Validating & Redeeming Vouchers.

As a staff member, you validate and process voucher redemptions at checkout. Customers show you their voucher—either as a QR code or by telling you the code—and you apply the discount to their purchase.

Accessing Voucher Redemption

1. Go to Redeem Voucher in the staff menu
2. Select or scan the customer (if not already in a member context)

Or from a member's profile:

1. View the member's record
2. Click Redeem Voucher action

💡 Tip: Members now get vouchers two ways—by saving public vouchers or by claiming batch vouchers via QR code. Both types are redeemed the same way.

The Redemption Process

Step 1: Identify the Customer

Before redeeming, you need to know who the customer is:

Option A: Scan their loyalty card QR code

• Customer shows QR code from My Cards
• You scan it with your device
• System loads their profile

Option B: Enter their identifier

• Ask for email, name, or member ID
• Enter it in the search field
• Select the correct customer

Step 2: Select the Voucher

Option A: Scan voucher QR code

• Customer shows their voucher QR code
• Click the scanner button
• Scan the code
• Voucher automatically selects in dropdown

Option B: Manual code entry

• Customer tells you the code (e.g., "SUMMER20")
• Select from the dropdown of available vouchers
• Or type the code directly

The dropdown shows only vouchers this customer is eligible to use.

Step 3: Review Voucher Details

Before processing, the system displays:

• Voucher card preview — Visual confirmation
• Discount type and value — What they're getting
• Eligibility status — Confirmed eligible
• Any warnings — Minimum purchase not met, etc.

Step 4: Enter Purchase Amount

Enter the customer's order total in the Purchase Amount field.

The system immediately calculates:

• Discount amount — What will be taken off
• Final amount — What the customer pays

Example:

Purchase Amount: $50.00
Voucher: SUMMER20 (20% off)
Discount: $10.00
Final Amount: $40.00

Step 5: Add Notes (Optional)

Use the notes field for:

• Order or receipt numbers
• Special circumstances
• Any relevant details

Notes are internal only—customers don't see them.

Step 6: Complete Redemption

1. Verify the discount with the customer
2. Click Redeem Voucher
3. Confirm the success message
4. Apply the discount to their purchase

The customer's transaction is recorded, and the voucher usage is tracked.

Real-Time Validation

As you work, the system validates automatically:

Eligibility Checks

Purchase Checks

Visual Indicators

• ✓ Green checkmark — Requirement met
• ⚠️ Yellow warning — Issue needs attention
• ✗ Red error — Cannot proceed

Handling Common Scenarios

Voucher Not in Dropdown

The customer says they have a voucher, but it's not showing.

Possible reasons:

• Customer not eligible (tier, new member restriction)
• Voucher expired
• Voucher inactive
• Customer already used their limit
• Code is for a different club

What to do:

• Ask for the exact code
• Try entering it manually
• Check the error message for specific reason
• Explain the restriction to customer

Minimum Purchase Not Met

The order total is below the voucher's minimum requirement.

Example: Voucher requires $50 minimum, order is $40.

What to do:

• Inform customer: "This voucher requires a $50 minimum purchase"
• Customer can add items to reach minimum
• Or save the voucher for a future purchase

Maximum Discount Cap

For percentage vouchers with caps, the discount may be less than expected.

Example: 20% off with $25 cap. Customer expects 20% of $200 = $40, but gets $25.

What to do:

• Explain: "This voucher has a maximum discount of $25"
• The cap is working as designed

Single-Use Already Redeemed

Customer already used this voucher.

Error: "This single-use voucher has already been redeemed"

What to do:

• Check member's voucher history if disputed
• Explain the voucher was already used on [date]
• Suggest alternative vouchers if available

Code Doesn't Exist

The code isn't recognized.

Error: "Invalid voucher code"

What to do:

• Verify spelling (codes are case-insensitive but must be exact)
• Check if code is for a different business
• Ask customer where they got the code

Viewing Member's Voucher History

Access a customer's complete voucher redemption history:

1. From the member's profile, click Voucher History
2. Or navigate to Vouchers > Member History

The history shows:

• All past redemptions
• Discount amounts received
• Dates and times
• Status (completed, voided)
• Your internal notes

This is useful for:

• Verifying past redemptions
• Checking if they've used a specific voucher
• Understanding their voucher usage patterns

Tips for Efficient Processing

Keep It Quick

• Have scanner ready
• Know common voucher codes
• Practice the flow during slow periods

Communicate Clearly

• Confirm the discount before applying
• Explain any restrictions calmly
• Offer alternatives when vouchers can't be used

Handle Disputes Gracefully

If a customer believes they should be eligible:

1. Check the specific error message
2. Explain the requirement clearly
3. Offer to contact a manager if needed
4. Suggest alternative vouchers or future use

Common Codes to Know

Ask your manager for a list of currently active voucher codes. Knowing them speeds up manual entry when QR scanning isn't practical.

Bonus Points Vouchers

When processing a bonus points voucher:

1. Complete the redemption normally
2. Points are automatically credited to the linked loyalty card
3. Customer sees points in their balance immediately
4. No monetary discount is applied to the order

The customer pays full price but receives loyalty points as the reward.

After Redemption

Success Actions

After successful redemption:

• Redeem another — Process additional vouchers
• View history — See the transaction logged
• Return to vouchers — Go back to main voucher screen

Mistakes and Corrections

If you redeemed incorrectly:

1. Contact your partner (business owner)
2. They can delete the last redemption if needed
3. Process the correct redemption

Staff cannot void redemptions directly—this requires partner access.

Batch Vouchers vs. Manual Vouchers

From the staff perspective, there's no difference—the redemption process is identical. However, you may notice:

Both work exactly the same at checkout.

Related Topics

• Scanning QR Codes — QR scanning basics
• Staff Overview — Your full capabilities
• Common Voucher Issues — Troubleshooting help