Gift vouchers bought on a day spa's online store become branded PDFs with a personal message, a unique code, a QR code and a 12-month expiry. Each is emailed at once or on the buyer's chosen date and logged in a searchable register.
Typical results
Under 1 min
To confirm a voucher's value and expiry at redemption
100%
Vouchers logged with code, value and expiry date
Figures reflect typical results for this kind of automation.
The challenge
Vouchers are a big share of spa revenue around holidays, and each one is made by hand. Reception copies the order into a design template, types the message, invents a code, emails the PDF and notes it in a notebook or spreadsheet. Vouchers go out late or with typos, and at redemption nobody can quickly confirm the value or expiry.
Before and after
Staff time on gift vouchers per week
−83%Minutes to check a voucher at redemption
−80%Vouchers sent late or with errors per month
−86%The automation
Each voucher order on the spa's online store triggers an automation in Make. It fills a branded template with the buyer's message, the treatment or amount, a unique code, a QR code and an expiry date 12 months out, then saves it as a PDF. The PDF is emailed to the buyer at once or to the recipient on the date chosen at checkout. A row in a Google Sheets register records the code, value, buyer, recipient and status.
How it works
- 01
Voucher bought online
A buyer picks a treatment or an amount on the spa's online store, writes a personal message and chooses a delivery date.
- 02
PDF created
A branded PDF is built with the message, the treatment or amount, a unique code, a QR code and an expiry date 12 months out.
- 03
Sent on the right day
The PDF goes to the buyer right away, or to the recipient by email on the chosen date, such as a birthday.
- 04
Logged in the register
Each voucher adds a row to a Google Sheets register with code, value, buyer, recipient, expiry date and status.
- 05
Redeemed at reception
Reception scans the QR code or searches the code, checks the value and expiry, and marks the voucher as used.
Starts from
- Voucher order from store
- Message and delivery date
Delivers
- PDF emailed on chosen date
- Unique code and QR
- Row in voucher register
The impact
Vouchers go out on time and without typos, and reception saves about 5 hours a week of voucher admin. At redemption, a code search or QR scan confirms the value and expiry in under a minute, and every voucher sold has a matching row in the register.
Questions about this automation
Can the voucher go to the recipient on a specific date?
Yes. At checkout the buyer chooses to receive the voucher now or have it sent to the recipient on a set date. Scheduled vouchers wait in the register with a send date and go out by email that morning, and the buyer gets a short note once it has been delivered.
How does reception check a voucher when it is used?
Reception scans the QR code or types the code into a search on the Google Sheets register. The row shows the treatment or amount, the expiry date and the status. Marking it redeemed records the date and the staff member, so the same voucher can't be used twice.
Can the spa use its own voucher design?
Yes. The automation fills the spa's own design with the message, value, code and QR, and a holiday version can replace it without touching the flow. Beyond the design, it needs the online store that sells the vouchers and a Google account for the register and the emails. Simple automations like this are usually live within days.