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

Overview

This article explains how to create, sell, deliver, redeem, reload, and track Digital Gift Cards using BakeSmart.

This guide is intended for owners, managers, and staff responsible for handling Digital Gift Cards only. Physical gift cards and POS-specific workflows are covered in separate articles.

Create a Digital Gift Card Product

Before Digital Gift Cards can be sold, a Digital Gift Card product must be created in your product catalog. This setup only needs to be completed once.

Step 1: Start a New Gift Card Product

1. Log into the BakeSmart App
2. From the Dashboard, navigate to the Products tab
3. Click New Product in the upper-right corner
4. When the Create New Product modal opens, scroll to the bottom
5. Under Product Bundles, select Gift Cards

Once selected, the modal will close and the New Product Details screen will open.

Step 2: Configure Product Details

On the New Product Details screen, enter the following:

1. Product Name
   Example: “[Bakery Name] Digital Gift Card”
2. Price Type
   Choose how value is assigned:
3. • Set Price — Preset denominations (e.g., $25, $50, $100)
   • Variable Price — Amount entered at checkout
   • • Typically restricted to Shift Supervisor or higher
3. Gift Card Type
   Select Digital
4. Category & Subcategory
   Assign where the gift card appears during the order process.
5. Employee Notes, Description & Image
   Add internal notes, a customer-facing description, and an image if desired.

Step 3: Review Settings & Availability

Settings Tab

Configure as needed:

• Department
• Product code
• Receipt name
• Sort order
• Product alerts
• Printer assignment (usually not required for digital cards)

Availability Tab

Configure standard rules:

• Lead time
• Day/time limits
• Holiday restrictions
• Location availability

📌 Important: Digital Gift Cards are not available for online purchase, even if “Available Online” is enabled.

Save the product when finished.

Completion Check

Your Digital Gift Card product is now ready to sell using preset or variable pricing.

How to Sell a Digital Gift Card (In App)

Digital Gift Cards are activated during the order process and sent only after payment has been completed.

Before starting the order, confirm the buyer:

• Has the recipient’s email address, or
• Is willing to receive the card themselves and forward it

Sell a Digital Gift Card

1. Start a new order in the BakeSmart App
2. Add the Digital Gift Card product
3. Enter the recipient’s email address when prompted
4. If the gift card is variable priced, enter the amount
5. • This may require Shift Supervisor or higher permissions
5. Click Activate

At this stage:

• The gift card is activated
• The email is not sent yet

Complete the Transaction

6. Complete payment for the order

Once payment is processed:

• The Digital Gift Card is automatically emailed
• Sent to the recipient email entered
• Available for immediate use

📌 Important: Order Details vs. Digital Gift Card Delivery

Order date, time, and fulfillment details are required to create the order, but do not control digital gift card delivery.

• Digital Gift Cards are delivered by email
• Delivery occurs as soon as payment is received
• Future order dates or pickup times do not delay delivery

How Customers Use Digital Gift Cards

Digital Gift Cards may be redeemed in-store or online.

• If the bakery uses a barcode scanner, the barcode in the email can be scanned at checkout
• Otherwise, the email includes a 20-digit alphanumeric code that can be entered manually

Any unused balance remains available until used.

Reloading Digital Gift Cards

Digital Gift Cards can be reloaded, provided the card is still active and the user has permission.

Reloading Options

• Digital Gift Cards cannot be reloaded during checkout
• Reloading is done from the Gift Cards Dashboard

From the Gift Cards Dashboard, Managers and Shift Supervisors can:

• Look up the gift card
• Add value through a Reload
• Update the balance immediately

📌 Reloads follow your account’s permission and payment rules.

Other Balance Actions (Manager Tools)

From the Gift Cards Dashboard, authorized users may also:

• Set a Card Balance
• • Adds value without payment
  • Acts as a payment override
  • Increases gift card liability
  • No revenue is recorded
• Issue a Digital Gift Card (No Payment)
• • Sends a digital card by email
  • No sale is created
  • Commonly used for customer recovery or donations
  • Includes expiration date and optional note
• Deactivate a Gift Card
• • Allowed even if a balance remains
  • Remaining balance is lost
  • Requires confirmation to prevent accidental action

How to Track Digital Gift Cards

Digital Gift Card activity is visible in the BakeSmart App, including:

• Current balance
• Load and reload history
• Redemption history
• Order-linked transactions

Tips for Staff

• Always confirm the recipient email before activation
• Remember: Activate ≠ Send — payment is required
• Reloads happen in the Gift Cards Dashboard, not checkout
• Set Balance and Issue Gift Card are not sales
• Only authorized staff should perform overrides

Related Articles

• Understanding Gift Cards in BakeSmart
• How to Check & Manage Gift Card Balances
• Using Gift Cards in POS

Keywords

Digital Gift Cards, Create Digital Gift Cards, Sell Digital Gift Cards, Reload Digital Gift Cards, Set Gift Card Balance, Issue Digital Gift Cards, Barcode Gift Cards, Alphanumeric Gift Card Code, BakeSmart Gift Cards