Read the gift card dashboards
For managers and accounting. Four screens compare what Trybe recorded with what actually happened on the Square gift card, so you can see where money is owed without matching the two systems by hand. Find them under Integrations → your gift card integration → Boards.
Keep the numbers fresh
Section titled “Keep the numbers fresh”The dashboards read a copy of your Trybe and Square history that we keep up to date. Press Refresh on a dashboard to bring it up to the minute; it takes a minute or two, and the screen tells you when it last updated. Refresh before you act on a number or send it to anyone.
Find a booking or a card
Section titled “Find a booking or a card”Every dashboard has a Search box. Type an order reference, a guest’s name, an amount, or the full number printed on a gift card: the dashboards only ever show the last four digits of a card, and searching the full number finds it. Search combines with the filters, and Clear resets both.
Gift Card Exceptions: what needs a person
Section titled “Gift Card Exceptions: what needs a person”Only the rows that need attention. The Owed to column says who is short.
| Row | Owed to | What it means | What to do |
|---|---|---|---|
| Charged in Trybe, card never drawn | Venue | The booking went ahead and Trybe recorded a gift card payment, but the card was never drawn. The guest had the service and still holds the balance. | Draw the amount off the card in Square, after checking the card’s history. |
| Refunded in Trybe, value never returned to the card | Guest | A refund was booked against the gift card payment, but the value never went back onto the card. | Credit the refunded amount back to the card in Square, unless the guest was made whole another way. |
| Card drawn with no matching Trybe payment | Guest | A card was drawn with no booking behind it. | Investigate before acting: confirm it isn’t a payment taken another way, then credit the card back. |
| Checkout never completed, card correctly not drawn | No one | A guest applied a gift card online, then left before booking. Trybe keeps the gift card payment on the unfinished basket because a paid payment can’t be removed, but the card was never charged. | Nothing. Listed so the row you can see in Trybe is explained here too. |
| Card activated with no Square order behind it | — | Balance appeared on a card without a sale, for example a test card or a comp issued by staff. | Confirm it was deliberate. |
A booking is only shown as checkout never completed when Trybe confirms it is still unfinished and was never submitted. If that can’t be confirmed, it stays as money owed to the venue for a person to check, rather than being hidden.
Gift Card Reconciliation: every payment, side by side
Section titled “Gift Card Reconciliation: every payment, side by side”One row per gift card payment in Trybe, with the matching draw on the card in Square and the difference between them. Use the Status filter to narrow it down:
- Matched: the card was drawn for this booking. By id means it was matched on the reference written into Square; by amount means a draw of the same amount on the same card, around the same time, with no reference, typically one taken at the Square till.
- Charged, card never drawn, Refunded, value not returned and Drawn with no Trybe payment: the same cases as on the Exceptions screen.
- Checkout never completed: listed for completeness and left out of the totals, because nothing was charged.
Each draw on a card is matched to one booking only, so a single draw is never counted twice. The totals tie when every row is either matched or a checkout that was never completed.
Gift Card Liability
Section titled “Gift Card Liability”What the venue still owes on outstanding gift cards, taken from the recorded history of every card rather than recalculated on the fly, so the same date gives the same answer next quarter. The Basis column says how each figure was reached.
Gift Card Audit
Section titled “Gift Card Audit”Online bookings paid with a gift card that aren’t settled yet, and where each one stands: being charged automatically, stuck and needing attention, waiting on the guest to pay a remaining balance, or a checkout the guest hasn’t finished. Each row says what, if anything, to do.
Questions or a row you can’t explain? Tell us.
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