How do I create, view and resend a voucher?
The Voucher Feature
The Voucher feature helps auction administrators streamline the distribution of auction prizes once the auction has closed. Administrators can add details explaining how the prize should be collected, booked, or redeemed in the voucher section for each item or prize. The voucher will also include the item description and the primary image from the item listing. When the winner completes payment for their item, GalaBid automatically sends the voucher to the winner via email.
Vouchers are optional and should only be used if the winner needs to contact the item supplier to redeem their prize (for example, booking a stay, arranging a service, or contacting a business to claim the prize).
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).
If winners need to collect a physical item or voucher directly from you, it is recommended not to use the voucher feature. Instead, you can provide the item at your event or contact the winner after the event to organise collection or delivery. Once the winner has received their item, you can manually mark it as “Dispatched” in the Checkout Console.
Note: If the Voucher is setup after payments have been made on the item(s) then those participants will not have voucher generated, the payment will need to be refunded and made again in order for them to receive the voucher.
To learn how to create, view and resend vouchers follow the step by step instructions below.
Creating a Voucher
Go to Items, then edit an existing item or create a new one.
In General Options check the box to enable vouchers.
Upload a Voucher PDF or use the GalaBid generated voucher.
GalaBid Generated Voucher
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
Once payment has been registered on GalaBid the winner will automatically receive their voucher notification. This will be via email or text message.
Participants click the voucher button to open up the Vouchers page on the campaign.
If the voucher is sent via email a copy of the voucher will also be attached to the email.
Delivery via Email or Text?
Note that the notifications will be sent via email unless the participant has opted in to receiving notifications from GalaBid via text message. If text messaging is available on your campaign, participants will have the choice when registering to receive notifications via text message instead of email. Participants can also change their preferences by accessing My Account when logged into the campaign.
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.
