Checklist template

Gift card and package controls for spas

A ready-to-use checklist with 111 items in 6 sections, covering Card stock, Activation, Redemption, Packages, Reports, Refunds. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 111 Items
  • 93 Yes / No checks
  • 6 Scored ratings
  • 123 Points

Use this template How audits work

1. Card stock 19 items

  1. Unactivated gift card stock is kept in a locked drawer, cabinet or safe Yes / No 1 pt
  2. Keys to the gift card stock are held only by the manager and the designated leads Yes / No 1 pt
  3. Cards on the reception display hold no value until activated at the register Yes / No 1 pt
  4. Gift card stock is recorded on an inventory log by card number range Yes / No 1 pt
  5. Unactivated gift cards counted during the visit Number
  6. Difference between the count and the inventory log (cards) Number
  7. Gift card stock is counted by a manager on the schedule set by company policy Yes / No 1 pt
  8. Date of the last signed gift card stock count Date
  9. New shipments of cards are checked against the packing slip on the day they arrive Yes / No 1 pt
  10. Cards are issued in number sequence Yes / No 1 pt
  11. Blank paper gift certificates, where still used, are pre-numbered Yes / No 1 pt
  12. Blank paper gift certificates are kept under lock Yes / No 1 pt
  13. Damaged or misprinted cards are cut up and listed in the inventory log Yes / No 1 pt
  14. Bonus and promotional cards are logged separately from paid gift cards Yes / No 1 pt
  15. Blank cards intended for complimentary or donation use are held by the manager only Yes / No 1 pt
  16. Packaged cards on display show an intact PIN panel and no sign of tampering Yes / No 1 pt
  17. No activated or preloaded cards are kept at the reception desk Yes / No 1 pt
  18. Stock on hand does not exceed the par level set by company policy Yes / No 1 pt
  19. Control of gift card stock Rating
    • Locked, logged and counts match 5 pts
    • Locked but log incomplete or small differences 3 pts
    • Unsecured or unexplained differences 1 pt

2. Activation 18 items

  1. Gift cards are activated only through the point-of-sale system at the time of payment Yes / No 1 pt
  2. Each employee sells gift cards under their own sign-in code Yes / No 1 pt
  3. Activating a card without a payment requires a manager code Yes / No 1 pt
  4. Complimentary gift cards issued in the last 30 days Number
  5. Complimentary cards issued for service recovery are recorded with the guest's name, the reason and the approver Yes / No 1 pt
  6. Donation cards for charity requests are approved in writing before they are issued Yes / No 1 pt
  7. Cards given as employee rewards are approved by someone other than the recipient Yes / No 1 pt
  8. Bonus cards are issued only with a qualifying purchase on the same receipt Yes / No 1 pt
  9. Loading a card above the limit set by company policy requires manager approval Yes / No 1 pt
  10. Gift card orders taken by phone follow the company's card-not-present procedure Yes / No 1 pt
  11. The purchaser receives a receipt showing the value loaded Yes / No 1 pt
  12. Each of 5 activations sampled from yesterday's report matched a payment of the same amount Yes / No 1 pt
  13. Employees do not ring their own gift card purchases Yes / No 1 pt
  14. Electronic gift cards are issued by the online system only, not created manually at the desk Yes / No 1 pt
  15. A front desk employee asked could describe the phone scam in which a caller asks staff to activate cards or read out card numbers Yes / No 1 pt
  16. No gift card numbers are written on notes or in notebooks at the desk Yes / No 1 pt
  17. Adding value to an existing card follows the same payment rule as a new card Yes / No 1 pt
  18. Activation controls observed Rating
    • Every activation tied to a payment or an approval 5 pts
    • Occasional gaps in approvals or records 3 pts
    • Activations without payment or approval 1 pt

3. Redemption 19 items

  1. Gift cards are redeemed by swiping or scanning the card Yes / No 1 pt
  2. Keying a card number by hand requires manager approval Yes / No 1 pt
  3. Gift card redemptions keyed by hand in the last 7 days Number
  4. Hand-keyed redemptions of the last 7 days were reviewed by the manager Yes / No 1 pt
  5. Paper gift certificates are looked up in the certificate register before they are accepted Yes / No 1 pt
  6. Redeemed paper certificates are marked void and attached to the closing paperwork Yes / No 1 pt
  7. Cards with a zero balance are collected from the guest and destroyed Yes / No 1 pt
  8. The remaining balance is printed on the guest's receipt Yes / No 1 pt
  9. Gift cards are not exchanged for cash, except small balances where local regulation requires it Yes / No 1 pt
  10. A gratuity taken from a gift card is recorded as a tip on the transaction Yes / No 1 pt
  11. The point-of-sale system blocks bonus cards outside their validity dates Yes / No 1 pt
  12. Bonus cards cannot be used to buy gift cards Yes / No 1 pt
  13. Replacing a lost card requires proof of purchase and manager approval Yes / No 1 pt
  14. The lost card is deactivated before the replacement is issued Yes / No 1 pt
  15. Balance transfers between cards are made by a manager and logged Yes / No 1 pt
  16. Employees do not redeem gift cards on their own services or purchases without a manager ringing the sale Yes / No 1 pt
  17. Vouchers from third parties (deal sites, hotel partners) are rung under their own payment code Yes / No 1 pt
  18. Each third-party voucher number is marked as redeemed in the partner's portal on the day it is used Yes / No 1 pt
  19. Redemption controls observed Rating
    • Cards and certificates verified and cancelled every time 5 pts
    • Verified with occasional gaps 3 pts
    • Not verified or not cancelled 1 pt

4. Packages 18 items

  1. Prepaid treatment series (for example six massages) are sold only through the point-of-sale system Yes / No 1 pt
  2. Each prepaid series is attached to the profile of the guest who bought it Yes / No 1 pt
  3. A session is deducted from the guest's series at checkout on the day of the service Yes / No 1 pt
  4. The guest's receipt shows the sessions remaining Yes / No 1 pt
  5. Changing the number of remaining sessions by hand requires a manager code Yes / No 1 pt
  6. Manual adjustments to package sessions in the last 30 days Number
  7. Each manual adjustment carries a note giving the reason Yes / No 1 pt
  8. Transferring sessions to another guest follows company policy and is recorded on both profiles Yes / No 1 pt
  9. Redeeming an expired series requires a manager override Yes / No 1 pt
  10. A guest who upgrades from the series treatment to a higher-priced one is charged the difference Yes / No 1 pt
  11. Unused membership credits roll over or expire by system rule, not by manual entry Yes / No 1 pt
  12. Requests to freeze or cancel a membership are kept in writing Yes / No 1 pt
  13. Member pricing was given only to active members in 5 transactions sampled Yes / No 1 pt
  14. Accounts and packages belonging to employees are flagged as employee accounts Yes / No 1 pt
  15. Each of 5 package redemptions sampled matched an appointment on the schedule for the same guest, date and treatment Yes / No 1 pt
  16. Every zero-charge service on yesterday's schedule is tied to a package session, a gift card or an approved complimentary service Yes / No 1 pt
  17. Paper punch cards are not used to track prepaid sessions Yes / No 1 pt
  18. Package and membership controls Rating
    • Sessions tracked in the system with approved adjustments only 5 pts
    • Tracked with unexplained adjustments 3 pts
    • Sessions tracked manually or not at all 1 pt

5. Reports 18 items

  1. Gift card sales are reconciled to payments at each daily close Yes / No 1 pt
  2. The outstanding gift card balance report is reviewed by the manager each month Yes / No 1 pt
  3. Outstanding gift card balance on the last report (dollars) Number
  4. The report of activations without payment is reviewed each week Yes / No 1 pt
  5. Activations without payment on the last report Number
  6. Date of the last review of the gift card exception report Date
  7. Redemptions by employee are reviewed for unusual patterns Yes / No 1 pt
  8. Cards activated and redeemed on the same day are reviewed Yes / No 1 pt
  9. The district manager reviews the report of manual package adjustments Yes / No 1 pt
  10. A report of outstanding prepaid sessions can be produced at the spa Yes / No 1 pt
  11. Voided gift card sales are reviewed with the receipts attached Yes / No 1 pt
  12. The list of employees holding override rights matches the current managers Yes / No 1 pt
  13. Sign-in codes of employees who have left are deactivated Yes / No 1 pt
  14. Reviewed reports are initialed and dated Yes / No 1 pt
  15. Follow-up on each exception is noted in writing Yes / No 1 pt
  16. Findings of the last head office audit on gift cards have been closed Yes / No 1 pt
  17. Statements from third-party voucher partners are reconciled to redemptions each month Yes / No 1 pt
  18. Review of gift card and package reports Rating
    • Reviewed on schedule with documented follow-up 5 pts
    • Reviewed irregularly or without follow-up 3 pts
    • Not reviewed 1 pt

6. Refunds 19 items

  1. Gift card and package refunds in the last 30 days Number
  2. A gift card purchase is refunded only to the original form of payment Yes / No 1 pt
  3. Gift card refunds require manager approval Yes / No 1 pt
  4. The gift card is deactivated before its refund is issued Yes / No 1 pt
  5. When a package is refunded, sessions already used are deducted at the price set by company policy Yes / No 1 pt
  6. Package refunds are approved in writing by the manager or head office Yes / No 1 pt
  7. The refund record shows the guest's name, contact details and signature Yes / No 1 pt
  8. A service paid by gift card is refunded to a gift card, not in cash Yes / No 1 pt
  9. The value refunded for a partly used package is calculated by the system, not by hand Yes / No 1 pt
  10. A session deducted for a no-show follows the posted cancellation policy Yes / No 1 pt
  11. A session deducted for a no-show is noted on the guest's profile Yes / No 1 pt
  12. The gift card is deactivated when a chargeback notice is received on its purchase Yes / No 1 pt
  13. Refund receipts are kept with the closing paperwork Yes / No 1 pt
  14. Each of 5 refunds sampled has the original receipt and the approval attached Yes / No 1 pt
  15. Expired or dormant balances are handled by head office, and the spa does not write off balances itself Yes / No 1 pt
  16. Guest complaints about a missing balance or missing sessions are logged with the outcome of the investigation Yes / No 1 pt
  17. Name of the spa manager Short text
  18. Overall control of gift cards and packages Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  19. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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