This SOP explains how to enable, configure, and customize gift vouchers in AesthetiDocs so they can be sold in clinic and/or through the online booking platform. It covers both standard monetary vouchers and custom promotional vouchers.
Key Steps
1. Enable the Gift Voucher Feature 0:35
Go to Marketing in AesthetiDocs.
Select Gift Vouchers and click View.
Turn the Gift Voucher toggle on to activate the feature.
Confirm the feature is enabled so vouchers can appear on the external booking system.
2. Configure Standard Monetary Vouchers 1:02
Use the Custom Voucher option for simple monetary vouchers.
Click Enable to allow patients to purchase standard-value vouchers online.
Use this option for common voucher values such as £20, £50, or £100.
This voucher type is best for straightforward gift card sales with no special restrictions.
3. Set Voucher Validity and Default Amounts 1:29
Click Configure to open the settings for the standard voucher.
Set the validity period for the voucher (for example, 6 months or 12 months).
Make sure the validity period matches your clinic policy.
Review the preset amounts shown to patients on the booking page.
Keep the most commonly purchased amounts enabled to reduce clicks for patients.
Turn off any preset amounts you do not want to offer, then save the settings.
4. Confirm Standard Voucher Availability 2:48
After saving, verify that standard vouchers are now available for:
In-clinic sales
Online purchase through the booking system
Check that the voucher options display correctly on the patient-facing booking page.
5. Create a Custom Promotional Voucher 3:10
Return to the Gift Vouchers area.
Use this option for more specific vouchers, such as:
Service-specific vouchers
Seasonal promotions
Time-limited offers (for example, Christmas or Valentine’s Day)
Click Generate Voucher to create a new custom voucher.
Follow the on-screen steps to build the voucher.
6. Set Voucher Value, Sale Price, and Purchase Window 4:21
Enter the voucher value: the amount the patient can redeem in clinic.
Enter the sale price: the amount the patient pays to buy the voucher.
Example:
Patient pays £100
Voucher value is £200
Set the purchase availability window if the voucher is time-bound.
Use start and end dates for seasonal or promotional vouchers.
Leave dates blank if the voucher should be available year-round.
7. Organize Custom Vouchers into Sections 5:23
Add the voucher to a relevant section on the booking system.
Click Add Section to create a new category if needed.
Enter a section name such as:
Special Offers
Skin Care and Facials
Click Create to save the section.
Use sections to keep voucher options organized for patients.
8. Set Redemption Rules and Eligible Services 5:50
Set the validity period for the custom voucher.
Adjust how long the voucher can be redeemed after purchase.
Add any terms and conditions required for the offer.
Under Services, choose which treatments the voucher can be redeemed against.
Select either:
Entire service categories, or
Individual services within a category
Use this to make vouchers treatment-specific and more targeted.
9. Customize Voucher Design and Text 7:08
Click Continue to move to the design/customization stage.
Update the voucher text so it clearly explains the offer.
Change the colors to match your branding or booking system.
Customize the background if needed:
Solid color
Gradient
Image
Choose a theme that aligns with your clinic branding and makes the voucher easy to understand.
10. Save and Publish the Voucher 8:11
Review all voucher settings before saving.
Click Update Voucher to publish the voucher.
Once updated, the voucher will be available for:
Online purchase
In-clinic sale
Confirm the voucher appears in the gift voucher section as expected.
11. Manage Existing Custom Vouchers 8:29
Open the Gift Voucher section to view all custom vouchers.
Review the list of available vouchers.
Use the available actions to:
Edit
Delete
Hide
Check the number of vouchers sold for tracking and reporting.
Note that standard monetary vouchers may not appear in this list because they are handled separately.
Cautionary Notes
Ensure the Gift Voucher feature is turned on before expecting vouchers to appear online.
Match voucher validity periods to your clinic’s policy and promotional terms.
Double-check voucher value vs. sale price to avoid pricing errors.
Only assign services/categories that should genuinely accept the voucher.
Review all text, dates, and branding before clicking Update Voucher.
If a voucher is seasonal, make sure the purchase window is set correctly so it does not appear outside the intended period.
Tips for Efficiency
Enable the most common preset amounts to reduce patient effort at checkout.
Use standard monetary vouchers for simple sales and custom vouchers only for special promotions.
Create reusable sections such as Special Offers or Skin Care and Facials to keep vouchers organized.
Keep voucher text clear and concise so patients immediately understand the offer.
Use consistent branding colors and themes to make vouchers look professional.
Review sold counts periodically to monitor voucher performance and demand.