How to Place an Order for Gift Vouchers

Swile gift vouchers are allocated by the Social and Economic Committee (CSE) — or an equivalent body if you don't have a CSE — and are subject to URSSAF regulations:

• Recipients must be eligible for one of the relevant URSSAF events.
• The crediting must be timed in relation to the event.
• The maximum amount exempt from charges is €200 per year, per employee, per event.

The acceptance network for Swile gift vouchers depends on the event for which they are given: Adult and Child vouchers are used differently.

In single amount mode, all recipients receive the same allocation of Swile gift vouchers (same URSSAF event and same amount).

1. Step 1: From your Swile Gifts and Benefits admin area, click on Orders, then New Order. 

   

2. Step 2: Click on Order in the Gifts and Culture section. 

   

3. Step 3: Select the event associated with the Swile gift voucher allocation (Christmas for adults, back to school, culture, etc.) and the unit amount to be allocated. In single amount mode, the same amount is applied to all recipients in the order. You can also set the distribution date if you want to schedule the crediting. 

   

4. Step 4: Add and manage your Swile gift voucher recipients using one of three methods:

   • Select existing recipients: choose from employees who have accepted your invitation to join the Benefits area. You can select one or more and add others manually.
   • Import a .csv file: download the template, fill in the columns (surname, first name, email), then import it. Any errors (typos, unsupported characters) can be corrected directly in the interface.
   • Add recipients manually: enter the surname, first name and email for each one.

   

   You can edit or remove recipients as long as the order hasn't been confirmed. Please note that changing a recipient's details during the order does not update their profile in the Employees tab of your admin area.

5. Step 5: Set up the activation email sent to your Swile gift voucher recipients: choose a pre-written message or write your own, add your organisation's logo (510 x 510 px, max 2 MB), preview it, then select the send date (emails are sent between 9am and 11am). If you choose today's date, the email will be sent within 2 hours, provided there are sufficient funds in your account on the chosen date. 

6. Step 6: Confirm and pay for your Swile gift voucher order: give the order a label for identification (optional), review the summary (allocation, recipients, amount), check the different bank details for the transfer, verify the billing address, then confirm. Once payment is confirmed, your recipients will receive the activation email for their allocation. 

In multi-amount mode, you allocate different amounts to several recipients within a single order of Swile gift vouchers, for the same event (back to school, children's Christmas, holidays, etc.). As soon as the amounts vary from one employee to another, use multi-amount mode.

For example, your CSE allocates €50 to employees with 1 child, €80 for 2 children and €110 for 3 children: Swile's multi-amount gift voucher mode lets you manage these three amounts in a single order.

When should I use the multi-amount gift voucher mode? Use it when the allocation varies according to a criterion, for example:

• Number of dependent children (e.g. back to school with one card per child).
• Family quotient or an income bracket.
• Seniority in the company.
• Status (manager / non-manager, full-time / part-time, etc.).
• Any other criterion defined in your CSE internal rules.

1. Step 1: From your Swile Gifts and Benefits admin area, click on Orders, then New Order.

2. Step 2: Click on Order in the Gifts and Culture section. 

   

3. Step 3: When choosing the amount for your Swile gift voucher order, switch to multi-amount mode using the dedicated button. 

   

4. Step 4: Import your Swile gift voucher recipients using one of the following two methods:

   Option A — Import via CSV or XLSX file (recommended for large volumes). Download the template file available in the interface: it contains 4 mandatory columns (first name, surname, email and amount).

   First name	Surname	Email	Amount
   Marie	Dupont	marie.dupont@entreprise.fr	80
   Jean	Martin	jean.martin@entreprise.fr	50

   Amounts with decimals are accepted (comma or dot as separator). If your file contains errors, you can correct them directly in the interface, without having to rework the file.

   Option B — Manual entry: add recipients one by one, entering for each their first name, surname, email and allocated amount.

5. Step 5: Check the summary of your Swile gift voucher order, then confirm. Each recipient will receive an invitation email to activate their allocation on the account of their choice.

Yes. The file downloaded from the Swile gift voucher interface is a blank template to be filled in with your recipients. It is never pre-filled.

This alert appears when the same email is present several times in the file. However, for multi-amount orders, this is expected behaviour: don't block your order, you can confirm it (e.g. an employee with several children on a multi-amount Swile gift voucher order).

Yes, Swile gift vouchers accept amounts with decimals (e.g. €47.50 or 47,50 €).

Yes. From the details of a previous Swile gift voucher campaign, you can download the CSV from that campaign (with recipient data and amounts) to use as a base.