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.
This support article explains how to reactivate cards that have already expired, and provides both video and written tutorials.
To see how to extend the expiry of live cards click here.
Video Tutorials
Re-activating expired gift cards and then adding a new expiry date.
Editing an individual card
Written Tutorial
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.
Reactivating cards that have already expired.
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.
Go to Data > Cards and select the CREATION date of the cards you need to expire, for example if your cards have a 12 month expiry date and you want to extend all cards that expired during May 2020 you will need to select may 2019 as the date range.
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. Note that there is a limit of 5000 cards per CSV, so if you are editing more cards than that, you may have to break the CSV into multiple files. For example -
6301190094641111111
630119009464222222
630119009464333333
etc.
Save the file as a CSV (comma delimited).
3. Editing the expiry date.
Decide the date you'd like to expire your cards on and use the drop down to extend the expiry dates.
Select from the options like below:
Once this has been completed it will be shown on the bulk edit reports section (as above).
4. Now that you've extended the expiry date you need to reverse the breakage transactions to add the expired values back onto the cards.
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.
You can include an internal note so that you know why the cards were extended, you then need to select the expiry date range you want to reverse. In our example you would select May 2020.
If you're happy with the editing options selected, click the green 'Update Cards' button. You'll get a 'confirm edit' prompt as well.
You can check that the cards have been extended by searching for an individual card number in the purchases dashboard.
Troubleshooting
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.
