Setting up Vouchers

Introduction

One of the features of Resdiary is the ability for your restaurant or establishment to sell vouchers to your customers. Commonly, these could be gift vouchers, special deals or offers that you would like your customers to pay for in advance.
ResDiary allows you to set up the vouchers you’d like to sell, set prices and make online purchases using Stripe. 



Setting up and Selling Vouchers (via Stripe)


Redeeming Vouchers against Deposits (prepayment)

Payment Provider

Before setting up vouchers, you will need to set up your diary to link with our secure, PCI compliant payment provider Stripe. Please see our support article on Stripe Integrations for details on how to do this. 


To add a payment provider specifically for vouchers, follow the instructions below.

  1. Log in to Resdiary as you would normally, and click on the “Settings” button at the top right of the diary, This will open the main settings page. 
  2. On the settings page, under the Settings menu, click on Payments Settings. This will open the Payments Settings page.
  3. The Payments Settings page is your main stop for maintaining all the settings related to external payment providers and will allow you to set up different providers to deal with deposits or vouchers.
  4. To add a new Vouchers Payment Provider, select your chosen payment provider from the dropdown, select Voucher as item and click on Add New
 
Fill in the details supplied to you by the payment provider, and select the “Use Test Account” and “Set as Default Payment Processing Method” checkboxes. Then click Add. You will see that Stripe has now been added to the list.
Your payment provider is now set up to test the purchase of vouchers from your website.
Note: if you are setup with Stripe Connect you can over ride any previously setup payment gateways by going to Settings>Settings>Stripe Settings. Here you can Enable Stripe For Voucher Payments. The standard Stripe connect fees will apply. 


Defining Vouchers & Adding Vouchers

Firstly, log into Resdiary as you would normally, and click on the “Promote” link at the top right of the diary:
 
This opens the promote page. Click on the Vouchers link within the Vouchers sub - menu on the left hand side.
You will see the vouchers summary page, which allows you to add, edit and delete vouchers.
 
To add a new voucher, click on the “Add” button. You will see a screen like the one below:
 
The fields are described below:
  • Field Name Description
  • Name The name of the voucher, this will be displayed to the customer.
  • Description A description of what the customer is purchasing.
  • Price The price of an individual voucher.
  • Min Quantity The minimum amount of vouchers that the customer can purchase in a single transaction.
  • Max Quantity The maximum amount of vouchers that the customer can purchase in a single transaction.
  • Status The voucher can be enabled or disabled – this is displayed here.
  • Expire Duration The number of months that a voucher is valid for after purchase. Leave it as 0 for no expiry.
Once you've added the details, click on “Add” and you will see the summary page again, with your new voucher displayed at the bottom of the table.


Editing Vouchers

To edit a voucher, bring up the voucher summary page as described in Creating Vouchers, above. Click on the “Edit” link near the end of the line. This will bring up the update screen. 
 
You can make changes to the fields described above and click “Update” to save these changes. If you wish, you can delete a voucher by clicking on the “Delete” button.


Deleting Vouchers

To delete a voucher, you can use the method described in Editing Vouchers, or simply click on the “Delete” button at the end of the line in the vouchers summary page.


Adding Postage Methods

If you send out physical vouchers, you will need to add at least one postage method. All vouchers codes are sent by email anyway, so if you previously sent physical vouchers and are keen to simplify your process, then you do not need to add a postage method.
To add a postage method, click on the “Promote” link at the top of the page, then the “Postage Methods” link. You will see the summary screen below:
 
To add a new postage option, click on the “Add” button. You will see a screen like the one below:
 
The fields are described here:
  • Field Name Description
  • Name The name of the postage method, this will be displayed to the customer.
  • Price The price of the postage method. This is applied once to the transaction.
  • Status The postage method can be enabled or disabled – this is displayed here.
Once you've added the details, click on Add and you will see the summary page again, with your new postage method displayed at the bottom of the table.


Editing Postage Methods

To edit a postage method, bring up the postage method summary page as described in Creating Vouchers, above. Click on the “Edit” link near the end of the line. This will bring up the update screen. 
 
You can make changes to the fields described above and click “Update”. If you wish, you can delete a postage method by clicking on the “Delete” button.


Deleting Postage Methods

To delete a postage method, you can use the method described in Editing Postage Methods, or simply click on the “Delete” button at the end of the line in the postage methods summary page.


Selling Vouchers Online

Once you have defined your vouchers and postage methods, you can immediately start to offer vouchers for sale to your customers.
Resdiary provide a small vouchers widget which can be embedded within your own site. You can get access to it here if you know what your 4 digit restaurant id is. For assistance, please contact support. 
This small web app can be held in an iframe (however, this will not be supported by the Safari browser), or it can be opened in a new window from your website.
This application allows your customers to purchase vouchers, pay for the postage and have them sent to their own address or an alternate delivery address. They will pay for these using the payment gateway you have already defined. You can see an example of the front page below. Once the user changes the dropdown of the voucher quantities, the totals are updated and postage is automatically applied.
 
Once the user clicks on the “Buy Now” link, they are taken to a Billing Details page, where they can enter their details and an alternative delivery address.
 
When the user clicks on “Buy Now”, they are taken to the payment gateway where they enter their payment details. If this is successful, both the restaurant and the customer will receive an email notifying them of the voucher sale. At this point, it is the responsibility of the restaurant to send any vouchers purchased by post.
 

Customise your Voucher Template

To apply your own design and content to the voucher confirmation that your customers will receive, you can create a custom template. Ask our support team for help in designing a voucher for your customers that contains all the details and restaurant branding that you would like. (see example below)



Selling Vouchers by Telephone or in Person

Aside from selling vouchers online, you can sell vouchers by telephone or in person.
Firstly, log into Resdiary as you would normally, and click on the “Promote” link at the top right of the diary:
 
This opens the promote page. Click on the “Sell Vouchers” link within the Vouchers submenu on the left hand side. You will see the Sell Vouchers screen:
 
Select the voucher, the quantity of vouchers you wish to sell and the payment method, and click on “Sell”.
If you are using a payment provider, you will be redirected to that page, but if you are using a simple payment provider you will automatically be shown the summary page. You will then take the payment yourself. This page shows the reference numbers of the vouchers you have just sold. It will also allow you to print the page, either for your own records or to give to the customer.
 


Redeeming Vouchers

There are two ways to redeem vouchers, they can be entered when making a booking, or you can redeem them manually.

Redeeming Vouchers when making a booking

When making a booking in Resdiary that requires a deposit, you are offered the option of using a voucher, as you can see from the screenshot below. To redeem the voucher, simply insert the voucher reference number into the textbox and hit the “Add Voucher” button. If the voucher is a valid one, the value of the deposit will be reduced by the value of the voucher and the voucher will be marked as redeemed.
 


Redeeming Vouchers Manually

  1. To redeem vouchers manually, log into Resdiary as you would normally, and click on the “Promote” link at the top right of the diary.
  2. This opens the promote page. Click on the “Redeem Vouchers” link within the Vouchers submenu on the left hand side. You will see the Redeem Voucher page.
  3. Simply enter the voucher reference number and you will see the details of the voucher, with the ability to redeem it:
  4. To redeem the voucher, click on the “Redeem” button. The screen changes to the screenshot below, which is also what you will see if you searched for a voucher which had already been redeemed.
 

Viewing Voucher Sales Reports

  1. To view the vouchers sales report, log into Resdiary as you would normally, and click on the “Promote” link at the top right of the diary:
  2. This opens the promote page. Click on the “Sales Report” link within the Vouchers submenu on the left hand side. You will see the Vouchers Sales Report page.
  3. If you are part of a restaurant group, select the restaurant that you are interested in. Select the date range of interest as well and the statuses that you require. Click on Get List to see all the vouchers purchased or cancelled within that time frame
  4. Click on the “View” link to see the individual order details including the voucher reference codes and customer details: