Once a voucher has been purchased, you may need to track its usage, check its balance, or manage its details. Keeping on top of purchased vouchers helps you maintain accurate records and support your customers effectively.
This article explains how to manage purchased vouchers in Bookwhen.
💡 Please note: Voucher purchasers can’t cancel their vouchers. If you would like to offer voucher refunds, you can revoke the voucher and refund as needed.
To manage your purchased vouchers:
Select Packages & Discounts, then Vouchers from the left-hand menu on your account.
Select View next to the voucher you'd like to manage:
Issued vouchers
If you have sold any vouchers, a list of issued vouchers will appear. The list includes the following details:
Booking reference for the purchased voucher
Date issued
Expiration date
Remaining balance
Status (whether the voucher has been used)
You can also review the individual voucher, booking and customer associated with the voucher by selecting the three dots next to each one:
💡 To note:
Voucher codes do not appear on the admin page. They are only included in the email sent to the booker after a voucher purchase.
If a booker loses access to the email or PDF containing their voucher code, resend the confirmation email for the booking that included the voucher.
Audit trail
Under Timeline, you'll find a date and time trail that tracks the following actions related to the voucher:
When the voucher was purchased
When it was redeemed against specific events or passes
If and when the voucher was revoked
Balance checker
Customers can redeem their vouchers in stages and do not need to redeem them in one go. They can check the balance of the voucher using the following link:
This opens a Check your voucher balance screen, where they can type their voucher code into the field and select Check balance:
Alternatively, you (the admin) can check the balance from your admin page by selecting the three dots next to the purchased voucher, then View issued voucher:
You can review the Opening balance, Balance redeemed and Remaining balance of the voucher:
Important note regarding redemptions 💡
Anyone with the code can redeem the voucher, even if they use a different email address from the original booker. The balance stays tied to the full code, so it isn’t possible to transfer part of it to someone else. Whoever uses the code uses the remaining value.
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