---
title: "How to Check & Manage Gift Card Balances in BakeSmart"
url: "https://help.bakesmart.com/en/article/how-to-check-manage-gift-card-balances-in-bakesmart"
language: "en"
last_updated: "2026-01-21T02:05:19.954Z"
---

# 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**
4.  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**

* * *

![](https://cdn-assets.productfruits.com/4e7387b0-a786-45bf-b258-4afb61ec4e77)

## Keywords

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