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Staff Redemption

How your team verifies and redeems vouchers at point of sale

No app required

Staff use their phone's camera to scan the QR code. The redemption page works in any web browser — no special app to install.

The Redemption Flow

Step 1: Customer Presents Voucher

The customer shows their voucher QR code to your staff member. This might be:

  • On their phone (from email or saved to photos)
  • On a printed postcard or letter
  • On a flyer they picked up

Step 2: Staff Scans the Code

Staff member opens their phone camera and points it at the QR code. Most phones will show a link notification — tap it to open the redemption page.

Tip: On iPhone, use the built-in Camera app. On Android, Google Lens or the Camera app works. No special scanner needed.

Step 3: Review Voucher Details

The redemption page shows all the important information:

✓
Valid Voucher
Mario's Pizzeria
20% Off
Food & Drink
Valid Days: Mon–Thu
Valid Times: 12:00–15:00
Min Spend: £25.00
Expires: 28 Feb 2026

Step 4: Check Eligibility

Before applying the discount, verify the customer meets the conditions:

  • Is today a valid day? (Check "Valid Days")
  • Is it within valid hours? (Check "Valid Times")
  • Does the bill meet minimum spend? (Check "Min Spend")
  • Is the party size within limits? (Check "Max Party")
  • Are there any other terms listed?
⚠️ If conditions aren't met

VoucherTrack will show you which conditions aren't met (e.g., "Not valid on Friday"). You can either politely decline, or use the management override feature.

To override: Check the "I acknowledge the terms are not met" box and proceed. This logs the override for auditing but allows the redemption to continue.

🔓 Management Override

When a customer has a valid voucher but doesn't meet the terms (e.g., it's the wrong day), authorised staff can override with acknowledgment. The system will:

  • Show exactly which terms aren't met
  • Require a checkbox acknowledgment
  • Log the override for auditing
  • Still process the redemption

Step 5: Confirm Staff Identity

The redemption page asks: "Are you a staff member at this business?"

This prevents customers from accidentally (or intentionally) marking their own vouchers as redeemed. Only tap "Yes" if you're actually processing the redemption.

Step 6: Enter Transaction Amount (Optional)

For ROI tracking, you can enter the bill amount before discount. This helps calculate the total revenue generated by the campaign.

If you're busy, this step can be skipped — the voucher will still be marked as redeemed.

Step 7: Complete Redemption

Tap "Mark as Redeemed". The screen will confirm the discount to apply.

Then manually apply the discount to the customer's bill using your normal till/EPOS process. VoucherTrack doesn't integrate with your till — it's a verification and tracking system.

Handling Problems

❌ "Voucher Already Redeemed"

This voucher has been used before. Politely inform the customer it's a one-time use voucher.

❌ "Voucher Expired"

The valid date has passed. At manager's discretion, you may still honour it — but it won't track in the system.

❌ "Invalid Code"

The code wasn't found in the system. This might be a fake or mistyped code.

📱 QR Code Won't Scan

If the QR code is damaged or won't scan, ask the customer for the code number (printed below the QR). You can manually look it up at:

/v/[CODE]

e.g., /v/JAN-A7K3M2

Quick Reference Card

Staff Checklist
  1. Scan customer's QR code with your phone camera
  2. Check the voucher is valid (green tick = good)
  3. Verify terms are met (day, time, spend, party size)
  4. Confirm you're staff
  5. Optionally enter transaction amount
  6. Tap "Mark as Redeemed"
  7. Apply discount on your till