Table of Contents


Configuring the Redemption Module

Administrators can configure the Redemption Module to specify eligible countries, add and remove gift cards for countries, add Tango Card funding, control redemption access, and view redemption fulfillments. Comprehensive configuration ensures users have access to relevant gift card options while administrators maintain financial control and operational oversight.

Requirements

To configure the Redemption Module, users must be assigned a security role with one of the following permissions:

  • Administrator System Role
  • Other Settings: Access Reward Redemption Enabled

Before You Begin

Before configuring the Redemption Module, ensure the following:

  • The Redemption Module is enabled (see Enabling the Redemption Module)
  • You understand which countries your users need for gift card redemption
  • You have credit cards available for registering and funding the Tango Card account
  • You have determined appropriate minimum and maximum redemption values for each country
  • You know which gift card brands are most relevant to your user base
  • You have decided on access control strategy (all users vs. specific roles)

Accessing the Redemption Module Configuration

To access Redemption Module settings:

  1. In the Setup Home page, click Create > Rewards.

  2. Click More Actions > Gift Card Redemption.

This navigates to the Gift Card Redemption interface with multiple configuration tabs: Settings, Gift Cards, Credit Cards, Add Funding, Fulfillment, Earnings, and Access Control.

Configuring Settings

The Settings tab controls basic redemption functionality and country eligibility.

To configure the Settings tab:

  1. Navigate to the Settings tab in the Gift Card Redemption interface.

  2. Configure the Enable Point Redemption setting:

    • Check this checkbox to enable the redemption module
    • When enabled, users can redeem accumulated points for gift cards
    • When disabled, redemption functionality is hidden from users
    • This feature allows users to redeem their points for gift cards via the portal using Tango Card service

  3. Select a Receipt Email Template:

    • Choose an email template to send gift card redemption instructions to users
    • This email is sent only to the user who redeems points
    • The email should contain:
      • Congratulations or confirmation message
      • Gift card brand name and value
      • Redemption code or PIN
      • Instructions for redeeming the gift card online or in-store
      • Link to the gift card provider's website
      • Expiration date if applicable
      • Terms and conditions
    • Use merge fields/tokens to personalize emails with user-specific data
    • You can use this template to brand the email for your users
    • Create the template in the Email Templates module before selecting it here

  4. Configure Enable US Tax Tracking(Optional):

    • Check this checkbox to enable tax tracking for US tax reporting purposes
    • When enabled, the system collects tax information from users
    • Calendar year earnings are tracked in USD
    • This allows managers to generate reports for US tax purposes
    • Users whose redemptions meet or exceed configurable thresholds will be required to provide tax identification information
    • Configure tax thresholds and reporting in the Earnings tab

  5. Configure Countries:

    This section defines which countries are eligible for gift card redemption. You can also limit the range of gift card values available to users for each country (min and max values are based on the target country's currency).

    To add a country:

    a. Click Add Country.

    b. Configure the country fields:

    • Country: Select an eligible country from the dropdown
      • Only countries supported by Tango Card are available
      • Common countries include United States, Canada, United Kingdom, Israel, Brazil, and others
    • Minimum Value: Enter the minimum currency value that can be redeemed
      • This is the smallest gift card amount users can redeem
      • Value is in the local currency of the selected country
      • Example: Enter "5" for $5 USD, £5 GBP, or €5 EUR
      • Ensures users have adequate point balances for redemption
    • Maximum Value: Enter the maximum currency value that can be redeemed
      • This is the largest gift card amount users can redeem
      • Value is in the local currency of the selected country
      • Example: Enter "500" for $500 USD, £500 GBP, or €500 EUR
      • Controls redemption amounts and funding requirements

    c. The country is added to the Countries list.

    d. Repeat steps a-c to add additional countries.

    To remove a country as an eligible country:

    • Click the Delete button next to the country in the Countries list
    • The country is removed from redemption eligibility
    • Users will no longer see gift cards from this country
    • Removing a country does not affect previously fulfilled redemptions

  6. Click Save or navigate to other tabs to continue configuration.

Country configuration best practices:

  • Add all countries where your user base is located or may want to redeem
  • Set minimum values high enough to prevent trivial redemptions but low enough for accessibility (typically $5-$25 equivalent)
  • Set maximum values appropriate for typical user point accumulation (typically $100-$500 equivalent)
  • Users can browse and redeem gift cards from any configured country regardless of their physical location
  • Consider adding major markets first and expanding based on user demand

Managing Gift Cards

The Gift Cards tab controls which gift cards are available to users for each configured country.

To configure gift cards:

  1. Navigate to the Gift Cards tab.

  2. In the "Manage gift cards for [Country]" dropdown, select the country you want to configure.

    • This dropdown contains all countries added in the Settings tab
    • Gift cards must be configured separately for each country

  3. To add gift cards:

    a. Click Add Gift Cards.

    b. The system displays all available gift cards from Tango Card's catalog for the selected country.

    c. Search for the gift card brand using the search field, or browse the catalog.

    d. Click the '+' button next to each gift card you want to make available to users.

    e. Continue adding gift cards until you have selected all desired brands.

    f. When you are finished adding gift cards, click Done.

    g. The selected gift cards now appear in the gift card list for the country.

  4. To remove a gift card:

    • Click the Trashcan button next to the gift card you want to remove.
    • The gift card is removed from the available selection for users.
    • Removal does not affect previously fulfilled redemptions—users who already redeemed this gift card retain access.
    • Removed gift cards can be re-added at any time by repeating the add process.

  5. Repeat steps 2-4 for each country you have configured.

Gift card selection best practices:

  • Start with 10-20 popular brands per country and expand based on user feedback
  • Include diverse categories: retail (Amazon, Target), dining (Starbucks, restaurants), entertainment (Netflix, gaming), travel (airlines, hotels), general prepaid (Visa, Mastercard)
  • Add regionally relevant brands specific to each country's market
  • Survey users about preferred brands and prioritize high-demand options
  • Review Tango Card's catalog periodically for new brand offerings
  • Remove low-performing gift cards that receive minimal redemptions to simplify user selection
  • Communicate new gift card additions through announcements or newsletters

Understanding gift card availability:

  • Gift card availability varies by country based on Tango Card's partnerships
  • Some brands may be available in multiple countries, others are country-specific
  • Tango Card regularly updates its catalog with new brands
  • Gift card denominations vary by brand (some fixed, some custom amounts within ranges)

Managing Credit Cards

The Credit Cards tab allows administrators to register and manage credit cards used to fund the Tango Card account balance.

To manage credit cards:

  1. Navigate to the Credit Cards tab.

  2. Review the Registered Credit Cards table showing:

    • Credit Card: Last four digits of registered cards
    • Activation Date: Date the card was registered
    • Status: Verification status (Active, Pending, etc.)
    • Actions: Options to delete cards

  3. To add a credit card:

    a. Click Add a Credit Card or similar button/link.

    b. Complete the Payment Information form:

    • First Name: Cardholder's first name
    • Last Name: Cardholder's last name
    • Card Number: Complete credit card number (typically 15-16 digits)
    • Expiration Date: Select month and year from the dropdowns
    • Security Code: CVV/CVC code (3-4 digits from card)
    • Email: Email address for payment notifications and receipts
    • Address Line 1: Primary billing address
    • Address Line 2: Apartment, suite, or additional address details (optional)
    • City: Billing address city
    • State/Province: Billing address state or province
    • Country: Billing address country
    • Zip/Postal Code: Billing address postal code

    c. Review the information notice: "New cards may take a couple of hours to be verified in our system. To fund with this card please check back soon."

    d. Click Save Card or Save.

    e. The credit card is registered and undergoes verification (typically within 24 hours).

    f. Once verified, the card can be used to add funding to the Tango Card account.

  4. To delete a registered credit card:

    • Click the Trashcan button in the Actions column next to the card.
    • Confirm the deletion.
    • The card is removed from registered payment methods.
    • Deleted cards cannot be used for future funding until re-registered.

  5. (Recommended) Register multiple credit cards:

    • Each card must be registered one at a time using steps 3a-3e.
    • Multiple cards provide backup funding options if a primary card encounters issues.
    • Having 2-3 registered cards ensures uninterrupted redemption fulfillment.

Credit card management best practices:

  • Use business credit cards for easier expense tracking and accounting
  • Ensure cards have adequate credit limits for anticipated redemption volumes
  • Register backup cards from different issuers to prevent single-point failures
  • Monitor card expiration dates and update or replace cards before expiry
  • Use USD-denominated cards when possible to avoid currency conversion fees
  • Verify cards have international transaction capabilities if needed
  • Test each card periodically by adding small funding amounts to confirm functionality

Adding Funding

The Add Funding tab is used to add funds to the Tango Card account balance, which covers the cost of gift cards when users redeem points.

To add funding:

  1. Navigate to the Add Funding tab.

  2. Review the account status at the top of the page:

    • Current Balance: Available funds in the Tango Card account to cover gift card costs
      • This is the amount of money available to fulfill redemption requests
      • Displayed in USD
    • Unredeemed Points: Total liability of all points that have yet to be redeemed
      • Shows the potential redemption value if all users redeem all their points
      • Helps determine how much funding is needed
      • Displayed as a point value representing potential USD cost

    Understanding the balance difference:

    • Current Balance should be equal to or greater than Unredeemed Points for smooth redemption fulfillment
    • If Current Balance is lower than Unredeemed Points, there may not be sufficient funds to fulfill all potential redemptions
    • Maintain a buffer above Unredeemed Points (20-30% recommended) to accommodate redemption spikes

  3. To add funds:

    a. In the Credit Card dropdown, select a registered and verified credit card.

    b. In the Amount field, enter the funding amount in USD.

    • Consider the difference between Current Balance and Unredeemed Points
    • Factor in the 3.5% Tango Card transaction fee
    • Add enough to cover several weeks of anticipated redemptions

    c. Review the funding notices:

    • "Funding may take up to 24 business hours to be verified in our system."
    • "There is a 3.5% fee added to each transaction and also there may be exchange rates applied to non-USD credit cards (Please consult with your bank)."

    d. Click Add Funding.

    e. The funding request is submitted and typically processes within 24 hours.

    f. During processing, users can still submit redemption requests, but gift cards will not be fulfilled until sufficient balance exists.

  4. Review the Funding History table showing:

    • ID: Transaction reference number
    • Deposit Date: Date funding was requested
    • Amount: Funding amount in USD
    • Amount Charged: Total charged to credit card including fees
    • Credit Card: Last four digits of the card used
    • Status: Processing status (Success, Pending, Failed)

    Use this history to track funding transactions and reconcile with financial records.

  5. Configure Low Funding Reminder(Highly Recommended):

    a. Check "Enable Low Funding Reminder" to receive automatic notifications when funds are low.

    b. In the Low Funding Threshold field, enter the minimum balance amount (e.g., "100" for $100).

    • When the available balance drops below this threshold, email notifications are sent
    • Set threshold high enough to allow time for funding processing before balance reaches zero

    c. In the Low Funding Email List field, enter comma-separated email addresses:

    • Example: admin1@company.com,admin2@company.com,finance@company.com
    • All listed recipients receive low funding alert emails
    • Include administrators responsible for funding management

    d. The system sends daily notifications when the available balance is below the threshold.

  6. Click Save Changes if available on this tab.

Funding best practices:

  • Check Current Balance vs. Unredeemed Points weekly to monitor funding needs
  • Maintain a buffer of 20-30% above Unredeemed Points
  • Add funding proactively rather than reactively to prevent redemption delays
  • Enable low funding reminders to receive proactive alerts
  • Set reminder thresholds high enough to allow 24-48 hours for funding processing
  • Budget for the 3.5% Tango Card fee in funding calculations
  • Use USD credit cards to avoid currency conversion fees and exchange rate variability
  • Establish regular funding schedules (weekly, bi-weekly, monthly) based on redemption patterns
  • Review Funding History regularly for financial reconciliation and budget tracking

Viewing Fulfillment Reports

The Fulfillment tab provides comprehensive visibility into all redemption transactions and enables email resending.

To view and manage fulfillment:

  1. Navigate to the Fulfillment tab.

  2. Use the "Search through history..." field to search for specific transactions:

    • Search by reference number, user name, gift card brand, or other identifiers
    • Click Go! to execute the search

  3. Review the Fulfillment table showing all redemption transactions:

    • Reference Number: Unique Tango Card transaction identifier (format: RA######-######-##)
    • Brand SKU: Gift card brand identifier (e.g., U426141, U099930)
    • User Name: Individual who redeemed points
    • Gift Card: Brand name and card type (e.g., Visa® Prepaid Card USD, Mastercard® Prepaid Card USD)
    • Amount: Gift card value in local currency
    • Redemption Date: Date and time of redemption
    • Points: Point value deducted from user balance
    • Action: "Resend Email" button

  4. To resend a gift card email:

    a. Locate the transaction in the Fulfillment table.

    b. Click the Resend Email button in the Action column.

    c. The system resends the original gift card email with the same redemption code.

    d. The user receives the email immediately.

    e. There is no limit to how many times emails can be resent.

    When to resend emails:

    • User did not receive the original gift card email
    • User accidentally deleted the gift card email
    • User cannot locate the redemption code
    • Email was filtered to spam/junk and deleted
    • User needs a reminder of redemption instructions

  5. Use pagination controls at the bottom of the table:

    • Navigate between pages if there are many transactions
    • Adjust page size if available (e.g., 1-10 of 41)

Fulfillment monitoring best practices:

  • Review fulfillment activity daily or weekly to monitor redemption patterns
  • Track popular gift card brands to inform future gift card selections
  • Identify unusual redemption patterns that may indicate fraud or gaming
  • Use fulfillment data to forecast funding needs
  • Export or document fulfillment history for financial reconciliation
  • Respond promptly to user requests for email resending to maintain satisfaction
  • Analyze redemption volumes by country to optimize gift card offerings

Managing Tax Reporting

The Earnings tab provides tax reporting capabilities for US tax compliance (Form 1099 reporting).

Note: This tab is only relevant if US Tax Tracking is enabled in the Settings tab.

To manage earnings and tax reporting:

  1. Navigate to the Earnings tab.

  2. Configure filtering criteria:

    • Earning Year: Filter by calendar year for annual tax reporting
      • Default is the current year (e.g., 2025)
      • Select previous years to generate historical reports
    • Account:(Optional) Filter by specific account
      • Use the lookup to search and select an account
      • Filters to show only users associated with that account
    • User:(Optional) Filter by specific user
      • Use the lookup to search and select a user
      • Shows only that user's earnings

  3. To edit the tax threshold:

    a. Click Edit Tax Threshold.

    b. Enter the tax threshold amount in USD (e.g., "600" for Form 1099-MISC reporting).

    • Only users with total gift card redemption at or above this value are displayed
    • Threshold applies to calendar year earnings
    • Consult with tax professionals to determine appropriate thresholds

    c. Click Save.

  4. Review the earnings table showing users meeting or exceeding the threshold:

    • User information (name, account)
    • Total redemption amount in USD for the selected year
    • Tax identification information (if collected)

  5. To export earnings data:

    a. Use the checkboxes to select users whose data you want to export.

    b. Click Export button.

    c. Select the export format:

    • CSV: Comma-separated values for spreadsheet programs
    • Excel: Microsoft Excel format

    d. The system generates a file containing:

    • User information
    • Earnings amounts
    • Tax identification information

    e. Use the exported data for tax form preparation (Form 1099) or financial reporting.

Tax reporting best practices:

  • Enable US Tax Tracking before users begin redeeming to collect data proactively
  • Set tax thresholds according to IRS requirements (typically $600 for 1099-MISC)
  • Export earnings data at year-end for tax preparation
  • Provide users with 1099 forms or tax statements as required by regulations
  • Maintain detailed records supporting tax reporting for audit purposes
  • Consult with tax professionals to ensure compliance with current regulations
  • Communicate tax implications to users before they redeem significant amounts
  • Store tax data securely with appropriate retention policies

Configuring Access Control

The Access Control tab controls who can redeem accumulated points for gift cards.

To configure access control:

  1. Navigate to the Access Control tab.

  2. Review the section heading: "Who should be able to redeem their points for Gift Cards?"

  3. Select the access model:

    Option 1: All sign-in users

    • Select this radio button to enable redemption for all users
    • All users matching reward program audience criteria can redeem points
    • This applies to members of the program audience (which can include partners, customers, and employees)
    • Inclusive approach maximizing redemption accessibility

    Option 2: Specific roles

    • Select this radio button to restrict redemption to designated security roles
    • When selected, a list of all security roles appears with checkboxes
    • Check the boxes next to security roles that should have redemption permissions
    • Only users with selected roles can access redemption functionality
    • Provides granular control for privilege-based or tier-based redemption access

  4. If you selected Specific roles, review all security roles and check appropriate ones:

    • The interface displays all available security roles in your system
    • Examples from the screenshot: Accounting, Affiliate Partner, Customer User, Customer User (Admin), Guest User - Help Portal, Magentrix Customer Success, Magentrix Development, Magentrix Development - Mini, Magentrix Executive Assistance, Magentrix Manager, Magentrix Marketing, Magentrix Sales, Magentrix Sales Manager, Magentrix Sales SDR, Magentrix Staff, Magentrix Support, Magentrix System Administrator, Mingel Guest, Power User, Referral Partner, Reseller Admin, Reseller User, Supplier User
    • Check all roles that should have redemption access
    • Consider which user types should be rewarded with redemption privileges

  5. Click Save Changes.

Access control impact:

  • Changes take effect immediately
  • Users whose roles are selected can access the redemption interface
  • Users whose roles are not selected cannot see redemption options
  • If a user's role changes and they no longer have access:
    • Unredeemed points remain visible
    • Redemption history remains accessible
    • The redemption button is removed, preventing new redemptions
    • Points cannot be redeemed until access is restored

Access control best practices:

  • Align access control with reward program objectives and strategy
  • Use "All sign-in users" for inclusive programs maximizing participation
  • Use "Specific roles" when redemption is a privilege or tier benefit
  • Clearly communicate redemption eligibility in program descriptions
  • Document which roles have access for future reference
  • Review access control when organizational structures change
  • Test access with users from different roles to verify configuration
  • Communicate access changes to affected users with clear explanations

Best Practices and Recommendations

Configuration Strategy

Phased Rollout: Configure all settings, countries, and gift cards in a test or pilot environment before broad deployment. Test thoroughly with sample users to identify configuration gaps or usability issues.

User-Centric Design: Survey users about gift card preferences before configuring the module. Prioritize adding brands and countries users actually want rather than administrative assumptions.

Documentation: Maintain internal documentation of configuration decisions, selected gift cards by country, access control rationale, and funding thresholds. This supports future administrators and troubleshooting.

Ongoing Management

Regular Reviews: Schedule monthly reviews of configuration settings to ensure continued alignment with user needs, redemption patterns, and organizational objectives.

Gift Card Optimization: Quarterly, analyze fulfillment reports to identify popular brands (add more options) and unused brands (consider removal). Keep gift card selections fresh and relevant.

Funding Monitoring: Check Current Balance vs. Unredeemed Points weekly. Add funding proactively before balances become critically low. Respond immediately to low funding reminders.

Access Audits: Review access control settings when roles change, new security roles are created, or organizational structures shift. Ensure only appropriate users have redemption access.

User Communication

Transparency: Clearly communicate minimum and maximum redemption values, available countries, gift card options, and redemption processes in user guides and FAQs.

Updates: Announce when new gift cards are added, countries are configured, or redemption options expand. Keep users informed of enhancements.

Support: Provide responsive support for redemption questions, email resending requests, and gift card usage assistance. Fast support maintains positive user experiences.

Troubleshooting Tips

Issue: Changes to gift card selections are not appearing for users
Solution: Verify changes are saved after configuration. Refresh the user interface or have users log out and back in. Check browser cache if stale data persists. Ensure users are viewing the correct country in the redemption interface.

Issue: Users report minimum/maximum value restrictions are preventing desired redemptions
Solution: Review min/max values for the relevant country in the Settings tab. Adjust values to accommodate user needs while maintaining funding control. Consider user feedback when setting thresholds initially to prevent restrictive configurations.

Issue: Cannot add a specific country to the eligible list
Solution: Verify the country is supported by Tango Card (only supported countries appear in the dropdown). If a needed country is unavailable, contact Tango Card or Magentrix support to inquire about adding country support.

Issue: Gift card catalog is not loading when trying to add cards
Solution: Verify internet connectivity is stable. Refresh the page or clear browser cache. Try a different browser if issues persist. Contact Magentrix support if the catalog remains inaccessible.

Issue: Low funding reminders are not being sent despite low balance
Solution: Verify "Enable Low Funding Reminder" checkbox is checked. Confirm threshold is set and balance has dropped below that threshold. Check email addresses are entered correctly (comma-separated, no spaces). Verify emails are not filtered to spam. Test with a high threshold to trigger immediate notification.

Issue: Resend Email function is not delivering gift cards
Solution: Verify the user's email address is correct in their profile. Check that the receipt email template is configured and valid. Review email delivery logs for bounce or spam filter issues. Test with alternative email addresses to isolate issues. Contact Tango Card support if resends consistently fail.

Issue: Earnings report is showing incorrect or missing users
Solution: Verify US Tax Tracking is enabled in Settings. Check the Earning Year filter is set to the correct year. Review the tax threshold setting—only users meeting or exceeding the threshold appear. Ensure users have actually redeemed points during the selected year.

Issue: Access control changes are not taking effect
Solution: Verify changes are saved after configuration. Test with affected users to confirm access. Check that users have accumulated points in their balances. Clear browser cache or have users log out and back in. Verify users' assigned security roles match the selected access control roles.

Jump to Redemption Module Checklist

<< Enabling the Redemption Module | Managing Tango Card Funding and Gift Cards >>


Privacy & Security StatementTerms & Conditions
Copyright © 2025 by Magentrix Corporation - All rights reserved.
Powered by Magentrix