Gift Cards - Scope Document

Project: Coneflower Creamery Shopify Integration Component: Gift Card Product & Workflow Status: Pending Client Confirmation

Objective

Enable customers to purchase physical gift cards online that are fulfilled through Toast POS and mailed to them. Cards are redeemable in-store only.

Key Constraints

System Separation

┌─────────────────┐     ┌─────────────────┐     ┌─────────────────┐
│    SHOPIFY      │     │     TOAST       │     │   IN-STORE      │
│  (Online Store) │     │    (POS)        │     │   REDEMPTION    │
├─────────────────┤     ├─────────────────┤     ├─────────────────┤
│ Customer orders │────►│ Staff creates   │────►│ Customer uses   │
│ gift card       │     │ physical card   │     │ card in shop    │
│                 │     │ & mails it      │     │                 │
└─────────────────┘     └─────────────────┘     └─────────────────┘

❌ Gift cards CANNOT be used for online Shopify orders
✅ Gift cards CAN be used in-store via Toast

Why: Shopify and Toast have completely separate gift card systems. There is no integration between them.

Product Configuration

Gift Card Product in Shopify

Attribute Value
Title Gift Card
Product Type Gift Card
Description Physical gift card mailed to you. Redeemable in-store at Coneflower Creamery.
Option Name Amount
Requires Shipping Yes (customer enters shipping address)

Variants (Predefined Amounts)

Variant Price SKU (optional)
$25 Gift Card $25.00 GC-025
$50 Gift Card $50.00 GC-050
$75 Gift Card $75.00 GC-075
$100 Gift Card $100.00 GC-100
$150 Gift Card $150.00 GC-150
$200 Gift Card $200.00 GC-200

Note: No custom amounts in MVP. Add note: "Need a different amount? Contact us!"

Customer Experience

Checkout Flow

  1. Customer selects gift card amount
  2. Adds to cart
  3. At checkout: Shipping address required (where to mail the card)
  4. Customer can add personal message? (TBD - may need customization)
  5. Payment processed
  6. Order confirmation includes: "Your gift card will be mailed within X business days"

What Customer Sees

Product Page:

GIFT CARD
Give the gift of Coneflower!

Select Amount:
[ $25 ] [ $50 ] [ $75 ] [ $100 ] [ $150 ] [ $200 ]

Physical gift card mailed to your address.
Redeemable in-store at Coneflower Creamery.

Need a different amount? Contact us at [email/phone].

[Add to Cart]

Order Confirmation Email:

Your gift card order has been received!

We'll create your $[amount] gift card and mail it to:
[shipping address]

Please allow 3-5 business days for delivery.

Gift cards are redeemable in-store at:
Coneflower Creamery
5819 Ohio Street, Omaha, NE 68104

Staff Workflow

When Gift Card Order Comes In

  1. View order in Shopify Admin - See gift card amount ordered - See shipping address

  2. Create gift card in Toast - Open Toast POS - Create new gift card for ordered amount - Note order number on card or in Toast

  3. Mail physical card - Package card appropriately - Mail to customer's shipping address

  4. Mark order fulfilled in Shopify - Add tracking number if available - Customer receives fulfillment notification

Tasks

Task Details Est. Hours
Create gift card product Title, description, variants 0.5
Configure shipping Ensure requiresShipping: true 0.25
Add to frontend Display on product listing included in frontend
Customize product page messaging "Redeemable in-store" notice 0.5
Configure order confirmation email Add gift card specific messaging 0.5
Document staff workflow How to fulfill gift card orders 0.5

Content Needed

Item Status Notes
Gift card image Pending Photo of physical card
Fulfillment timeline Pending "Ships in X days"
Contact info for custom amounts Pending Email or phone

Open Questions for Client

  1. Do customers frequently request custom amounts? - If yes, consider app solution for true custom pricing - If no, predefined amounts are sufficient

  2. How quickly can gift cards be mailed? - Need for "ships within X days" messaging

  3. Do you want to offer digital gift cards in future? - Would require separate Shopify gift card or third-party solution

  4. Is in-store-only redemption acceptable? - Or is there demand for online gift card usage?

Deliverables

  1. Gift card product - Configured in Shopify with amount variants
  2. Frontend display - Gift card appears in product listing
  3. Email customization - Order confirmation mentions mailing timeline
  4. Staff documentation - Workflow for fulfilling gift card orders

Hour Estimate

Task Hours
Product setup 0.5
Shipping config 0.25
Email customization 0.5
Frontend messaging 0.5
Documentation 0.5
Total 2.25

Out of Scope (MVP)

Phase 2 Considerations

If demand exists: - Custom amounts: Bold Custom Pricing app or similar - Digital gift cards: Shopify native gift cards (redeemable online only) or third-party (Gift Up!, Rise.ai) for cross-platform

References