Redemption Module Checklist

Essential Redemption Module Tasks for Administrators

To deploy gift card redemption for partners, customers, and employees, the Redemption Module must be properly configured with Tango Card integration, gift card selection, funding management, and access controls. The Redemption Module transforms accumulated reward points into tangible gift cards from recognized global brands, providing users with meaningful rewards while maintaining administrative oversight and financial accountability.

Foundation Setup

☐ Understanding the Redemption Module Familiarize yourself with comprehensive gift card redemption capabilities including automatic Tango Card production account creation, 100 points to 1 currency unit conversion standard, multi-country gift card catalog access, instant gift card email delivery, country-level minimum and maximum redemption value controls, credit card funding management, fulfillment tracking and email resending, US tax tracking and reporting, and role-based access control. Understand that the Redemption Module is not available for trial environments and requires integration with the Rewards Module for point accumulation and distribution.

☐ Enabling the Redemption Module Navigate to Setup > Create > Rewards > More Actions > Gift Card Redemption. Check "Enable Point Redemption" to activate the module and automatically create a transparent Tango Card production account without credential entry. Select a receipt email template to send gift card redemption instructions to users with redemption codes and brand information. Optionally enable US Tax Tracking to collect tax information and track calendar year earnings in USD for users whose redemptions meet or exceed reporting thresholds. Understand that first-time enablement creates the Tango Card account automatically and seamlessly without administrator intervention.

☐ Configuring Point Redemption in Rewards Settings Navigate to Setup > Create > Rewards > Settings. In the Point Rewards Settings section under Point Redemption, select "Use Gift Card Redemption" to enable Tango Card integration for all points-based reward programs. This global setting ensures users can convert accumulated points into gift cards. Verify that the receipt email template is configured for gift card delivery communications. Understand that this setting must be enabled for redemption functionality to be accessible to users with accumulated points.

Country and Gift Card Configuration

☐ Adding Eligible Countries In the Redemption Module Settings tab under the Countries section, click "Add Country" to make countries eligible for gift card redemption. For each country, configure country name selection (only Tango Card-supported countries are available), minimum value in local currency (smallest gift card amount users can redeem), and maximum value in local currency (largest gift card amount users can redeem). Add all countries where your user base is located or where users may want to redeem gift cards. Remember that users can redeem gift cards from any configured country regardless of their physical location, enabling international flexibility and travel accommodation.

☐ Selecting Gift Cards for Each Country Navigate to the Gift Cards tab and select a country from the "Manage gift cards for" dropdown. Click "Add Gift Cards" to view all available gift cards from Tango Card's catalog for that country. Search for desired brands and click the '+' button to add gift cards to the available selection. Add popular universal brands (Amazon, Visa prepaid cards), category-diverse options (retail, dining, entertainment, travel), and regionally relevant brands specific to each country's market. Repeat for all configured countries to provide comprehensive gift card selections. Understand that gift cards can be added or removed at any time without affecting previously fulfilled redemptions.

☐ Removing Unwanted Gift Cards In the Gift Cards tab, review the current gift card selection for each country. Click the Trashcan button next to gift cards you want to discontinue offering. Removal prevents future redemptions for that gift card but does not affect users who have already redeemed and received those gift cards. Use this capability to retire outdated brands, remove low-demand options, or respond to Tango Card catalog changes.

Funding and Payment Management

☐ Registering Credit Cards Navigate to the Credit Cards tab to register credit cards for funding the Tango Card account. Click "Add a Credit Card" and complete the payment information form including cardholder first name, last name, card number, expiration date (month and year), security code, email, address line 1, optional address line 2, city, state/province, country, and zip/postal code. Click "Save Card" to register the card. Register multiple credit cards to provide funding flexibility and backup payment methods. Understand that new credit cards undergo verification typically completing within 24 hours before being fully available for funding transactions.

☐ Adding Initial Funding Once credit cards are registered and verified, navigate to the Add Funding tab. Review the Current Balance (available funds to cover gift card costs) and Unredeemed Points (total liability of points that could be redeemed). Select a registered credit card from the Credit Card dropdown. Enter the funding amount in USD in the Amount field. Click "Add Funding" to submit the funding request. Funding typically processes within 24 business hours. Add sufficient initial funding to cover anticipated redemptions, considering that Tango Card charges a 3.5% fee on all transactions and international credit cards may incur additional currency conversion fees.

☐ Establishing Low Funding Reminders In the Add Funding tab under the Low Funding Reminder section, check "Enable Low Funding Reminder" to receive automatic notifications when available funds drop below a threshold. Enter the threshold amount in USD (e.g., 100 for $100 minimum balance). In the Low Funding Email List field, enter a comma-separated list of email addresses that should receive low funding alerts (e.g., admin1@company.com,admin2@company.com,finance@company.com). Click "Save Changes" to activate reminders. The system sends daily notifications when the available balance drops below the threshold, enabling proactive funding management and preventing redemption delays.

Access Control and Permissions

☐ Configuring Redemption Access Control Navigate to the Access Control tab to define who can redeem accumulated points for gift cards. Select either "All sign-in users" to enable redemption for all users matching reward program audience criteria (inclusive approach maximizing accessibility), or "Specific roles" to restrict redemption to users with designated security roles (granular control for privilege-based access). If selecting specific roles, use the checkboxes to select which security roles have redemption permissions. Click "Save Changes" to apply access controls. Understand that if users' roles change and they lose redemption access, their unredeemed points remain visible and their redemption history is accessible, but the redemption button is removed preventing new redemptions.

Fulfillment Tracking and Management

☐ Monitoring Fulfillment Activity Navigate to the Fulfillment tab to view comprehensive reports of all redemption transactions. Review the fulfillment table displaying reference number (unique Tango Card transaction ID), brand SKU (gift card identifier), user name (individual who redeemed), gift card brand and type, amount in local currency, redemption date and time, points deducted, and action options. Use the search functionality to locate specific transactions by reference number, user name, or brand. Monitor fulfillment patterns to understand popular brands, redemption volumes, and user preferences. Generate insights for gift card selection optimization and program performance analysis.

☐ Resending Gift Card Emails If users report not receiving gift card emails or lose redemption instructions, locate the transaction in the Fulfillment report and click "Resend Email." The system delivers the original gift card email with the same redemption code without creating new transactions. Resend emails unlimited times as needed. Verify user email addresses are correct if repeated resends fail. Check spam/junk folders with users before resending. Use this capability to provide excellent customer service and ensure users can access their earned rewards without creating support escalations.

Tax Reporting and Compliance

☐ Enabling US Tax Tracking In the Redemption Module Settings tab, check "Enable US Tax Tracking" to collect tax information from users and track calendar year earnings in USD for tax reporting purposes. This setting is specifically for US tax reporting requirements such as Form 1099-MISC. When enabled, the system tracks redemption values and prompts users to provide tax identification information when approaching or exceeding thresholds. Enable this setting before users begin redeeming to ensure data collection occurs proactively rather than retroactively.

☐ Configuring Tax Thresholds Navigate to the Earnings tab and click "Edit Tax Threshold." Enter the tax threshold amount in USD (e.g., 600 for standard Form 1099-MISC reporting requirement). Click "Save" to apply the threshold. The system displays only users whose total gift card redemption value meets or exceeds this threshold in the Earnings table. Set thresholds according to jurisdictional tax reporting requirements after consulting with tax professionals. Adjust thresholds as tax regulations change to maintain compliance.

☐ Filtering and Exporting Earnings Data In the Earnings tab, use the Earning Year field to filter earnings by calendar year for annual tax reporting cycles. Use the Account and User lookup fields to filter earnings for specific accounts or users. Review the Earnings table showing users meeting or exceeding the tax threshold with their total redemption amounts. Select users using checkboxes and click "Export" then choose "CSV" or "Excel" to generate earnings reports containing amounts and tax information. Use exported data for tax form preparation (1099s) or financial reconciliation. Maintain records supporting tax reporting obligations and provide copies to users as required by tax regulations.

Ongoing Management and Optimization

☐ Regular Funding Management Establish a consistent funding schedule (weekly, bi-weekly, monthly) based on redemption volume patterns. Monitor Current Balance against Unredeemed Points in the Add Funding tab to ensure adequate funding exists to fulfill redemption requests. Maintain a buffer above unredeemed points to accommodate redemption spikes during promotion periods or program milestones. Add funding proactively when low funding reminders are received to prevent user frustration from delayed gift card delivery. Track funding amounts and transaction fees (3.5% on all transactions plus potential currency conversion fees) for budget planning and financial reporting.

☐ Gift Card Catalog Review and Updates Periodically review Tango Card's gift card catalog for new brand offerings and partnerships. Add trending brands, seasonal gift cards, and user-requested options to maintain engagement and relevance. Survey users to understand gift card preferences and prioritize adding high-demand brands. Remove low-performing or discontinued gift cards that receive minimal redemptions. Ensure category diversity (retail, dining, entertainment, travel) to appeal to diverse user preferences. Communicate new gift card availability through announcements, newsletters, or program updates to encourage redemption exploration.

☐ Fulfillment and Redemption Analysis Generate regular reports from the Fulfillment tab to analyze redemption patterns including popular gift card brands, redemption volumes by country, average redemption amounts, and user redemption frequency. Identify high-demand gift cards that should remain prioritized in configurations. Discover low-demand options that could be removed to simplify user selection. Track redemption timing patterns to inform funding schedules and low funding threshold settings. Use insights to optimize gift card selections, improve user experience, and align redemption options with user preferences.

☐ Credit Card Management and Maintenance Review registered credit cards in the Credit Cards tab to ensure payment methods remain current and valid. Update or replace credit cards approaching expiration dates before they expire. Test funding transactions periodically with each registered card to verify functionality. Remove outdated or unused credit cards by clicking the Trashcan button. Maintain at least two registered credit cards to provide backup funding options if primary cards encounter authorization issues, reach limits, or require replacement.

☐ Access Control Adjustments Review redemption access control settings quarterly or when organizational structures change. Verify that selected security roles still represent the intended redemption audience. Add new security roles if organizational expansions create new user groups requiring redemption access. Remove security roles that should no longer have redemption privileges. Communicate access control changes to affected users with clear explanations of redemption eligibility criteria. Monitor that access controls align with reward program objectives and organizational policies.

☐ User Communication and Support Provide clear redemption instructions in reward program descriptions, help documentation, and user guides. Create FAQ content addressing common redemption questions (how to redeem, available gift cards, delivery timing, point values, country selections). Communicate that gift card emails are delivered immediately despite interface messaging about potential delays. Explain the 100 points = 1 currency unit conversion for user understanding. Offer support channels for users experiencing redemption issues or gift card delivery problems. Share success stories and testimonials encouraging redemption engagement and celebrating user achievements.

Integration with Rewards Module

☐ Verifying Rewards Module Configuration Ensure the Rewards Module is properly configured with active reward programs, reward activities, and point distribution mechanisms before enabling redemption. Verify that users are earning and accumulating points through approved reward claims or automatic reward assignments. Confirm that point balances are displaying correctly in user dashboards and reward histories. Test the complete workflow from reward earning through point accumulation to redemption readiness. Understand that the Redemption Module provides tangible value for accumulated points but requires the Rewards Module to generate those points through user engagement and achievements.

☐ Configuring Redemption Method in Rewards Settings In Reward Program General Settings (Setup > Create > Rewards > Settings), verify that Point Redemption is set to "Use Gift Card Redemption" rather than "Point Redemption Disabled" or "Use a Custom Redemption App." This global setting enables the Tango Card integration for all points-based reward programs. If custom redemption apps are needed, contact support@magentrix.com for integration assistance as custom apps require coordination to ensure proper point deduction after external redemption completion.

☐ Testing End-to-End User Experience Create test user accounts with various security roles and reward program enrollments. Earn test points through reward activities to build redeemable balances. Navigate to the redemption interface as test users to validate gift card browsing, country selection, denomination options, and redemption submission flows. Complete test redemptions to verify point deduction, reward status updates (Approved to Reimbursed), gift card email delivery with redemption codes, and receipt email delivery (if configured). Review fulfillment reports to confirm transactions are properly recorded. Validate that access controls function correctly for users with and without redemption permissions. Identify usability issues or configuration gaps before broad user deployment.

Best Practices and Recommendations

Funding Strategy

Proactive Funding Management: Monitor Current Balance vs. Unredeemed Points daily or weekly depending on redemption volumes. Maintain minimum 20-30% buffer above unredeemed points to accommodate unexpected redemption spikes. Schedule regular funding additions rather than reactive emergency funding to ensure consistent redemption availability.

Multiple Payment Methods: Register 2-3 credit cards from different issuers to provide redundancy if one card encounters authorization issues, reaches limits, or requires replacement. Test each card periodically to verify functionality before it's needed urgently.

Fee Planning: Budget for Tango Card's 3.5% transaction fee on all redemptions. If using international credit cards, factor in currency conversion fees and exchange rate variability. Track actual fees over time to inform budget forecasting and program cost analysis.

Gift Card Selection

User Preference Research: Survey users about preferred gift card brands and redemption interests before initial configuration. Prioritize adding high-demand universal brands (Amazon, major retailers) that appeal broadly. Add niche brands based on user feedback and redemption data.

Regional Relevance: Ensure gift cards are culturally and commercially relevant to each country. Users in Canada should see Canadian brands, users interested in UK cards should see UK-relevant retailers. Research popular brands in each target country through market analysis or user consultation.

Category Diversity: Offer gift cards across multiple categories (general retail, grocery, dining, entertainment, travel, gaming) to appeal to diverse user needs and life situations. Some users want practical rewards (grocery, gas), others want entertainment (streaming, gaming), others want treats (dining, luxury retail).

Seasonal Updates: Add seasonal gift cards for holidays, back-to-school, summer travel, or special occasions. Promote seasonal additions through communications to drive redemption engagement during relevant periods.

Access Control

Alignment with Program Goals: Choose access control model (all users vs. specific roles) based on redemption strategy. Universal access maximizes engagement and redemption rates. Role-based access creates redemption as a privilege or tier benefit encouraging progression.

Clear Communication: Explicitly document who can redeem points in reward program descriptions, FAQs, and user guides. Users should never be surprised by redemption restrictions or discover eligibility requirements retroactively.

Role Change Policies: Establish clear policies for users whose roles change mid-program. Determine whether redemption access is permanent once earned or tied to current role status. Communicate policies transparently to avoid user frustration.

User Experience

Intuitive Instructions: Provide step-by-step redemption guides with screenshots demonstrating country selection, gift card browsing, denomination selection, and confirmation processes. Make redemption as frictionless as possible to encourage users to convert earned points into tangible rewards.

Expectation Setting: Clarify that gift card emails are delivered immediately despite interface messaging about potential delays. Set accurate expectations so users check email immediately after redemption rather than waiting unnecessarily.

Support Readiness: Train support teams on redemption processes, common issues (email delivery, denomination questions, country availability), and resend email procedures. Empower support to quickly resolve redemption problems and maintain positive user experiences.

Tax Compliance

Professional Consultation: Consult with tax professionals to determine applicable tax reporting requirements, threshold amounts, and data collection needs. Tax regulations vary by jurisdiction and entity type, requiring expert guidance for compliance.

Proactive Data Collection: Enable tax tracking before redemption volumes reach reporting thresholds to collect necessary information as users progress rather than retroactive data gathering. Communicate tax implications transparently so users understand potential reporting obligations.

Accurate Record Keeping: Export earnings data annually at year-end for tax preparation. Maintain detailed records supporting tax form generation. Provide users with tax documents (1099s or equivalent) as required by applicable regulations. Store tax data securely with appropriate retention policies.

Implementation Roadmap

Phase 1: Foundation (Week 1)

• Enable Redemption Module
• Configure point redemption in Rewards Settings
• Enable US Tax Tracking if required
• Register initial credit cards
• Add initial funding

Phase 2: Country and Gift Card Configuration (Week 2)

• Add eligible countries with min/max values
• Select gift cards for each country
• Review Tango Card catalog comprehensively
• Prioritize popular universal brands

Phase 3: Access and Controls (Week 3)

• Configure access control settings
• Set up low funding reminders
• Configure tax threshold if applicable
• Test access permissions with sample roles

Phase 4: Testing and Validation (Week 4)

• Create test users with various roles
• Earn test points through reward activities
• Complete test redemptions end-to-end
• Verify fulfillment tracking and email delivery
• Validate point deduction and status updates

Phase 5: Launch and Monitoring (Week 5+)

• Communicate redemption availability to users
• Provide redemption instructions and FAQs
• Monitor fulfillment activity and user feedback
• Adjust gift card selections based on preferences
• Maintain adequate funding levels
• Track redemption patterns and optimize configurations

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