> ## Documentation Index > Fetch the complete documentation index at: https://docs.decodahealth.com/llms.txt > Use this file to discover all available pages before exploring further. # Gift Cards > Set up gift card denominations, sell or issue cards, manage codes, and redeem balances. **Prerequisites:** Gift Cards must be enabled for your clinic. If **Gift Cards** does not appear under **Settings**, contact Decoda support to turn the module on. To sell gift cards online, the Shop module must also be enabled. Gift cards let patients pay now for value that someone can spend later. Every gift card has a code, an initial value, and a remaining balance. **The amount on the card comes from the gift card price.** A \$100 gift card loads \$100. If staff use **Edit price** at checkout or enter a custom **Amount** while issuing a card, that amount is what the recipient can redeem. Discounts lower what the buyer pays; they do not lower the card value. ## What You Can Do Create fixed values like "\$50 Gift Card" or a flexible gift card staff can price at checkout. Let Decoda generate codes automatically, enter custom codes when needed, or require staff-entered codes. Add a gift card to a regular checkout, set the amount, assign a recipient or code, and take payment. Create a one-off gift card for a patient without building a full cart. Let patients buy digital gift cards from your clinic's shop page. Use a gift card as payment, look up balances, print cards, resend notifications, and view history. ## The Gift Cards Settings Page Go to **Settings** → **Gift Cards**. The page has two main sections. ### Gift Card Denominations **Gift Card Denominations** are the gift cards available for purchase. Each card shows the name, description, price, and a **Custom** badge when **Allow custom pricing** is on. Use **Add Gift Card** to create a new denomination. Use a card's actions menu to: * **Issue gift card** — issue that denomination directly to a patient. * **Copy shop link** — available when the gift card is shown in the online shop. This copies a direct link to the gift card so you can share it with buyers; opening the link places that gift card at the top of the shop. * **Duplicate** — copy the denomination so you can adjust the name or price. * **Edit** — change the denomination details. * **Archive** — stop selling that denomination. Already issued gift cards are not affected. ### Issued Gift Cards **Issued Gift Cards** lists every card that has been sold or issued. The table shows: * **Code** — the gift card code, masked in the list. * **Initial Value** — the original amount loaded onto the card. * **Balance** — how much is left to spend. * **Status** — **Pending**, **Active**, **Disabled**, or **Voided**. * **Purchaser** — the patient who bought the card. * **Date Issued** — when the card was created. Use the filters to search by **Purchaser**, **Recipient**, **Date Issued**, or **Status**. Click a row to open **Gift Card Details**. When a patient hands you a gift card, you can jump straight to its details from anywhere in the app. Press **⌘K** (Mac) or **Ctrl+K** (Windows) and type any part of the card's code — a matching gift card appears in the results with its remaining balance so you can open it in one click. ### Gift Card Statuses | Status | Meaning | | ------------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Pending** | The card has been created but is not redeemable yet. Cards usually stay pending until the purchase is paid in full. | | **Active** | The card can be used as payment. | | **Disabled** | The card has been fully redeemed and has no remaining balance. | | **Voided** | Staff voided the card, or the purchase that created it was refunded. Its balance was removed and it can no longer be used. The card stays in the list so you can see it was voided. | ## Set Up a Gift Card Denomination Create a denomination when you want staff or patients to pick a gift card from a list, such as "\$50 Gift Card" or "Custom Gift Card." Adding a denomination only creates the option to sell; it does not create a usable gift card until someone buys it or staff issue it. Go to **Settings** → **Gift Cards**. In **Gift Card Denominations**, click **Add Gift Card**. A panel opens. * **Name**: The name staff and patients see, such as "\$50 Gift Card." * **Price**: The default value for this denomination. In a normal sale, the patient pays this amount and the recipient can redeem this amount. * **Description**: Optional details shown with the gift card. * **Allow custom pricing**: Turn this on when staff should be able to change the amount at checkout. * **Allow commission on this gift card**: Leave this on if gift card sales should count toward staff commission payouts. Turn it off if they should not. Click **Add Gift Card**. The gift card is available at checkout and, if the Shop module is enabled, in the online shop. For an "any amount" gift card, create one denomination with a normal starting **Price** and turn on **Allow custom pricing**. At checkout, staff can click **Edit price** and enter the exact amount the recipient should receive. ## Choose How Gift Card Codes Work Every gift card needs a code before it can be redeemed. Decoda can generate the code automatically, or staff can enter a custom code first. Custom codes are useful when you have printed cards with codes already on them, or when your clinic wants codes to follow a specific format. Staff-entered codes must: * Use only letters, numbers, and hyphens. * Be 64 characters or fewer. * Be unique. Decoda stores staff-entered codes in uppercase. By default, staff can leave **Gift card code** blank and Decoda generates a secure code. To make custom codes required: Go to **Settings** → **Payment Management**. In the **Gift card codes** card, turn on **Require custom codes for staff-issued gift cards**. The switch saves immediately. Staff must now enter a code for each gift card sold in checkout or issued from **Settings** → **Gift Cards**. This setting applies to staff checkout and **Issue gift card** in **Settings** → **Gift Cards**. Online shop purchases still generate codes automatically. ## Sell a Gift Card at Checkout Use this when a patient is checking out with other items, or when staff want to sell a gift card from the regular checkout flow. Open checkout, search for the gift card denomination, and add it to the cart. If **Allow custom pricing** is on for that denomination, click **Edit price**, enter the **New Price**, and click **Save Price**. For gift cards, **New Price** is the amount loaded onto the card. The recipient window opens automatically when you add a gift card to the cart. Fill in any details you need: * **Gift card code**: Enter a custom code, or leave it blank for Decoda to generate one. If custom codes are required, this field must be filled in. * **Recipient**: Optional. Search for an existing patient if the card should be sent to someone other than the purchaser. * **Note**: Optional personal message for the recipient. Close the window to default the recipient to the purchasing patient. Reopen it later from **Add recipient or code** on the gift card line. If the gift card quantity is more than one, use **Prev** and **Next** to review each card and give each one its own code, recipient, or note. Continue through checkout and collect payment. If custom codes are required and any gift card is missing a code, the checkout button changes to **Add gift card codes** and payment cannot be taken until the codes are added. After payment clears, each gift card becomes active and can be redeemed. ## Issue a Gift Card from Settings Use **Issue gift card** when you want to create a one-off gift card without building a full checkout cart. You can start from either place on **Settings** → **Gift Cards**: * In **Gift Card Denominations**, open a denomination's actions menu and click **Issue gift card**. The **Amount** is prefilled with that denomination's price. * In **Issued Gift Cards**, click **Issue gift card**. Enter any **Amount**. Click **Issue gift card**. A window opens. * **Amount**: The amount the purchasing patient pays and the amount the recipient can redeem. * **Gift card code**: Enter a custom code, or leave it blank for Decoda to generate one. If custom codes are required, this field must be filled in. * **Purchasing patient**: Search for and select the patient buying the gift card. * **Location**: Select the location for the sale, if your clinic has more than one location. * **Recipient**: Optional. Search for the patient who should receive the gift card notification. If you leave this blank, the purchaser receives the card. * **Note from sender**: Optional message included with the gift card. * **Scheduled send date**: Optional date and time to send the recipient notification. Leave it blank to send as soon as payment clears. Click **Continue to payment**. The window shows **Payment Details** for the purchasing patient. Take payment as usual. After payment clears, the gift card is active and the notification is sent based on the recipient and send date. ## Sell Gift Cards Online Patients can buy digital gift cards from `https:///shop?section=gift-cards` when the Shop module is enabled. This opens the shop with **Buy a Digital Gift Card** first, while still letting patients browse other available shop items below it. The gift card area shows placeholders while the clinic's gift cards load. Each available card shows its name, description, and price, followed by **Custom amount**. If the cards cannot load, the shop asks the buyer to try again in a moment. The buyer can: 1. Pick a gift card denomination or choose **Custom amount**. 2. Choose the **Quantity**. 3. For each card, choose **Keep for me** or **Send to someone else**. 4. If sending to someone else, enter **First name**, **Last name**, **Email** or **Phone**, an optional **Note from sender**, and an optional **Send when** date. 5. Click **Add to cart**, verify their phone number, and pay. Every gift card denomination that has not been archived appears in the online shop. To stop selling one online, archive it from **Gift Card Denominations**. Online purchases always generate gift card codes automatically, even if staff-issued cards require custom codes. ## Redeem a Gift Card Gift cards can be used as a payment method during checkout. Build the cart and continue to the payment step. Select **Gift Card** as the payment method. If the patient has gift cards they purchased or received, each one appears as a row showing the code and remaining balance — tap one to select it without typing the code. If the gift card isn't tied to this patient, enter the code in **Gift Card Code**, then click **Check Balance**. The **Available Balance** appears when the code is valid and active. Decoda applies up to the amount due. * If the gift card balance covers the full amount, only the amount due is deducted and the rest stays on the card. * If the gift card balance is less than the amount due, collect the remaining amount with another payment method. A gift card cannot be redeemed until it is **Active**. ## Look Up a Gift Card Balance Recipients can check their own balance without signing in at `/gift-cards/balance` on your clinic's URL. They enter the code and see the initial value and available balance. Every gift card notification includes a balance lookup link. Staff can also check a balance from **Issued Gift Cards** or from the patient's **Billing** tab. ## Manage an Issued Gift Card Open **Settings** → **Gift Cards**, then click a row in **Issued Gift Cards** to open **Gift Card Details**. From there you can: * Reveal or hide the code with **Show gift card code** and **Hide gift card code**. * View **Initial Value**, **Current Balance**, **Purchaser**, **Date Issued**, recipient details, and scheduled send status. * Click **Print** to print a physical copy. * Click **Activate** on a **Pending** card when it should be made redeemable manually. * Click **Void** to permanently make the card unusable. * Edit the **Recipient** and **Note**. * Click **Send to Recipient** to resend the code to the recipient. * Click **Send** next to the purchaser to send the code to the purchasing patient. * Review **Transaction History**, including redemptions, refunds, balance changes, and related payments. You can also use the three-dot actions menu on an issued gift card row to **Void** the card without opening **Gift Card Details**. The patient's **Billing** tab also has a **Gift Cards** card. Click its edit icon to open **Patient Gift Cards**, which lists cards that the patient purchased for themselves or received from someone else. ### Void a card Use **Void** only when it matches your clinic's policy. Gift cards may be subject to consumer protection rules, so confirm your clinic is allowed to remove a card's balance before voiding it. | Action | When to use it | What happens | | -------- | --------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Void** | Use this when the card should no longer be usable — for example, it was issued by mistake or in a disputed situation. | The card can no longer be redeemed and its remaining balance is removed. The card stays in the list with a **Voided** status so you keep a record. This cannot be undone. | When you void a card, you must enter a **Reason**. The reason is saved in **Transaction History** with the staff member who made the change. If you void a **Pending** gift card and the payment finishes later, the patient will not receive or be able to use that card. The card stays voided. ### How voiding affects gift card totals Voiding removes the card's remaining balance from current gift card balance totals. Past reports can still show the balance before the card was voided. ## Print a Gift Card Open **Gift Card Details** for the issued card. Click **Print**. Pick a **Style** and **Size**. The preview updates as you change them. Click **Print** to send it to your printer. ## Discounts and Promotions on Gift Card Purchases Gift cards can be discounted like other checkout items. The important rule is that the card loads the full gift card value, even when the buyer pays less. For example, a \$100 gift card with 10% off costs the buyer \$90, and the recipient still gets \$100 to redeem. This is useful for promotions like "buy a \$100 gift card, get \$20 off." Apply discounts from the **Discounts** area at checkout or through a [promotion](/modules/settings/promotions). ## Refunds and Voided Cards Two refund situations can involve gift cards: * **Refunding a charge that was paid with a gift card.** The refund goes back onto the same gift card balance. If the card had been drained to zero, it becomes redeemable again. * **Refunding the purchase that created a gift card.** The issued gift card is voided and can no longer be redeemed. A gift card that has been fully redeemed moves to **Disabled**. A card that staff voided, or whose purchase was refunded, moves to **Voided** — its balance is removed and it cannot be used again. ## Permissions * **View Inventory** — Required to view **Gift Cards** and the issued gift card list when the Gift Cards module is enabled. * **Manage Inventory** — Required to create, edit, duplicate, or archive gift card denominations. * **Process Payments** — Required to issue a gift card and collect payment for it.