How to upload or create a voucher or add item collection instructions
The Voucher Feature
Use the Voucher feature to send:
1) Item Collection instructions,
or
2) a GalaBId generated voucher
or
3) a PDF voucher from the prize donor
Important Note: If the Voucher is setup after payments have been made on the item(s) vouchers will not be available or sent to winners. If the payment is refunded and made again they would then receive the voucher.
Enabling Vouchers
Edit the Item and navigate to General Options and select Item Fulfilment.
You can choose one of the following fulfilment methods based on your requirements:
Digital Vouchers
If you select Digital Vouchers, you can provide redemption details in one of two ways:
1. Enter the voucher instructions directly into the provided text field.
2. Upload a PDF document containing the voucher details, or redemption instructions.
Physical (Collection) - Item Collection Instructions
If you select Physical ( Collection), enter clear collection instructions for the winner. This should include details such as:
1. Collection location
2. Collection dates and times
3. Contact information
4. Any identification or documentation required for collection
Providing detailed instructions will help ensure a smooth collection process for the recipient.
Choose the fulfilment method that best suits the item being offered and ensure all relevant information is provided before publishing your campaign.
GalaBid Generated Voucher - What's Included?
Add the details relevant to the specific prize in the description box. For example "To redeem your prize please contact John Smith at Luxury Resorts on xx@xx.com"
The voucher will also contain the item description and the lead image for the item as per the listing on the campaign.
Please note that any item terms and conditions you may have added will show up after the item description in the GalaBid generated voucher.
Receiving a Voucher/ Collection Instructions
Once payment has been registered on GalaBid the winner will automatically receive their voucher or collection notification.
Participants click the voucher button to open up the Vouchers page on the campaign.
Delivery via Email or Text?
Note that the notifications will be sent via email unless the participant's account doesn't include their email. A PDF voucher is attached to the email. If a participant has selected text message as their preferred contact channel they will also receive a text with a link to view the voucher.
Print All Vouchers
Printing all vouchers can be done through the Items module on the 'Downloadable Assets' section > Printable Vouchers.
Resend Voucher
To resend a voucher go to Checkout Console, search the participant's name and click Resend Voucher on the far right hand side of the row below the 'Payment Status' column.
Vouchers can also be resent through the Checkout Console < Vouchers tab on the far right the option to resend will appear once the three dots are selected.
The voucher can also be downloaded via the 3 dots next to the Resend Option.
When should I use a GalaBid generated voucher?
GalaBid generated vouchers should be used when the item donor has not provided a physical or PDF voucher. Vouchers are an efficient way for winners who have paid to automatically receive details of the prize they won and booking instructions.
Item Dispatch in the Checkout Console
When a voucher is enabled, the item will automatically be marked as “Dispatched” in the Checkout Console once the winner pays their invoice online, or when the invoice is marked as paid using another method (such as cash, EFTPOS machine, or bank transfer).
