Video: How to Use the Voucher Admin UI
This short video walks you through the updated Voucher Admin UI — a streamlined, more intuitive way to create and manage student vouchers for your online bookstore.
In this guide, you’ll learn how to:
- Log in to the voucher tool
- Create single or bulk vouchers
- Track voucher usage and download reports
- Make edits and view voucher history
If you prefer a step-by-step written guide instead of the video, please visit the full Voucher Admin UI Overview.
Best Practices Covered in the Video
- Include expiration dates on all vouchers
- Use clear, consistent naming for voucher codes
- Notify students when vouchers are created
- Monitor voucher usage and download reports for record-keeping
Still have questions? Reach out to us at success@vitalsource.com.
Video Transcript
0:00 – Introduction
Welcome to this quick guide to the updated voucher tool, a new, more intuitive way to create and manage vouchers your students can redeem in your school's online bookstore.
This new tool is designed to streamline your workflow, give you greater control and make the whole voucher process easier for both you and your students.
0:18 – Logging In
To get started, log into your voucher tool admin portal by visiting voucher-tool.vitalsource.com and use your Manage credentials to sign in.
0:32 – Navigation Overview
Once you're in, you'll see two tabs at the top: All Agencies and All Users. This is where you'll handle all voucher-related tasks using the new streamlined interface.
0:43 – Creating a Voucher
Head to the All Agencies page to see your agency list. Select the agency you want to work with, or use the menu on the right side and choose "Add Vouchers."
Make sure your voucher agencies are listed. If anything looks off or you need a new one created, email us at success@vitalsource.com.
To create a single voucher, click "Create Voucher." You'll see a form to enter the voucher details.
- Student ID or Email: May autofill if the student has an existing account.
- Voucher Code: Unique code the student enters at checkout. Use a combination of student ID, agency, and term for clarity.
- Dollar Amount: The voucher’s value.
- Start Date: Optional future activation date.
- Expiration Date: Required. Defines when the voucher deactivates.
- Comment: Visible to the student. Use to clarify purpose (e.g., for textbooks only).
Check the “Notify Student” box to have the system email voucher details directly to the student. Then submit the form — the voucher will be automatically added to their account.
2:50 – Bulk Voucher Upload
If you need to create multiple vouchers at once, select “Upload Voucher List.” Use the provided template, and make sure to delete sample data before uploading.
Click “Choose File” and upload a properly formatted CSV. After upload, you'll see a summary of successfully processed, updated, unchanged, or failed rows — along with a progress bar.
3:16 – Helpful Tips
- If student information autofills, the system uses the email linked to their bookstore account.
- If unmatched, manually enter the student ID and email.
- Every voucher must have an expiration date.
3:32 – Managing Existing Vouchers
From the All Agencies tab, search for your voucher agency and select it. Use the search bar to enter a voucher code, student ID, or email. Press enter to view results.
Click the voucher code to open its details. Click “Edit” to update the dollar amount or expiration date (voucher code cannot be changed after creation).
4:02 – Voucher History & Reporting
To view change history, click the “Change Log” tab in voucher details.
You can download a report of the vouchers by clicking “Report.”
Use “Advanced Search” to apply filters and find specific vouchers. Head to the “Report” section to monitor performance, export data, and track usage across date ranges and statuses.
4:48 – Best Practices
- Monitor voucher usage regularly to catch issues early.
- Keep students informed about how and when to use vouchers.
- Maintain accurate records for accountability and reporting.
5:10 – Support
We hope this guide helps you make the most of the voucher tool. If you have questions, your VitalSource team is always here to help. Thanks for watching.