Top Priorities When Considering Gift Card Software Programs

If you want to get started with your gift card program (or upgrade your existing program), the first step is choosing the right gift card software. With the right software, you can streamline processes, reduce errors, and gain access to valuable analytics that help you make better business decisions. 

The goal is getting your gift card program to offer fully automated gift cards, or as close to automatic as possible. With the software handling routine tasks, this gives you more time to focus on the human aspects of growing your restaurant, like recipe development and menu re-engineering.

Can’t wait to get started? Let’s take a look at how to select the right gift card software and what to keep in mind when making that decision. 

7 Essential Features of Gift Card Software 

Are you ready to look for gift card software, but aren't confident in how to evaluate gift card providers? Keep reading for seven main features to shop for.

First, a robust gift card management system must offer features like:  

1. Real-time tracking of sales 
2. Redemptions 
3. Balances 
4. Breakage 

With these features, you’ll be able to monitor sales trends and redemption patterns as they happen. This lets you identify popular gift card denominations, peak buying times, and which marketing strategies are driving the most engagement. 

On top of that, you may also want to look for other functionalities such as multi-channel distribution, customizable design options, and promotional tools:

5. Multi-channel capabilities allow customers to purchase and redeem gift cards both in-store and online. This makes the redemption experience more user-friendly for customers.

6. Customizable design options let you create branded gift cards that resonate with your audience. This is particularly valuable if you aim to grow brand equity and achieve top-of-mind awareness. A well-designed gift card improves your brand's image and creates a memorable customer experience.

7. Promotional tools in gift card systems allow you to run various marketing campaigns, such as applying discounts and creating limited-time offers (LTOs). While most gift card systems come with basic promotional tools, those with advanced promotional capabilities like custom promotions, automated campaigns, and referral incentives help you create more impactful campaigns.

Comparing 4 Top Software Options 

Now that you know what features to look for, we’ll compare four different gift card software options for restauranteurs and discuss their characteristics. 

First, Paytronix is the premier guest engagement software offering gift card functionality, loyalty, online ordering, and marketing automation for restaurants of all sizes. Our platform has dozens of features empowering you to customize the elements of your gift card program, ensure top-tier security, and drive significant revenue increases.

Upsides:

• Operators can sell both customizable digital and physical gift cards, provide comp cards, and offer bonus cards.
• Scale your operations and campaigns effortlessly with dozens of industry-leading POS and platform integrations

Second, Toast is an all-in-one restaurant technology platform that integrates online ordering, gift card management, and loyalty programs within a mobile, cloud-based POS system. Its gift card management system includes both physical and digital gift cards, which can be used online or in-store. Guests can check their gift card balances online and customize their gift card designs. 

Upsides:  

• Guests can purchase digital gift cards and send them via email or SMS with customizable messages and scheduling options for specific dates and times. 
• Guests can pay with a gift card over the phone, when ordering online, or in person at the restaurant POS system. 

Downsides: 

• Detailed reporting and analytics is available only for Toast POS customers, which may limit the software’s appeal to those using other POS systems. 

Third, TouchBistro is a cloud-based POS system for restaurants, providing comprehensive management of menus, sales, staff, and more from a single platform. It includes functionality for both online and physical gift cards, integrating seamlessly with online ordering and POS systems. 

Upsides: 

• Offers both digital gift cards for online orders and physical gift cards for in-person orders. 
• Customers can use their gift cards at any of the restaurant's locations. 

 Downsides: 

• Does not support sending eGift cards with scheduling options. 

Fourth, Square POS is a restaurant hardware and software provider that supports online ordering, inventory management, and labor tracking. It also includes features for managing gift cards, both digital and physical, with options for customization and customer self-service.

Upsides: 

• Offers both digital gift cards for online orders and physical gift cards for in-person orders. 
• Enables customers to check their balance and reload their gift cards, enhancing convenience and encouraging reuse. 
• Provides tools for creating promotions and discounts to drive gift card usage and boost customer engagement. 

Downsides: 

• Does not support sending e-gift cards with scheduling options. 

While we’ve covered three popular gift card tools for restaurant owners, it’s worthwhile to conduct your own research and explore additional options available in the market. As you evaluate alternatives, consider factors such as:

• Cost: What are the upfront and ongoing costs of the software? Are there additional fees for features or transactions? 
• User-Friendliness: How intuitive is the software for both staff and customers? Does it offer a straightforward setup and easy navigation? 
• Technical Support: What level of support is available? Do you have a dedicated account manager? Are there resources such as tutorials, frequently asked questions (FAQs), or a knowledge base? 
• Scalability: Can the software accommodate growth, such as additional locations or increased transaction volume? 
• Compatibility with Other Systems: How well does the software integrate with your existing point of sale (POS), customer relationship management (CRM), or online ordering systems? 

Integration with Existing Systems 

Integrating your gift card software with your existing POS systems, CRM platforms, and other restaurant management tools is crucial for streamlining operations and improving efficiency. 

When your gift card systems work seamlessly with your current tech stack, it ensures all transactions are synchronized, customer data is consistent, and reporting is accurate. This provides a clear, consolidated view of your operations which results in a smooth customer experience.

Here are three tips on ensuring a seamless integration: 

1. Check for API compatibility. Verify that the gift card software offers application programming interfaces (APIs) that are compatible with your existing systems. APIs enable different software applications to communicate with each other, ensuring data flows smoothly between programs.
2. Look for software with pre-built integrations. These integrations are often easier to implement and reduce the complexity of connecting different systems.
3. Involve IT specialists. Engage IT specialists or consultants during the selection process to assess any gaps or unforeseen requirements during the tech transition.

Security and Reliability 

An essential component of gift card management is protecting sensitive customer information and preventing fraud. Gift card systems handle valuable data, including personal details like mailing addresses and financial information like card numbers, which makes them attractive targets for cybercriminals. As such, it’s critical to ensure the security of this data.

To safeguard your gift card program and customer information, your gift card software should include the following essential security features: 

• Encrypted Data Storage: Look for software that uses strong encryption to protect customer data both during transmission and while stored. Encryption ensures that even if data is intercepted or accessed without authorization, it remains unreadable and secure. 
• Regular Security Audits: Choose a gift card system that undergoes regular security audits to identify and address potential vulnerabilities. These audits ensure your software remains up-to-date with the latest security practices. 
• Compliance with Payment Industry Standards: Ensure the software complies with industry standards such as the Payment Card Industry Data Security Standard (PCI DSS). Compliance with these standards demonstrates a commitment to protecting payment information and reduces the risk of data breaches. 
• Robust Backup Solutions: Regular backups ensure that, in the event of a system failure or data loss, you can quickly restore your gift card data and continue operations with minimal disruption. 

The Bottom Line 

There are many things to consider when looking for gift card software, including features and functionalities, cost, user-friendliness, technical support, scalability, and compatibility with other systems. Of course, make sure to consider your restaurant's specific needs and context, along with your business goals and customer preferences. 

A fast-casual restaurant that relies heavily on takeout and online orders, for example, may prioritize gift card software that offers robust digital card features. In contrast, a high-end fine dining restaurant that focuses on in-house dining experiences may look for software with strong physical card options and customizable designs to improve the customer experience and reflect their brand’s sophistication.

So, where do you go from here? Start by assessing your current and future needs to create a checklist of essential features and capabilities. With this checklist, you can narrow down your options, read reviews, and experience trial versions to find the best fit for your restaurant before making a final decision.

Want to learn how to drive revenue for your restaurant using gift cards? Book a demo with us today to discover how!