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Manage Gift Cards in New Back Office

Learn how to issue, edit, reissue, and deactivate digital and physical gift cards outside of POS transactions using New Back Office.

In addition to issuing digital and physical gift cards at the POS, you can also issue gift cards directly from New Back Office, outside of a transaction. This is ideal for store credit, shopper appreciation, marketing, or promotional giveaways.

Table Of Contents

  1. Issue a Gift Card in the Back Office
  2. Modify a Gift Card Balance
  3. Edit, Reissue, and Deactivate a Gift Card

Issue a Gift Card in the Back Office

Need to create a gift card without ringing it through the register? You can do it in seconds.

  1. In New Back Office, select Point of Sale on the left-hand navigation menu.

  2. Choose Gift Cards from the dropdown menu.
  3. Tap Issue New Gift Card.

    Screenshot 2026-02-26 at 6.09.14 PM

  4. Enter a phone number and/or a barcode and starting balance.

    • If both are entered, the QR code and physical card will be linked.

    • If only a phone number is entered, the recipient will receive a digital card link via SMS.

      screenshot_20260302-075556_messages

    • If only a barcode is entered, the card balance will update immediately.

  5. Enter the starting balance of the gift card. 
  6. Tap Create & Issue.

⚠️ Caution: Digital gift card links expire 24 hours after they are sent. If the recipient tries to open an expired link, they’ll see a “Gift Card Not Found” message.

Customers can reply RESEND to the original text, or store staff can reissue the gift card from New Back Office.

Modify a Gift Card Balance

Mistakes happen. Promotions change. Store credit needs adjusting.

 

To correct an error or apply a manual balance adjustment:

  1. Search by Phone Number or Barcode.

  2. Hover over the gift card number and select Open.

  3. Tap Modify Balance.

  4. Add or subtract the amount, and enter a reason.

  5. Tap Update Balance.

✏️ Note: If a phone number is linked, the shopper will receive a text with the updated balance and any information entered in the Reason field.

Edit, Reissue, and Deactivate a Gift Card

 

Edit a Gift Card

Need to link a card to a shopper or fix a barcode?

  1. Search by Phone Number or Barcode.

  2. Hover over the gift card number and select Open.

  3. Tap Edit

    1. Edit or remove a barcode.

    2. Add an owner phone number (you cannot remove a phone number once it’s assigned).

    3. Select Update Details to save changes.

Screenshot 2026-03-02 at 9.38.24 AM

Reissue a Gift Card

If a shopper accidentally deletes their digital card text or the link expires, you can send them a new one.

  1. Search by Phone Number or Barcode.

  2. Hover over the gift card number and select Open.

  3. Tap Reissue.

Screenshot 2026-03-02 at 9.39.04 AM

✏️ Note: Physical gift cards that aren’t linked to a phone number can’t be reissued. Linking cards gives you more flexibility down the line.

Deactivate a Gift Card

If a card is lost or no longer valid, you can deactivate it to prevent further use.

  1. Search by Phone Number or Barcode.

  2. Select the gift card.

  3. Tap the red Deactivate Gift Card button.

    Screenshot 2026-03-02 at 9.39.29 AM

  4. Enter a reason, then tap Deactivate Gift Card.

  5. The receipient will receive a SMS message with details on the deactivation. 

✏️ Note: Deactivating a card does not block the phone number. New gift cards can still be issued to it.

➡️ Next Up: Want visibility into gift card performance? You can review gift card activity in your End of Day Report to track balances, usage, and impact on sales. Learn how in the Gift Card Activity in the End of Day Report article.