Setting up a smart order

Use Smart Orders to automatically send gifts on key dates (e.g., birthdays, work anniversaries, onboarding milestones). Once configured and set live, Giftronaut will deliver rewards on schedule.

Before you begin

• Your account must be pre-funded.

• If you plan to use personalization tokens (first/last name), you must provide those fields when adding recipients.

• Some countries require enablement for branded gift cards. If a country is missing, please reach out to us in the chatbox (9:30 AM to 8 PM ET) or contact support@giftronaut.com.

Step 1: Gift card design & amount

1. In your dashboard, select Place an Order → Smart Order.
2. Click Place New Order in Smart Order Management.

1. Choose between a Giftronaut Choice Card or a Branded Gift Card.
   • Giftronaut Choice Card: The recipient chooses their preferred brand in their local currency at redemption.

     • You can choose from the designs we have available, design with AI, or upload your own custom image. 

     • You can customize which gift card brands appear on your recipient’s shopping page directly in Step 1. Use the category bar to filter by brand category, or click Advanced Catalog Filters to select specific countries and brands. Settings are saved per order — your recipient will only see brands from your configured catalog.

   • Branded Gift Card: You select a specific brand and currency in advance. Choose the country from the dropdown.

     • If your desired country is not shown, use the in-app chat (bottom-left) or email support@giftronaut.com to request enablement.

2. Enter the reward amount you’d like to send to your recipients.

   • If you need different amounts per recipient, you can enable this when you add your recipients. 

Step 2: Email template

1. Choose a pre-made template or create a new one.

2. Name your Smart Order (internal only; recipients will not see this).

3. Add a subject line and message body.

   • Optional: insert personalization tokens for an added touch! Please ensure those fields are provided when you add recipients at the next step.

4. Enter the Sender Name and the Email Display Name (Settings → My Account → Company Info)

• Sender Name is what will appear within the email template.

• Email Display Name is what your recipients will see in their email inbox.

5. Attach a file (optional): PDF, JPEG, JPG, or PNG; max 5 MB.

6. Preview: send a test email to yourself or teammates.

• Test email limitations

  • File attachments are not included in test emails.

  • The gift card in the test email is a sample and cannot be redeemed.

Step 3: Adding Recipients

When adding recipients, you have two options:

1. Single entry: 

   Perfect for sending to a small number of recipients, you can manually enter their information one by one. Include the send date for each recipient.
   
   

    

2. Upload a spreadsheet:

   Ideal for managing bulk orders, this option allows you to efficiently input large lists of recipients.

   Recommended columns:

   • Email (required)

   • First Name, Last Name (if you used personalization tokens)

   • Send Date (required)

   • Amount (include if using different amounts)
     
     

Click Edit to make any changes to recipient details.

Step 4: Review and Finalize

1. Set Time Zone, Send Time, and Start/End dates for the Smart Order.

   The maximum Smart Order duration is 2 years. 

Giftronaut Refund Option 

This option allows you to reclaim 70% of unredeemed gift card values for future use. This shortens the expiration window from 180 days to 30 days, giving you more flexibility and optimizing your rewards budget.

2. Finally, carefully review all order details and save your order. 

Step 5: Go Live

1. In Smart Order Management, locate your newly created Smart Order.

2. Click the order type/number to open it.

3. Toggle Live to On. Your Smart Order is now active and will be sent per schedule.

Terms & Conditions

• The annual amount reflects all rewards scheduled during the order period.

• For branded gift card orders: The annual amount in USD is an estimate; final amounts are based on the exchange rate 24 hours prior to the scheduled delivery. 

• Your balance is deducted 24 hours before each scheduled delivery. If funds are insufficient at that time, the send will not be processed.

Tips & troubleshooting

• Insufficient funds: Ensure funding covers the upcoming run at least 24 hours prior to the send time.

• Low balance alerts: If your account balance drops too low before an upcoming send, you'll receive an email notification and a browser push notification as an early warning. Allow push notifications in your browser when prompted to receive these alerts.

• Country not available (branded cards): Some countries require client-level enablement. Contact support@giftronaut.com.

• Personalization errors: Ensure the uploaded file includes the fields referenced by your tokens.

• Invalid recipients:

  • Remove special characters in name fields (e.g., commas, periods, question marks).

  • Remove numbers from name fields.

  • Correct malformed email addresses (e.g., fix “,com” to “.com”).