A voucher lets a guest buy an activity now and choose the date and time later. They pay the activity's normal price, get a confirmation with a QR code that opens their customer portal, and schedule from there. It's a good fit for gifts and for guests who don't know their dates yet.
In this article
Vouchers are not the same as two other features that sound similar:
- Gift cards hold a money balance a guest can spend on anything. See Set up gift cards.
- Voucher codes are discount campaigns, for example for a partner. See Voucher codes.
A voucher is for the activity it was bought for. It can't be switched to a different one by the guest.
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Step 1: Turn on the voucher program
- Go to Setup → Settings → Vouchers.
- Select Settings in the toolbar.
- Turn on Enable Voucher Program and save.
Turning the program off hides the voucher option on every activity.
Step 2: Add a voucher style
A voucher style is the background image of the confirmation guests receive. You need at least one before you can turn vouchers on for an activity.
- On the Voucher Styles screen, select Add Style.
- Enter a Name. Only your team sees it.
- Add your design as a PNG or JPG, 2400 by 1600 pixels. You crop it to a 3:2 shape in the window.
- Leave the style Active and save.
If you delete a style that activities use, you're asked to pick another style for them first.
Step 3: Turn vouchers on for each activity
- Go to Setup → Activity Catalog and open the activity.
- Open the Vouchers tab.
- Turn on Enable voucher program and choose a Voucher style.
- Select Save at the top of the editor.
If you haven't added a style yet, the tab asks you to add one first.
How a guest buys and redeems
- Buying online. On an activity with vouchers on, the booking widget shows a Calendar | Choose Date Later toggle. The guest picks Choose Date Later and checks out at the normal price. A This is a gift checkbox hides the guest details section at checkout.
- Buying at the counter. Staff can sell the same way in point of sale using the same Choose Date Later toggle.
- The confirmation. The booking confirmation can be attached as a PDF to the confirmation email. It uses your voucher style and has a QR code labelled "Scan to book a date!". The attachment is sent when the message template's Attach booking confirmation PDFs option is on, the booking has 5 or fewer guests, and the order is booked.
- Scheduling. The guest opens their customer portal from the QR code or link and selects Schedule. Staff can schedule it too, by opening the trip and choosing Rebook → Schedule.
- Capacity. No spot is held until a date is chosen.
A voucher doesn't expire on its own, and there's no separate refund process. It's an ordinary booking, so cancelling and refunding work as usual. See Reschedule, unschedule, or cancel a booking.
Open your widget on Choose Date Later
By default, the Calendar | Choose Date Later toggle starts on Calendar. To have guests land on Choose Date Later first, check Default to "Flex Booking" on the booking widget. That setting is per widget, not per activity, so it applies to every activity the widget shows. See Create & manage booking widgets.
What vouchers don't do:
- There's no voucher-only mode. No setting removes the calendar so guests can only buy a voucher. Guests can always switch the toggle to Calendar and book a date now. The closest setup is a widget that shows only your voucher activities, set to Default to "Flex Booking".
- There's no per-activity default. The activity's Vouchers tab turns Choose Date Later on or off for that activity. Which side of the toggle is selected first comes from the widget. Use separate widgets if some activities should start on Choose Date Later and others on Calendar.
Find vouchers that haven't been scheduled
Run the Not Scheduled report to see open-dated bookings with no date yet, and the Vouchers Sold report to see what you've sold. Both are under Reports. See Reports overview.
Examples
- Sell a gift ticket. Guest picks Choose Date Later, ticks This is a gift, and pays. The recipient scans the QR code to pick a date.
- Sell a voucher at the front desk. In point of sale, choose Choose Date Later and take payment.
- Chase unscheduled vouchers. Run the Not Scheduled report and email those guests.
- Change the design for one activity. Add a new style, then choose it on that activity's Vouchers tab.
Frequently asked questions
What is a voucher in TripWorks?
An open-dated booking. The guest pays for an activity now and picks the date and time later from their customer portal.
Is a voucher the same as a gift card?
No. A gift card holds a money balance that can pay for anything. A voucher is the activity itself, bought at its normal price and scheduled later.
Can the recipient use a voucher on a different activity?
No. A voucher is tied to the activity it was bought for. To move a guest to another activity, change the booking from the trip.
Do vouchers expire?
Not on their own. Gift cards have expiry settings, but open-dated vouchers don't.
Why didn't the guest get a PDF?
The PDF is only attached when the message template's Attach booking confirmation PDFs option is on, the booking has 5 or fewer guests, and the order is booked. The guest can still open their customer portal from the email link.
Why can't I turn vouchers on for an activity?
You need at least one voucher style first, and the voucher program has to be on under Setup, then Settings, then Vouchers. Add a style and then enable it on the activity's Vouchers tab.
How do I see which vouchers still need a date?
Run the Not Scheduled report under Reports. It lists open-dated bookings that haven't been scheduled.
How do I set up an account to only show vouchers and not date and time?
There isn't a voucher-only setting that hides the calendar. Turn vouchers on for the activities, then build a booking widget that shows only those activities and check Default to "Flex Booking". Guests start on Choose Date Later, and they can still switch to Calendar if they'd rather pick a date now.
How do I make the widget default to Choose Date Later?
Open the booking widget in the builder, check Default to "Flex Booking", and save. The setting is on the widget, so it applies to every activity in that widget. Kiosk widgets don't have this option.
Can one activity default to Choose Date Later and another to the calendar?
Not in the same widget. The default is a widget setting. Build one widget with Default to "Flex Booking" checked for the activities you sell open-dated, and another widget without it for the rest.
Can I invoice someone for vouchers they bought?
Only if the buyer is set up as a reseller with Payment Method set to Invoice and the voucher bookings are attributed to that reseller. TripWorks invoices are reseller invoices; there's no invoice for an individual guest. Because an unscheduled voucher has no activity date yet, create the invoice using Date Created so those bookings are included. See Invoice a reseller for their bookings.
Related
- Voucher codes
- Invoice a reseller for their bookings
- Set up gift cards
- Using the customer portal
- Reports overview
- Create & manage booking widgets
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