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Using Incentivio Gift Cards with Toast POS

Contents

  1. Feature Overview
  2. Getting Started
    1. No Active Gift Cards 
    2. Transferring Gift Cards to Incentivio
  3. Gift Card Scenarios
  4. Frequently Asked Questions
  5. Additional Resources

 

Feature Overview

Incentivio's native gift card module promotes a seamless experience for guests, ensuring they can redeem their gift cards regardless of how they choose to order with a brand. Gift cards can be purchased in-store and used online or purchased online and used in-store—the ideal setup to ensure guest adoption of a gift card program.

Using this feature requires that Incentivio is the gift card provider in Toast - meaning that all gift cards, both physical and digital, will be managed in Incentivio. This includes gift card pooling, balance adjustments, sending comp cards, etc. Additionally, gift card purchases can be incentivized through Incentivio by creating offers that reward guests for purchasing and reloading gift cards, or by setting up a bonus program to award additional value to the gift card.

 

Enabling the Incentivio-Toast Gift Card Integration unlocks the following capabilities:

  1. Flexible Payment Options: Customers can pay with both physical and digital gift cards through web ordering and mobile apps.

  2. Convenient Value Addition: Customers can add value to both digital and physical gift cards via web ordering and mobile apps.

  3. Easy Gift Card Purchases: Customers can purchase digital gift cards for themselves through web ordering and mobile apps. Customers can also send digital gift cards to others via web ordering.

  4. Integration with Loyalty Accounts: Customers can add physical or digital gift cards to their loyalty accounts through web ordering and mobile apps. Added cards will display an in-app QR code that Toast can scan for in-store payments.

  5. Seamless In-Store Transactions: In-store payments made with a gift card linked to a loyalty account will automatically attach the transaction to the account, earning loyalty points if loyalty program criteria are met.

  6. Comprehensive Reporting: Access to gift card pooling/liability and balance reports through the Incentivio Portal.

  7. Comp Card Management: Generate and send comp cards via the Incentivio Portal.

  8. Targeted Marketing Campaigns: Set up offers, loyalty offers, messages, or surveys triggered by gift card purchases or value additions. Customize rules to target users based on specific amounts added to or spent on gift cards. Set up gift card bonus promotions, which add additional value to the gift card, to encourage gift card sales.

Please Note: Enabling the Incentivio-Toast Gift Card Integration will disable the following features:

  1. Sending e-Gift Cards: You will no longer be able to send e-gift cards from the Toast POS. Instead, you will have a dedicated gift card URL that guests can use to send e-gift cards to others. Guests can also send comp cards directly through the Incentivio portal.

  2. Toast's Gift Card Reporting: You will lose access to Toast's native gift card reporting features.

 

Getting Started

Setting up gift cards with Incentivio-Toast involves a series of coordinated steps. Begin by approving the placement of the gift card button in the mobile apps, then select and integrate with a suitable payment processor, as Toast Payment Processing can't be used for gift card pooling accounts. Provide the necessary credentials for the integration, order physical gift cards through Toast for compatibility, and coordinate the export/import of gift card data. Finally, schedule the switch to Incentivio gift cards and release app and web ordering updates to ensure seamless management and functionality.

 

No Active Gift Cards

  1. Approve Gift Card Button Placement:

    • Decide where you would like the gift card button to be placed in the mobile apps.
    • Once approved, the Incentivio development team will add the button and seek approval from the Google Play Store and Apple App Store. This process typically takes 1-2 weeks.
  2. Sign Up for a Payment Processor:

    • You need a payment processor for the Gift Card Pooling Account. Toast does not permit using Toast Payment Processing for this purpose.
    • If you don't have a payment processor, Incentivio can help you find one that integrates with our system. We also offer Incentivio Payments, which allows you to manage these payments directly through the Incentivio portal.
  3. Provide Payment Processor Credentials:

    • Once you've signed up with a payment processor, send us the necessary credentials to set up the integration.
    • The required credentials may vary depending on the processor. Your contact at Incentivio will assist you with this process.
  4. Order Physical Gift Cards:

    • Order physical gift cards through Toast to ensure compatibility with Toast's hardware for in-store swiping.
    • After purchasing, export all card numbers and send them to us for import into our system.
  5. Enable Integration with Toast:

    • After completing the above steps, we will contact Toast Integrations Support (integrations-support@toasttab.com) to enable the Toast-Incentivio gift card integration.

 

Transferring Existing Gift Cards to Incentivio

  1. Approve Gift Card Button Placement:

    • Decide where you want the gift card button to be placed in the mobile apps.
    • Once approved, the Incentivio development team will implement the change and submit it for approval to the Google Play Store and Apple App Store. This process usually takes 1-2 weeks.
  2. Sign Up for a Payment Processor:

    • You need a payment processor for the Gift Card Pooling Account, as Toast does not permit using Toast Payment Processing for this purpose.
    • If you don't have a payment processor, Incentivio can help you find one that integrates with our system. We also offer Incentivio Payments, which allows you to manage these payments directly through the Incentivio portal.
  3. Provide Payment Processor Credentials:

    • Once you've signed up with a payment processor, send us the necessary credentials to set up the integration.
    • The required credentials may vary depending on the processor. Your contact at Incentivio will assist you with this process.
  4. Coordinate Gift Card Number Export and Import:

    • Once we inform you that the design changes have been approved and the payment processor for the pooling account is set up, coordinate a time with us to export all gift card numbers and balances from Toast and import them into the Incentivio system.
    • Ensure this is done during off-hours when no customers are buying gift cards, adding value to gift cards, or placing orders with gift cards.
  5. Switch to Incentivio Gift Cards:

    • Schedule a time to switch from using Toast gift cards to Incentivio gift cards.
    • During this transition, ensure you get a liability report from Toast and reconcile your funds, as Incentivio will be tracking liability between the different stores post-transition.
  6. Release App and Web Ordering Updates:

    • During the scheduled transition time, Incentivio will release the app updates and web ordering updates to include the gift card button.

 

Gift Card Scenarios

Using a corporate pooling model, there are different considerations for in-store versus online transactions. For example, physical gift cards purchased or additional value added in-store will be processed through the in-store payment processor, while digital purchases and add-values will be processed through the payment processor created in the steps above. The chart below provides examples of how this impacts gift card pooling.

 

Gift Card Scenarios - Toast

Gift_Card_Scenarios_-_Toast.png

 

Frequently Asked Questions

Can we import existing gift cards?
Yes! You will need to contact your current gift card provider for a liability report that contains all the gift card numbers and their balances. Customers with physical gift cards can add their card number to the Gift Card section of the app to view their balance and use the card digitally.

What gift cards do you integrate with?
Almost all gift cards will work digitally (since we just need the gift card number), but it’s best to check with your Customer Success Manager first. To confirm if a card can be read by the card scanner on Toast, please consult your Toast Account Manager.

Can customers reload their digital gift card?
Yes! Customers can click the “Add Value” button in the app to add value to their existing card(s) or ask a staff member at the store to load value for them.

Can customers see their gift card balance?
Yes! Customers can see their balance in the app, and you can view them in the back end. To view their gift card balance in the app, customers need to load the gift card by clicking “Add Existing Card” and entering the card number. If they purchased the card through the app, this step is not necessary.

Do I pay transaction fees on every purchase made with the gift card?
No! A major benefit of implementing gift cards is that you only pay a processing fee for the initial transaction to load the card. Every subsequent transaction made with the card’s funds will not incur additional fees.

Can I share gift cards across locations?
Yes! Gift cards can be shared across multiple locations.

Can I share gift cards across two different apps?
No. Gift cards cannot be shared across different apps.

 

Additional Resources

Toast In Store Gift Card Transaction Steps

Incentivio Dashboard - Gift Cards

Incentivio Gift Cards/Comp Cards

Gift Card Balance Report

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