balance of zero, as all of its value has been redeemed.

Searching for a gift card

Use the Search field to find a gift card by its code or by the recipient's email address. This is useful when a customer contacts you about a card and you need to locate it quickly.

To issue a new gift card, click Issue gift card in the top right of the page.

Opening a gift card

Click any row in the table to open that gift card's details. At the top of the page you will see the full card code with a copy button, along with a status badge. Use the copy button to copy the code to your clipboard, for example to share it with the recipient.

Two cards show the card's value:

• Current balance — the value remaining on the card right now.

• Initial balance — the value the card was issued with.

The Details section shows when the card was created and when it expires (or Never if no expiry was set). The Recipient section shows the email address and name the card was sent to, along with any personal message.

Transaction history

The Transaction history section lists every change made to the card's balance. Each entry shows:

• Date — when the transaction took place.

• Type — whether the transaction was a credit (value added) or a debit (value spent).

• Amount — the value added or removed.

• Balance after — the card's balance once the transaction was applied.

• Description — a short note explaining the transaction, such as the order it was applied to.

This gives you a full record of how a card has been used, from the moment it was issued through to each redemption.

Editing a gift card

To make changes to a card, open it and click Edit. From here you can update the recipient's email address and name and change the expiry date. Save your changes when you are done.

Activating and deactivating a card

Use the Deactivate button to stop a card from being redeemed, for example if it has been lost or issued by mistake. A deactivated card moves to the Inactive status. To allow the card to be used again, open it and click Activate. You will be asked to confirm before the change is applied.

Deleting a gift card

To remove a card, open it and click Delete, then confirm. Be careful when deleting gift cards, as this cannot be undone and removes the card along with its transaction history. If you simply want to stop a card from being used, deactivating it is usually the safer choice.

Why managing gift cards is important

Keeping on top of your gift cards helps you understand how much value is outstanding, spot cards that are about to expire, and respond quickly when a customer has a question. The transaction history gives you a clear, reliable record of every card, so you can manage your gift card programme with confidence.

If you have any questions, please contact us at support@orbitcommerce.net