Voucher Manager — Complete Help Guide

A practical guide for staff: from understanding vouchers to managing them efficiently.

1. Introduction

The Voucher Manager is the central place for handling all customer voucher requests.
It allows staff to:

View incoming voucher requests
Add new requests manually
Process payments
Issue vouchers
Update details
Cancel vouchers
Calculate voucher amounts based on treatments
(Future) View redemption history

This guide walks you through the entire workflow, from concept to daily use.

2. Understanding Voucher Requests

A voucher request is created in one of two ways:

2.1 Customer‑submitted requests

Customers typically use the voucher request form on the website.
These appear automatically in the Voucher Manager under Voucher Requests.

2.2 Manually added requests

Staff can also create a voucher request directly from the admin panel.
This is useful when:

A customer phones in
A request is made in person
A correction or replacement is needed

Both types of requests follow the same processing steps once created.

3. Navigating the Voucher Manager

The Voucher Manager is divided into two main areas:

3.1 Left Column — Request List

Shows all voucher requests, filtered by status:

All
Awaiting Payment
Paid
Issued
Cancelled

Each row displays key information and can be clicked to load details on the right.

3.2 Right Column — Request Details

When a request is selected, the right panel displays:

Buyer details
Recipient details
Voucher amount
Status
Notes
Action buttons (Mark Paid, Issue Voucher, Update, Cancel)
Voucher history

This panel is where all processing actions take place.

4. Adding a Voucher Request

4.1 Starting the process

Click the Add Voucher button in the top-left of the Voucher Manager.

This opens a popup window where you can enter:

Buyer information
Recipient information
Voucher amount
Treatments (optional)
Notes

4.2 Admin vs Customer form

The admin popup is almost identical to the customer-facing form, except:

Delivery Preference is not shown (only customers choose this)

5. Calculating the Voucher Amount

Sometimes a customer specifies treatments instead of a fixed amount.
To make this easy, the Voucher Manager includes a treatment calculator.

5.1 Opening the calculator

Click the calculator icon next to the Voucher Amount field.

5.2 Selecting treatments

A popup window appears listing all available treatments, grouped by category.

You can:

Tick one or more treatments the customer has requested
See the price of each treatment next to its name

5.3 Applying the total

Click Apply Total to automatically fill the Voucher Amount field.

This ensures accuracy and consistency when customers request treatment‑based vouchers.

6. Processing a Voucher Request

Once a voucher request exists (customer or admin created), it moves through these stages:

6.1 Awaiting Payment

The request has been received but not yet paid.

Actions available:

Send Payment Info (email the customer)
Mark Paid (when payment is confirmed)
Cancel Voucher

6.2 Paid

Payment has been received.

Actions available:

Issue Voucher
Update Voucher
Cancel Voucher

6.3 Issued

The voucher has been generated and sent to the customer.

Actions available:

Update Voucher
(Future) View Redemption History
Cancel Voucher (if necessary)

6.4 Cancelled

The voucher is no longer valid.

Actions available:

None (read‑only)

7. Updating Voucher Details

At any stage before issuing, you can update:

Buyer details
Recipient details
Voucher amount
Notes

Click Update Voucher to save changes.

8. Cancelling a Voucher

To cancel a voucher:

Select the voucher from the list
Click Cancel Voucher
Confirm the action

The voucher becomes inactive and cannot be issued or redeemed.

9. Voucher History

Each voucher includes a chronological history of actions, such as:

Request created
Payment info sent
Payment received
Voucher issued
Voucher cancelled

This provides a clear audit trail for staff.

10. Printing the Voucher Report

The Voucher Manager includes a built‑in Print Voucher Report feature for producing a clean, professional summary of all vouchers.

10.1 Where to find it

A Print Voucher Report button appears in the top‑right of the Voucher Manager, next to the Add Voucher button.

It is visible on tablets and desktop computers
It is hidden on mobile phones, where printing is not practical

10.2 What the report contains

Clicking the button opens a new tab with a premium, print‑ready report.
The report is formatted for A4 portrait and displays vouchers as two‑column cards for easy reading.

Each voucher card includes:

Buyer details
Recipient details
Voucher amount and remaining balance
Status (Awaiting Payment, Paid, Issued, Cancelled)
Key dates (Requested, Paid, Issued, Expiry)
Services requested (if any)
Internal notes
Voucher code (shown only when the voucher has been issued)

10.3 Why this report is useful

The printed report is ideal for:

Daily summaries
End‑of‑day reconciliation
Manager reviews
Audits and record‑keeping
Preparing information for meetings or handovers

The layout is designed to be clear, attractive, and easy to scan, with no on‑screen buttons or navigation elements included in the printout.

11. Future Features (Planned)

11.1 Redemption History Popup

A modal showing:

Each redemption event
Date/time
Amount redeemed
Staff member
Remaining balance

This will integrate seamlessly with the existing right‑panel workflow.

12. Summary

The Voucher Manager provides a complete workflow for handling voucher requests from start to finish.
It ensures:

Accurate data entry
Smooth processing
Clear audit trails
Easy calculation of treatment‑based vouchers
Professional, print‑ready reporting for reviews and record‑keeping
A consistent, maintainable admin experience

With the addition of the premium voucher report, staff can now generate clear, attractive summaries directly from the Voucher Manager. As your system grows, upcoming features such as redemption history will make the Voucher Manager even more powerful.