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How to set up and manage Gift Cards

WooDonkey is a SaaS platform at app.woodonkey.com. The WooDonkey Gift Cards feature allows you to issue and manage Gift Cards, which shoppers can buy and redeem directly on your WooCommerce store.

What it is

WooDonkey Gift Cards is a feature within the WooDonkey SaaS platform, accessible via the sidebar under Advanced Tools, then Gift Cards. This page, titled Gift Cards, allows you to issue and manage Gift Cards, and design the purchase form and emails. It has four tabs: All Gift Cards, Create New, Form Settings, and Email Settings. On mobile devices, these tabs collapse into a Select.

The WooDonkey Companion plugin, installed on your WooCommerce store, powers the Gift Card purchase form, emails, checkout redemption, and the My GiftCards tab in the shopper’s account. Shoppers use a Gift Card code in the WooCommerce coupon field to redeem their balance.

How it helps you

Merchants can issue Gift Cards directly or sell them through a customizable purchase form on their WooCommerce store. You can design the appearance of the purchase form and the emails sent to both sender and recipient. Shoppers can send personalized Gift Cards and redeem their remaining balance as store credit during checkout.

What is included

  • All Gift Cards:
    • Filter Gift Cards by status: All, Active, Used, Expired, Cancelled.
    • Search for Gift Cards using a code, name, or email with the placeholder Search code, name, or email….
    • A Search button is available to initiate the search.
    • The list is paginated. Use Previous and Next, and Show to pick 50, 100, or 200 cards per page. There is no cap on how many Gift Cards you can issue.
    • Desktop columns include Code, Sender, Recipient, Amount, Balance, Status, Expiry, and an Edit action.
    • The text No gift cards found. is displayed when no Gift Cards match the criteria.
  • Create New:
    • Enter the Sender Name for the Gift Card.
    • Provide the Sender Email address.
    • Specify the Recipient Name.
    • Enter the Recipient Email address.
    • Set the Amount as an integer, with a minimum value of 1.
    • An optional Message can be included.
    • The Expiry date is optional. Leave it empty for the default validity.
    • A switch to Send emails to recipient and sender is available and is on by default.
    • Click Create Gift Card to finalize the creation.
  • Edit Gift Card:
    • Edit the Sender Name.
    • Modify the Sender Email.
    • Adjust the Recipient Name.
    • Change the Recipient Email.
    • Update the Balance, which supports decimal values.
    • Set a new Expiry date.
    • Change the Gift Card’s Status.
    • Use Resend Emails to send notifications again.
    • Click Save to apply changes.
    • The Delete option removes the Gift Card.
    • The greeting message is stored. It is not editable in this dialog.
    • A Redemption History table in this dialog shows date, order, amount, and remaining balance. Shoppers also see that table under My GiftCards on the store.
  • Form Settings:
    • A banner prompts to Add the purchase form to your store.
    • The primary shortcode is [woodonkey_giftcard] with a Copy button.
    • An alias shortcode [woodonkey_form] is also available.
    • Amounts & validity:
      • Preset amounts default to 50, 100, 200, 300, 500.
      • The Minimum custom amount defaults to 50.
      • The Maximum custom amount defaults to 5000.
      • Validity defaults to 365.
      • The Validity unit defaults to Days, with options for Weeks, Months, and Years.
      • Allow a custom amount is on by default.
    • Step content:
      • Customize Tab label, Title, and Description for Step 1, Step 2, and Step 3.
      • The Submit button text defaults to Proceed to Payment.
      • The Back button text defaults to Back.
      • Leaving these blank uses default labels: Details, Amount, Message.
    • Field labels:
      • Set the Your details heading.
      • Define the Recipient heading.
      • Customize the Name field label.
      • Customize the Email field label.
      • Set the Summary heading.
      • Define the From label.
      • Define the To label.
      • Define the Amount label.
    • Typography:
      • Adjust Text alignment to Auto (by direction), Right, Center, or Left.
      • Select Font weight from Default, Light, Normal, Medium, Semibold, or Bold.
      • Set Text sizes in px for Step title, Step description, Section headings, Field labels, Input text, Amount buttons, Summary text, Buttons, and Step labels.
      • Customize Field height.
    • Colors:
      • Set Wrapper background color.
      • Set Card background color.
      • Set Field background color.
      • Set Text color.
      • Set Step icon color.
      • Set Step number text color.
      • Set Step label color.
      • Set Progress bar color.
      • Set Next button color.
      • Set Next button text color.
      • Set Back button color.
      • Set Back button text color.
      • Set Summary background color.
      • Set Summary text color.
    • A Live preview is available to see changes.
    • Click Save form settings to apply all changes.
    • Reset colors & text does not reset Amounts & validity settings.
  • Email Settings:
    • Save email settings button is located at the top.
    • A Send a test email section includes a Send Test button.
    • Available placeholders are {recipient_name}, {sender_name}, {amount}, {giftcard_code}, and {shop_name}.
    • Customize Content and Colors for the recipient email.
    • Customize Content and Colors for the sender email.
    • The sender email does not include ‘How to use’ instructions, a button, or a ‘sent-by’ field.
    • A Live preview is available for email templates.
    • Emails are sent on issue or purchase, and can be sent via Resend Emails or Send Test.
    • No email is sent when a Gift Card is redeemed.
  • Storefront:
    • The storefront form presents a 3-step process: Details, Amount, and Message.
    • There is no design picker available for the storefront form.
    • Gift Cards can be redeemed in the WooCommerce coupon field.
    • Any leftover balance from a Gift Card redemption is kept as store credit.
    • It is not possible to purchase a Gift Card using another Gift Card.
    • The My GiftCards section shows the code, status, original amount, remaining balance, sender, dates, and greeting.
    • A Copy option is available on active Gift Cards.
    • A redemption table displays the date, order, amount, and remaining balance.
  • Companion Plugin:
    • The WooDonkey Companion plugin is required for the form, emails, redemption, and My GiftCards tab to run on the store.
    • If the standalone WooDonkey GiftCards plugin is active, the companion gift-card runtime will stand down.

How to turn on and manage each capability

Open Gift Cards

  1. Log in to your WooDonkey account at app.woodonkey.com.
  2. From the sidebar, navigate to Advanced Tools.
  3. Click Gift Cards.
  4. The Gift Cards page opens, displaying four tabs: All Gift Cards, Create New, Form Settings, and Email Settings. On mobile, these tabs are accessible via a Select.

Issue a Gift Card

  1. On the Gift Cards page, click the Create New tab.
  2. Enter the Sender Name and Sender Email. These fields are required.
  3. Enter the Recipient Name and Recipient Email. These fields are required.
  4. Enter the Amount. This must be an integer, with a minimum value of 1.
  5. Optionally, add a personal Message.
  6. Optionally, set an Expiry date. Leave this field empty to use the default validity period configured in your Form Settings.
  7. Ensure the Send emails to recipient and sender switch is on if you want the emails to be sent immediately upon creation. This switch is on by default.
  8. Click Create Gift Card.
  9. The All Gift Cards tab opens. A toast confirms the Gift Card was created and shows its code.

Manage issued Gift Cards

  1. On the Gift Cards page, click the All Gift Cards tab.
  2. To filter the list, use the Status Select. Options are All, Active, Used, Expired, and Cancelled, each with a count.
  3. To find a specific Gift Card, use the search field labeled ‘Search code, name, or email…’ and click Search.
  4. The list is paginated. Each page shows columns for Code, Sender, Recipient, Amount, Balance, Status, and Expiry. On mobile, cards show code, status, recipient, and Balance.
  5. To edit a Gift Card, click the pencil icon in the Edit column (or on the mobile card).
  6. The Edit Gift Card dialog opens, displaying the Gift Card’s code in the title.
  7. Adjust the Sender Name, Sender Email, Recipient Name, Recipient Email, Balance (decimals allowed), Expiry date, or Status (Active, Used, Expired, Cancelled) as needed. The greeting message is stored and is not editable here. The Redemption History table below the fields shows date, order, amount, and remaining. Shoppers also see that table under My Account, My GiftCards on your store.
  8. To send the Gift Card emails again, click Resend Emails.
  9. To save your changes, click Save.
  10. To permanently remove the Gift Card, click Delete. A confirmation warns that this permanently removes the Gift Card and its redemption history, and that this cannot be undone. Click Delete to confirm or Cancel to keep the Gift Card.

Design the purchase form

  1. On the Gift Cards page, click the Form Settings tab.
  2. To add the Gift Card purchase form to your store, locate the banner at the top. Copy the shortcode [woodonkey_giftcard] by clicking Copy. You can also use [woodonkey_form], which renders the same form.
  3. Enter a comma-separated list of quick-pick amounts in the Preset amounts field (e.g., 50,100,200,300,500).
  4. Set the Minimum custom amount (default 50) and Maximum custom amount (default 5000).
  5. Define the default Validity period (default 365) and select its unit from Days, Weeks, Months, or Years (default Days).
  6. Use the Allow a custom amount switch to enable or disable shoppers entering their own amount (on by default).
  7. In the Step content section, customize the Tab label, Title, and Description for Step 1, Step 2, and Step 3. You can also change the Submit button text (default Proceed to Payment) and Back button text (default Back). Leaving fields blank uses storefront defaults.
  8. In the Field labels section, customize the Your details heading, Recipient heading, Name field label, Email field label, Summary heading, From label, To label, and Amount label. Leave fields blank to use store-language defaults.
  9. In the Typography section, adjust the Text alignment (Auto, Right, Center, Left), Font weight (Default, Light, Normal, Medium, Semibold, Bold), and various Text sizes (px) for elements like Step title, Step description, Section headings, Field labels, Input text, Amount buttons, Summary text, Buttons, Step labels, and Field height.
  10. In the Colors section, customize the colors for elements such as Wrapper background, Card background, Field background, Text, Step icon, Step number text, Step label, Progress bar, Next button, Next button text, Back button, Back button text, Summary background, and Summary text.
  11. Observe the Live preview column on the right (sticky on large screens) to see your changes in real-time.
  12. Click Save form settings to apply your changes.
  13. To revert color and text settings to their defaults, click Reset colors & text. This action does not reset the Amounts & validity settings.

Design the emails

  1. On the Gift Cards page, click the Email Settings tab.
  2. Note the available placeholder chips: {recipient_name}, {sender_name}, {amount}, {giftcard_code}, {shop_name}. The system also replaces {voucher_code} with the Gift Card code.
  3. To send a test email, enter an email address in the provided field and click Send Test. This sends both recipient and sender sample emails to that address.
  4. Click the Recipient email subtab to customize the email sent to the Gift Card recipient:
  5. In the Content section, customize the Subject (default Great news! You received a giftcard!), Header title, Button text, upload or remove a Logo (adjust Width slider), select an Icon (emoji or upload), set the Title, Sent by label, Subtitle, Body, How to use title, How to use text, and Footer text.
  6. In the Colors section, customize the Page background, Card background, Message box, Text, Amount box, Amount text, Sent-by box, Sent-by text, Button, Button text, and Footer text.
  7. Click the Sender email subtab to customize the email sent to the Gift Card sender:
  8. In the Content section, customize the Subject (default Your giftcard to {recipient_name} was sent!), Header title, upload or remove a Logo, select an Icon, set the Title, Subtitle, Body, and Footer text. This email does not include a ‘How to use’ section, button, or ‘Sent by’ label.
  9. In the Colors section, customize the Page background, Card background, Message box, Text, Details box, Details text, and Footer text.
  10. Observe the Live preview on the right to see your changes in real-time.
  11. Click Save email settings at the top of the page to apply your changes.

Show the form on the store

  1. Ensure the WooDonkey Companion plugin is installed and active on your WooCommerce store.
  2. Confirm that any standalone WooDonkey GiftCards plugin is deactivated. If it is active, the companion plugin’s Gift Card runtime will stand down, even if the WooDonkey dashboard shows the Gift Cards section.
  3. From the WooDonkey dashboard, navigate to Advanced Tools > Gift Cards > Form Settings.
  4. Copy the shortcode [woodonkey_giftcard] from the banner.
  5. In your WordPress admin, create a new page or post, or edit an existing one.
  6. Paste the copied shortcode into the content area of the page or post.
  7. Publish or update the page/post. The Gift Card purchase form will now be visible on your storefront at that page’s URL.

Redeem on the store

  1. A shopper receives a Gift Card email containing the Gift Card code.
  2. On your WooCommerce store, the shopper adds items to their cart and proceeds to checkout.
  3. In the WooCommerce coupon field during checkout, the shopper enters their Gift Card code (e.g., XXXX-XXXX).
  4. The Gift Card balance is applied as store credit to the order. If the order total is less than the Gift Card balance, the leftover balance remains on the Gift Card for future use.
  5. Shoppers can view their Gift Card details and redemption history by navigating to My Account on your store and clicking the My GiftCards menu label.
  6. On the My GiftCards page, shoppers see their Gift Card code, status, original and remaining balance, sender, dates, and any greeting message.
  7. For active cards, a Copy button is available next to the code for easy use.
  8. A table displays the redemption history for each card, showing the date, associated order, amount redeemed, and the remaining balance after each transaction.
  9. Note that Gift Cards cannot be used to purchase other Gift Cards. Expired, used, cancelled, or invalid codes are rejected, and too many failed attempts may result in rate limiting.

What to know before you start

  • Preset Gift Card amounts default to 50, 100, 200, 300, and 500.
  • Custom amounts are allowed by default, with a minimum of 50 and maximum of 5000.
  • Gift Card validity defaults to 365 Days.
  • The switch to Send emails to recipient and sender is on by default when creating a new Gift Card.
  • The Gift Card purchase form requires its shortcode ([woodonkey_giftcard]) to be pasted onto a page to appear on your store.
  • The WooDonkey Companion plugin is required, but the standalone WooDonkey GiftCards plugin will override its runtime if active.
  • There is no CSV import for Gift Cards.
  • A design picker for the storefront Gift Card form is not available.
  • No email notification is sent when a Gift Card is redeemed.
  • The All Gift Cards list is paginated with Previous, Next, and Show (50, 100, or 200 per page). There is no cap on how many Gift Cards you can issue.
  • The greeting message is stored. It is not editable in Edit Gift Card. Shoppers see it on My GiftCards.
  • Any leftover balance from a Gift Card redemption is retained as store credit.
  • You cannot purchase a Gift Card using another Gift Card.

Problems you may hit, and how to fix them

  • Gift Card purchase form does not appear on my store page. Ensure the WooDonkey Companion plugin is installed and active on your WooCommerce store. Verify that the shortcode [woodonkey_giftcard] is correctly pasted into your WordPress page or post content.
  • Gift Card emails are not being sent to recipients or senders. Check your Email Settings in the WooDonkey dashboard to ensure they are saved. If creating a new card, verify the ‘Send emails to recipient and sender’ switch was on. For purchased cards, ensure the order was paid.
  • Shoppers cannot redeem Gift Cards at checkout. Confirm the Gift Card code is entered into the WooCommerce coupon field, not another field. Check the Gift Card’s status in All Gift Cards. It must be Active and not Expired, Used, or Cancelled.
  • My Gift Card form or redemption is not working, but the Companion plugin is active. Check if a standalone WooDonkey GiftCards plugin is also active on your store. If so, deactivate the standalone plugin, as it overrides the Companion’s Gift Card functionality.
  • Gift Card balance is not updating after a redemption. Confirm the WooDonkey Companion plugin is active on the store. The leftover balance updates after the order is paid.
  • I cannot find a Gift Card in the All Gift Cards list. Use the search field to look for the code, sender name, or email. Check the Status filter to ensure you are viewing All cards or the correct status. Use Previous and Next if the card is on another page.
  • The Gift Card form’s default validity period is not applying. Ensure the Expiry field was left empty when creating a new Gift Card. The default validity from Form Settings applies only when no specific expiry date is set.
  • I want to send a Gift Card to multiple recipients at once. The system does not support bulk Gift Card creation or sending to multiple recipients from a single action. Each Gift Card must be created individually.
  • Shoppers are unable to buy a Gift Card using another Gift Card. This is expected behavior. Gift Cards cannot be purchased with other Gift Cards.
  • I need to see a shopper’s Gift Card redemption history. Open the card in Edit Gift Card and read the Redemption History table. Shoppers also see the same history under My Account, My GiftCards on your store.
  • Custom amount field is missing on the Gift Card purchase form. Ensure that Allow a custom amount is enabled in Form Settings.
  • Form settings saved but the store form remains unchanged. Ensure the Gift Card shortcode ([woodonkey_giftcard] or [woodonkey_form]) is correctly pasted on a page. Verify the companion plugin is active, and deactivate the standalone WooDonkey GiftCards plugin if it is installed.
  • Greeting message is not visible when editing a Gift Card. The greeting message is stored but not displayed in the Edit Gift Card dialog. It is visible in the My GiftCards section on the storefront.

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