How to Check & Manage Gift Card Balances in BakeSmart

Overview

This article explains how to look up, manage, and take action on Gift Cards using the Gift Cards Dashboard in BakeSmart.

This guide is intended for Managers and Shift Supervisors with permission to access Gift Card tools.

Access the Gift Cards Dashboard

1. Log into the BakeSmart App
2. From the Dashboard, navigate to the Gift Cards tab

This opens the Gift Cards Dashboard, which allows you to look up and manage gift cards without starting an order.

Check the Balance of a Gift Card

Look Up a Gift Card

1. In the Gift Cards Dashboard, locate the PIN Pad / Entry Panel
2. Enter the alphanumeric gift card number
3. • Used for Digital Gift Cards
3. Click Look Up

Once entered, the system displays:

• Current gift card balance
• Gift card status (active / inactive)
• Full transaction history
• Order-linked activity

This allows staff to quickly answer balance or usage questions.

Resend a Digital Gift Card Email

From the Gift Card Details screen, Managers and Shift Supervisors can:

• Resend the Digital Gift Card email
• The email includes:
• • The gift card
  • The current balance
  • The original gift card code

This is useful if:

• The recipient cannot find the email
• The email was deleted
• The buyer entered their own email and needs it resent

Reload a Digital Gift Card

📌 Important: Digital Gift Cards can be reloaded from the Gift Cards Dashboard, provided the card is active and permissions allow.

From the Gift Card Details screen:

1. Select Reload Gift Card
2. Enter the amount to add
3. Confirm the reload

The balance updates immediately.

Reload behavior follows your account’s permission and payment rules.

Set a Gift Card Balance (Payment Override)

Managers and Shift Supervisors may also Set a Card Balance from the Gift Cards Dashboard.

What “Set Balance” Means

• Adds value without requiring payment
• Acts as a payment override
• No sale is created
• No revenue is recorded
• Gift card liability increases

When to Use Set Balance

• Customer recovery
• Service issues
• Donations
• Internal promotions

To set a balance:

1. Click Set Balance
2. Enter the desired value
3. Confirm the action

This action is permission-restricted and logged.

Deactivate a Gift Card

Gift Cards may be deactivated, even if a balance remains.

📌 Important:
If a gift card is deactivated:

• Any remaining balance is lost
• The value is not transferred
• The system will display a confirmation modal
• You must confirm deactivation before it proceeds

This safeguard prevents accidental loss of value.

Issue a Digital Gift Card (No Payment)

Managers also have the option to Issue a Digital Gift Card directly from the Gift Cards Dashboard.

How Issued Gift Cards Work

• No payment is required
• No sale is created
• The gift card is emailed automatically
• Gift card liability increases
• No income is recorded

These are not gift card sales.

Issued Gift Card Options

When issuing a Digital Gift Card, you may:

• Set a dollar amount
• Add an expiration date
• Include a note (e.g. “Happy Birthday”, “Sorry we messed up!”)

Expiration dates help ensure issued cards:

• Are time-bound
• Do not remain open indefinitely

This feature is commonly used for:

• Customer recovery
• Apology credits
• Donations
• Promotional outreach

Look Up Another Gift Card

From the Gift Cards Dashboard, you may:

• Return to the lookup screen
• Enter another gift card number
• Repeat the process without exiting the menu

Related Articles

• Understanding Gift Cards in BakeSmart
• How to Create, Sell & Use Digital Gift Cards
• How to Use & Sell Gift Cards in BakeSmart

Keywords

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