This guide covers managing gift cards in the admin: viewing, editing, creating and activating, creating inactive cards for POS sale, adding or spending value, and importing.
Gift cards live at Point of Sale > Gift Cards.
Four tiles across the top summarize every card on your program:
Total Balance — value still loaded and available to spend
Total Spent — value fans have already redeemed
Total Expired — value that was loaded but never spent before its expiration date
Total Funded — everything ever loaded, including top-ups
Balance plus Spent plus Expired always adds up to Funded.
Below the tiles, the Gift Cards table lists your cards with columns for Code, Balance, Enabled, Expires, Created, Notes, and Actions. Click Code, Expires, or Created to sort by that column.
Use the search box to find a card by code or email — it matches card codes and e-gift card recipients.
The Enabled column is a live toggle. Click the mark to switch a card off (or back on) without editing anything else.
Editing happens right on the list — there's no separate edit page.
1. Open the Actions menu on the card's row.
2. Click Edit. The Edit Gift Card window opens over the table.
3. Update any of Card Code, Notes, Expiration, or E-Giftcard Recipient.
4. Click Save.
The Actions menu also offers View Transactions (the card's detail page and full ledger), Resend Email (only on cards that have an e-gift card recipient), and Delete.
Click + Gift Card above the table to open the Create Gift Card window. One form covers both a single card and a batch.
1. Enter the Value ($). This is required.
2. Choose a Funding Bank, or leave it on Default. Picking a specific bank is how you keep budgets separate — a renewal budget, a surprise-and-delight budget.
3. Pick an Activation Mode:
Single Card — enter the Card Code yourself, or click Generate for a unique code. For a physical card, type the code exactly as it appears on the card.
Code Range — enter a Range Start and Range End and the admin creates every card in between. The running count appears as you type.
4. Add Notes (optional) for tracking — a campaign, a recipient, a reason.
5. Set an Expiration if the value shouldn't last forever.
6. Optionally set Restrict Redemption to POS to limit the card to one point of sale system. Leave it on No Restrictions to let it work everywhere.
7. To send a digital card straight to someone, fill in Email Digital Gift Card to (optional).
8. Click Create Gift Card.
Some point of sale systems, like Toast, sell and load the gift card at the register. For that to work, the card must already exist in Fanmaker, switched off and with no value. The register then activates it and loads the amount the guest paid.
Use inactive cards when: the restaurant sells physical gift cards at the register and the amount is decided at the time of sale.
Use regular (active) cards when: Fanmaker loads the value, for example comps, promotions, giveaways, or cards sold outside the POS. Those cards are ready to use, and the register skips the sell step.
One card or a range
1. Click + Gift Card above the table.
2. Turn on Inactive (for POS Sell Card).
3. Value ($) is set to $0 and can't be changed. Funding Bank isn't used, because no money moves.
4. Pick an Activation Mode: Single Card (enter or generate the code) or Code Range (up to 100 cards).
5. Add Notes, Expiration or Restrict Redemption to POS if needed.
6. Click Create Gift Card.
The new cards show as switched off in the Enabled column with a $0 balance.
By import
Add the optional enabled column to your Giftcards import and set it to false. The amount must be 0. See Importing Gift Cards.
Open a card's detail page (click its code, or Actions > View Transactions), then click Add Value.
1. Enter the Amount ($). Required, and greater than zero.
2. Optionally set Expires On for the funds you're adding.
3. Choose the Funding Bank. It defaults to the bank that originally funded this card, which is almost always what you want for a top-up.
4. Describe the reason in Notes.
5. Click Add Value.
For anything that can't run through an integrated point of sale, use Spend Value on the card's detail page.
1. Enter the Amount ($) as a positive number — the action itself takes the value off the card.
2. Choose the Bank to Send Funds, which defaults to the card's original funding bank.
3. Add Notes — what was purchased, or why the adjustment was made.
4. Click Spend Value.
To activate many cards at once, or to bring cards over from another system, go to Reports & Imports > Imports and choose the Giftcards import type. The upload window shows the full column guide; the short version is:
card_code — the gift card code. This has to be the first column.
amount — dollars, to two decimal places.
funding_account_id — the bank the card is funded from.
expiration_date — m/d/YYYY H:M:S. Blank means the funds never expire.
notes — added to the card's history.
pos_restricted_id (optional) — restricts the value to a single POS integration.
enabled (optional): true or false. Blank means true. Use false to create inactive cards for POS Sell Card. When false, amount must be 0, and no value is loaded.
Cards are matched by code: a new code is created and activated, an existing one is topped up. Rows with enabled set to false create new inactive cards with no value. If that code already exists, the row fails and the existing card isn't changed.
Upload a CSV or an Excel .xlsx workbook — either is fine — and watch the progress on the Imports page. If it errors, open the results and check your column names, order, and formats against the guide before retrying.
Gift cards are managed end to end from Point of Sale > Gift Cards. Create one card or a range from the + Gift Card window, edit any card from its row, add or spend value from the card's detail page, and use the Giftcards import for bulk work. Cards loaded in Fanmaker are active right away; cards a POS like Toast will sell must be created as inactive with $0. Codes must match exactly what's printed or encoded on the physical card, so double-check them before you save.
