On your Toggle account there's a useful tool called 'Bulk Edit' found on the left hand sidebar that lets you reactivate expired cards so customers can re-use it or extend the expiry date of cards to allow guests more time to visit you.
You can edit lots of gift card expiry rules in one go or simply edit individual cards as and when it's needed.
The bulk edit options are:
"Edit expiry dates"
This option provides two sub-options to extend the cards by a certain length of time e.g. by 6 months ('Extend all gift card expires by') or to expire the cards on a specific date e.g. on December 31st ('Expire all cards on').
"Reverse all breakage transactions"
This re-activates cards that have expired. Cards will show up in the reporting as a 'reversal' after it's been edited.
Here's the steps to editing your cards:
1. Identifying and gathering the card data to do bulk edit
The first thing to do is to identify and gather the cards you want to edit. You might be looking to extend the expiry dates for a specific type of card or gift cards bought before a certain date etc.
To get this information, go to the Data > Cards section on your Toggle account and download the card info from the date range you're after (i.e. when the card was originally purchased). On the file that's downloaded, filter down the data accordingly.
If you are looking to re-activate expired cards, then go to Data > Balance Adjustments to find the cards that have expired within a given date range. These cards will be labelled as 'breakage'.
Or, if you are looking to edit one gift card, just grab the unique code for that particular card (this can be obtained from a customer directly or by searching their card on the Purchases section).
2. Add the data to a new CSV format file
On Excel, Google Sheets, or whichever spreadsheet software you use, paste the unique card numbers into column A, with one unique number per row. For example -
Save the file as a CSV (comma delimited).
3. Upload the file to the Bulk Edit tool and select your edit options
Click onto the upload box to select the CSV file you've saved, or drag your CSV file directly from your documents into the upload box. Once it's successfully uploaded the upload box will show up this symbol:
If you want to remove the file you've upload, click the red 'remove file' button.
Pick the editing options you want to assign to the cards you've uploaded. For example:
If you're happy with the editing options selected, click the green 'Update Cards' button. You'll get a 'confirm edit' prompt as well.
3a. Note on reversing breakage
If you are reversing breakage of gift cards, once that's been done you will also need to re-upload the same file and edit the expiry date to give them a new expiry date. If you just reverse breakage, those gift cards remain active for an hour before expiring again.
4. After editing the gift cards
A record of files that have been uploaded and had the expiry dates edited will show up at the bottom of the Bulk Edit page. Click on the green download button and a file will be downloaded that shows all the cards that were edited. (If you do not get the green complete label, check our troubleshooting section below).
(Re-activating expired gift cards and then adding a new expiry date)
(Editing an individual card)
After uploading and then Updating Cards, you will hopefully get a green 'complete' label next to the download button. This means all cards were successfully edited.
A yellow 'complete' label means some of the cards were not successfully edited, perhaps due to the card number being incorrect. If you click the green download button you will see what cards did not get edited and the reason why.
A red 'failed' label means none of the cards were successfully edited. This is likely due to the card codes being incorrect.
After uploading a file and then clicking 'Update Cards' you might see this red message appear saying "The file must be a file of type: text/csv, text/plain. You'll need to go back onto the document with the cards on that you want to download, and click 'save as' to get the option to save it as a CSV.