What goes wrong with stubs and spreadsheets
The voucher leaves with the customer, the stub ends up in a drawer, and the day it comes back nobody knows whether it has already been used. A shared spreadsheet is hardly better: several people edit it, and the right version depends on who opened it last.
At the desk, staff accept a voucher hoping for the best, and by evening nothing shows who accepted it. Yet three questions need an instant answer: is the voucher genuine, paid for, still available?
Issue from a catalogue
A voucher can carry a free amount in CFP francs or a specific service: a treatment, a ritual for two, a dinner, a night. Keeping these services in a catalogue by activity, with price, validity and terms of sale, avoids handwritten vouchers and forgotten terms.
For corporate orders, several vouchers and several services are handled in one batch, paid once. In Koha, the accepted terms and conditions are archived with each voucher.
Take payment before sending
Payment is recorded with its method, card, cash or bank transfer for a corporate order, and a reference except for cash. Until it is confirmed, the voucher stays pending.
Once paid, the recipient or buyer receives an email with a secure download link to the voucher as a PDF in the house design: you import your own template and place the QR code and fields where you want them. Koha has no public shop and takes no online payment: staff issue the vouchers and remain the customer's contact.
Check at the desk without mistakes
At reception, in the spa or in the dining room, the desk phone reads the QR code. Koha checks that the code has not been tampered with and the voucher's status without using it; a cancelled, expired or already used voucher is refused.
Redemption then records the use. Depending on its type, a voucher is used in one go, in stages or service by service, and the check shows what is still available. On a shared workstation, each operator unlocks with a personal code and their redemptions carry their name.
Verify without using, then redeem.
Automatic refusal of a cancelled, expired or already used voucher.
Dated history with the author of every action.
Track sales and protect data
Management sees vouchers across all departments, confirms a payment, cancels or extends a voucher; finance has indicators, monthly revenue and CSV exports for accounting.
Recipients' personal data calls for rules: consent collected at issue, retention periods chosen by the establishment, anonymisation. Koha provides these tools; the retention policy remains yours.