Gift vouchers

Role requiredStaff: Gift vouchers

What you’ll achieve: a gift voucher assigned to a member and emailed to them, redeemable against an event.

Prerequisites: the Gift Voucher edit permission, and an existing single-ticket product (the voucher’s value comes from it).

Open in Club Manager→

Issue a voucher

1. Open the Gift Voucher page and tap + Add Voucher.
2. On the Assign Voucher form, under Beneficiary & Cost Assignment, use Search Member to pick the Benefited Player, and choose a coach for cost assignment.
3. Under Event & Product Selection, choose the Related Event and the Single Ticket Product that sets the voucher’s value.
4. Tap Send Voucher. The code is generated by the platform and emailed to the member; it also appears in your voucher list.

Note

Vouchers created in the web app can only be sent to club members. To give one to a non-member, issue it from within the event instead.

How members redeem

At checkout for an event, the member taps Gift Voucher, picks their voucher from the Gift Code sheet, and confirms — the voucher covers the ticket.

What a voucher is worth, and how long it lasts

• Its value is a single-ticket product, not an amount you type. You choose the product when you issue it, and that is what the voucher is worth.
• It never expires. There is no expiry date on a voucher. The only way to end one is to deactivate it yourself.
• It is single-use. Redeeming it covers the whole booking and closes the voucher. There is no remaining balance and no change — if the booking costs less than the voucher, the difference is not kept.

Caution

A voucher only appears for events selling the same single ticket it was issued for. If a member says their voucher isn’t showing up at checkout, this is almost always why — it was issued against a different product.

Issuing from the app instead

The two apps do different things here, and it’s worth knowing which you want:

Where	What it does
Club Manager (this page)	Issue a voucher to a club member for an event, worth a single-ticket product you choose.
Volley World app	Turn an existing payment into a voucher, from the event itself. This is the refund route, so it needs a payment that hasn’t already been refunded.

That second one is also how you give a voucher to somebody who isn’t a club member.

What the member receives

The email goes out automatically the moment you issue the voucher, and it contains the code. Your own address is copied in, so you have a record of it.

They also get a push notification — but deliberately without the code in it, so a glance at a lock screen doesn’t give it away.

Note

The code is always in your voucher list too, in the Gift Voucher column. If a member never received their email, you can read the code from there and pass it on.

Managing the list

Three tools sit above the table:

• Bulk invalidate (the crossed-circle) deactivates every voucher created on or before a date you pick. Useful for closing off an old season — but it is not reversible in bulk, so check the count it shows you before confirming.
• Export downloads the list as a spreadsheet.
• Deactivate (the bin) switches off the vouchers you’ve ticked. It does not delete them — they stay in the list as a record.

Note

The Used Date column doesn’t only mean “redeemed”. Deactivating a voucher, in bulk or one at a time, also stamps that column with the date you switched it off.

Refunding money instead

If a voucher isn’t the right answer, you can return the money:

• From the event, in the Volley World app — refunds the class payment in full. Only available when the member paid in the app, and it asks for your password first.
• From Payments, here in Club Manager — supports refunding part of an amount as well as all of it. It needs the Reports → Payments edit permission, and your club has a monthly refund ceiling that this flow checks before it lets you continue.

Related

• Single tickets
• Refunds