Gift Membership Process

Promoting a gift membership program around the holidays is a popular way to increase your membership base just as customers are looking for a way to share gifts and experiences with the people in their lives. Once the gift program is set up and a customer has purchased a gift membership, you can follow these steps in Web Portal and the Sales app to assign the new membership to the recipient and send their membership to your fulfillment queue.


After a customer has purchased a gift membership (either online or at the box office), the new membership must be manually entered into the system on to the recipient’s account. The gift membership's order will contain the answers to order questions that will be necessary to create the recipient's membership. You can view the responses to the gift membership questions in Web Portal with the following steps: 

1. Login to Agile

2. At the top of the screen, click Support Functions. In the drop-down menu that appears, click Web Portal.

3. On the left side of the screen, click the Reports tab. 


4. Click the header Gift Cards/Certificates. Then, click Gift Card Manifest.


5. Next, choose the correct Organization, Gift Card Program ID, and Sale Date Range. Choose Save as Excel Spreadsheet, and click Go when finished. An Excel spreadsheet will download onto your computer.


6. Open the downloaded Excel spreadsheet. Below is a breakdown of the column’s information groups. There may be more columns depending on the set-up, but generally:

  • -Columns A-P reference the Purchasers’ information
  • -Columns Q-V reference Order/Payment information
  • -Columns W-X reference Gift Card information
  • -Columns Y-AE reference the Recipient information
  • -Column AF references Order Notes.

7. In the Sales side of Agile, search for the recipient’s customer or membership account by going into maintenance. If they already have a membership account, search for and select their membership with the Member # field.

8. You will then process the renewal by selecting the renewal price. If they are a new member, search for them by last name to see if they have a customer account. If they do not already have a customer account, click on Add New to add their customer information.

9. Add the membership level that matches the one listed on the Gift Membership Manifest spreadsheet to the recipients' order. If the recipient is a new member, then enter in the member information as necessary. If they are a renewing member, make sure to renew the current membership. Proceed as normal to the payment screen.

10. In the drop-down of the payment methods, choose the one that includes Gift Membership.

11. Another box will pop up, asking for gift card information. This information is found on the Gift Card Manifest spreadsheet pulled in Step 2. Enter the Gift Card Number. Click Search to populate the PIN information. The Current Balance should match the price of the membership. Click OK when done.

12. Finalize the payment as normal. The gift membership has been redeemed, and the recipient will begin receiving applicable benefits.

13. The new membership card will now be in the fulfillment queue and can be printed using the Batch Fulfillment process. Click here for instructions on Membership Batch Fulfillment. 

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