Sending a large batch of eGifts with custom values and messages

It’s very easy to send a large batch of eGifts. With the advanced upload option, you can specifiy a different gift value and/or a different gift message for each recipient. You can also include an internal reference number that will show in reports.

:::info A maximum of 3,000 gifts can be sent per batch. If you have more than 3,000 gifts to send we recommend splitting the entire batch up into smaller batches, with each Excel file having no more than 3,000 records. Then you can simply repeat the process below for each Excel file.

:::

If you are using SMS delivery instead of email, the instructions below still apply, with just a small change. Instead of email addresses you must supply recipient mobile phone numbers, with a column header of "Mobile" instead of "Email".

Excel file format

Your Excel file should be formatted as follows:

• You must include a header row with column headers "Email", "Value" and "Message";

• Email column (Required) A column with recipient email addresses must be included, with a header of "Email";

• Value and Message columns For both Value and Message columns, all records must be consistent in either specifying or not specifying value and/or message. For example, if one record has value specified, all records must have value specified;

  If you do not include value data in the Value column, the gift value from step 1 will be used. If data is included in the Value column, it will override the value from step 1;

  If you do not include messages in the Message column, the gift message from step 1 will be used. If data is included in the Message column, it will override the message from step 1;

:::warning The value column must be numeric only. Do not include any currency symbol (such as $ or £). 

:::

• Reference column (Optional) You can optionally supply your own internal gift reference number or identifier. This gift reference can then be used to lookup or cross reference gift cards in reports. This field is optional for each record. For example you could include a reference for some records but not all;
• The excel file may include any other columns required for your own internal processes and records, however these columns will be ignored when the file is uploaded to GiftPay;
• The sheet name must be "Sheet1";
• The file must be in .xls or .xlsx format. Any other Excel or spreadsheet file formats are not accepted;
• An example Excel file is available to download at the point you are prompted to upload your file.

:::tip Take the time to carefully check your Excel file. It will be easier to fix mistakes in the Excel file now than to try and cancel or fix an entire batch of gifts delivered in error.

:::

Step by step instructions

1. Select Send via Email in the eGift Cards menu.
2. If prompted, select a program.
3. When asked whether to send now or schedule in future, click Send Now.
4. If prompted, select a card design.
5. You can select or enter the card value and type in a gift message. These options will be the default if nothing is specified in your Excel file, but if the data is present in the Excel file then that Excel data will override what you enter here.
6. After clicking Next, select Upload Excel File and then Custom Messages or Values.
7. Upload your Excel file then click Next.
8. Review and confirm the details of your delivery, then press Confirm, send gifts now.

Scheduling a batch with a different delivery date for each gift

Advanced upload also allows for a Schedule column with a different send date for each recipient. Make sure you select Schedule in future when prompted and also Custom Messages or Values. Your Excel file will need an additional column with header Schedule and the date and time for each gift.

The date and time must be in the format dd/mm/yyyy hh:mm (24hr format) or dd/mm/yyyy hh:mm:ss AM/PM. The Excel column format should be set to a date or time format.

For more details see How do I schedule gifts to be delivered in the future?

Need help?

If you get stuck or receive an error message when you upload your file, be sure to reach out and our team will be happy to help.