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
Use clear, consistent naming conventions for voucher codes to support tracking and reporting
Include expiration dates on all vouchers to ensure proper usage windows
Use start dates when vouchers should become available at a specific time
Align voucher agencies with funding types to clearly separate how funds are applied
Understand how payment models impact the student experience at checkout
Notify students when vouchers are created to keep them informed
Regularly monitor voucher usage and leverage reporting tools for visibility and record-keeping
Still have questions? Reach out to us at success@vitalsource.com.
🎬 Video Transcript
0:00 – Introduction
Welcome to the Voucher Tool.
In this video, we’ll walk through how to use the voucher tool to create, manage, and track vouchers for your students.
This tool gives you more control over how funds are distributed while making the process simpler for both you and your students.
0:18 – Logging In
To access the voucher tool, head to Voucher Management and sign in using your Manage credentials.
If you haven’t received your credentials or need access, reach out to success@vitalsource.com for help getting set up.
You can also access the tool through your Virtual Store site by scrolling down and selecting Institution Admin to open the Admin Hub, then choosing Go to Voucher Management.
0:32 – Navigation Overview
Once you're logged in, you'll land on the main dashboard.
Here, you’ll see your voucher agencies. Across the top, you’ll see two tabs: All Agencies and All Users. These help you navigate between managing vouchers and users.
Voucher agencies are groups of funds — like scholarships, financial aid, or campus charge accounts — that can be assigned to students.
This also helps your institution clearly track which funds are being used to cover purchases and support reconciliation and invoicing.
0:43 – Creating a Voucher
Select an agency to get started, then navigate to the Vouchers tab.
From here, you can upload vouchers, create a single voucher, or create a series of vouchers.
Click “Create Voucher” to open the form.
Student ID or Email: May autofill if the student has an existing account.
Voucher Code: A unique identifier for the voucher. For example, a code like SP20258844VA might represent Spring 2025, a student ID ending in 8844, and the Veterans Affairs agency.
Dollar Amount: The voucher’s value.
Start Date: Optional. Controls when the voucher becomes usable.
Expiration Date: Defines when the voucher can no longer be used.
Comment: Used for internal notes and tracking only — not visible to students.
Check the “Notify Student” box to email voucher details to the student, then click “Create.”
2:50 – How Vouchers Work
Once a voucher is created, it’s linked to the student using their email or student ID.
When that information matches the student in the system, the voucher is automatically applied, so students don’t need to manually enter a code.
At checkout, eligible voucher funds appear as available balances.
These funds are grouped based on how the agency was set up, using one of two payment models: repayment required or no repayment required.
“Use my available funds for eligible items” represents funds that typically do not need to be repaid, such as scholarships or grants, and only apply to approved materials.
“Charge my student account” represents funds that are applied to the student’s account, such as financial aid or campus charge accounts, depending on how your institution manages those funds.
3:16 – Bulk Voucher Upload
To create multiple vouchers, select “Upload Voucher List.”
Use the provided template and remove any sample data before uploading.
Upload your CSV file, and the system will process the data.
If a voucher already exists, the new upload will overwrite the previous balance.
After upload, you’ll see a summary of successful, updated, or failed records.
You can also create a series of vouchers, which generates multiple vouchers at once without assigning them to specific students.
3:40 – Voucher Dates and Behavior
If you set a start date, the voucher may be visible to the student but won’t be usable until that date.
Once a voucher reaches its expiration date, it can no longer be used for purchases, even if it still appears in the system.
4:02 – Managing Existing Vouchers
From the Vouchers tab, search for a voucher by code, student ID, or email.
Use filters and advanced search options to narrow your results.
Click a voucher to view its details.
From here, you can edit the amount, update dates, or deactivate the voucher.
You can also view the change log to track activity.
4:30 – Reporting
To download voucher data, click “Report” from the Vouchers tab.
For more detailed reporting, head to the Analytics and Insights platform in the Admin Hub and locate the Voucher Transaction Operational Report.
This provides deeper visibility into how voucher funds are being used.
5:10 – Support
With everything in one place, you can easily create vouchers, manage access, and track how funds are being used.
If you have questions or need support, your VitalSource team is here to help.