Take a gift card at the front desk
For reservations and front-desk staff taking a gift card against a booking. The Gift Card Desk records the payment on the booking in Trybe and draws the card down in Square in the same step.
Before your shift
Section titled “Before your shift”- Sign in to the console with your own login. Shared logins aren’t supported: every redemption is recorded against the person who made it.
- Open Integrations → your gift card integration → Tools → Gift Card Desk in a second browser tab and keep it open beside Trybe. Trybe doesn’t allow buttons inside its own screens, so the desk is a separate tab.
Taking a gift card
Section titled “Taking a gift card”- Finish the booking in Trybe first. Apply the gift card last, once the items are final. Removing an item after the card is drawn leaves the card over-drawn.
- In the Gift Card Desk, type the order reference and press Find booking. Check the guest’s name and the amount still owed.
- Type the number printed on the card and press Check card. You’ll see the card’s balance and the amount that can be applied: the smaller of the card balance and what the booking still owes.
- Apply that amount, or choose A smaller amount if the guest wants to keep some on the card. You can’t apply more than the amount shown.
- Press Apply, read the confirmation, and confirm. The payment appears on the booking in Trybe and the card is drawn down in the same step.
- Take any remainder the usual way in Trybe (card or cash).
Two gift cards on one booking: apply the first, then check and apply the second.
What the messages mean
Section titled “What the messages mean”| You see | What it means | What to do |
|---|---|---|
| Done | Recorded in Trybe and drawn from the card. | Nothing. Press Next guest. |
| Recorded in Trybe, card not drawn yet | The payment is on the booking, but the card couldn’t be drawn. | Follow the screen: if it says it will be retried automatically, do nothing; otherwise press Try again in a moment, and tell a manager if it still fails. Don’t redeem the card by hand in Square, which would draw it twice. Try again can’t record a second payment. |
| Waiting for Trybe | Trybe took the payment but hasn’t shown it yet. | Press Try again after a moment. It won’t record a second payment. |
| Recorded, nothing drawn | The payment is on the booking, but nothing was taken from the card. | Tell a manager. |
| A payment is in progress on this booking | An open payment link or card-reader payment is holding the balance. | Finish or cancel it in Trybe, then find the booking again. |
| Nothing is owed on this booking | It’s already paid. | Check you have the right booking. |
| The most that can be applied is … | The booking or the card changed since you checked. | Press Check card again. |
| This card is deactivated / has no balance left | The card can’t be used. | Take payment another way. |
| No gift card found with that number | The number doesn’t match a card. | Re-type it from the card. |
If something goes wrong
Section titled “If something goes wrong”A payment recorded in Trybe can’t be removed or reduced. If you applied the wrong amount, or to the wrong booking, don’t try to fix it in Trybe and don’t redeem or reload the card in Square yourself. Tell a manager. The correction is made on the card once it’s approved, and recorded.
Refunds
Section titled “Refunds”Refund a booking paid with a gift card in Trybe as usual, against the gift card payment.
Whether the value goes back onto the card by itself depends on your venue’s setup; your manager will know which applies:
- Automatic refunds on: the refunded amount is credited back to the card for you. Don’t reload it by hand as well, or the guest is credited twice.
- Automatic refunds off: a refund in Trybe does not put the value back on the card. Reload the card in Square for the refunded amount, the same day, and check it under Card history afterwards.
A booking with two different gift cards on it: tell a manager before refunding, because the refund has to be matched to the right card.
Card history
Section titled “Card history”The Card history tab shows everything that has happened on a card: when it was activated, every redemption and where it was made (a Trybe booking, the Square till, or Square directly), and every refund or adjustment. Use it to answer “what happened to this card?” without opening Square.
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