Issuing & Tracking Bartered Gift Certificates

Purpose:

To track and manage bartered gift certificates (acquired through BizX, IMS, etc.) that are issued as part of promotional campaigns, customer goodwill gestures, or staff appreciation efforts.

Google Drive Usage

All bartered gift certificates (PDFs) are stored and renamed directly in:

Marketing > Giveaways

There are no subfolders. This single folder houses both unused and issued certificates.

Google Sheet Tracker

Also stored in the same Marketing > Giveaways folder.
This is the master log of every certificate that has been issued.
LINK: https://docs.google.com/spreadsheets/d/1HgGYvVBBSNw3kGGwwweW7tDJqj4IU0vXTkixInS3vrg/edit?usp=sharing

✅ How to Issue & Track a Gift Certificate

1. Rename the Certificate PDF

Use this format:

✅ Example:
BellsCookies - BIZX5Q6NTD03FLPF - Anita - 2024-11-21.pdf

📌 Tip: The GiftCode is located inside the PDF (not the full filename like ...25642.pdf).

2. Keep It in the Same Folder

You do not need to move the file to a different folder after renaming.
All PDFs — issued or unissued — remain in Marketing > Giveaways.

3. Log Issuance in the Sheet

Open the Google Sheet and fill in a row like this:

✅ Tip: You can link the File Name cell to the file in Drive for quick access.

Ongoing Guidelines:

• Rename certificates at the time of issuance.

• Log every issued gift in the tracker.

• Add any context or changes (e.g., voided, resent) in the Notes column.

Who Can Issue:

Only authorized team members:

• Celina

• Sales / Customer Service

• Marketing Team (with approval)

Important Notes:

• These are bartered rewards, not purchased gift cards.

• Used for:

  • Referral thank-yous

  • Client apologies or appreciation

  • Social media giveaways

  • Staff recognition