How can I set up Promotion Codes?

Promotion codes are a great feature to use when you want to give attendees discounts on a percentage or monetary value basis. Similarly to promo codes you have probably used in the past, you can assign a password to retrieve the discount but also have the ability to restrict and maximize the use and detail of each code.

Please note, multiple promotion codes can be applied at checkout. Promotion codes are case sensitive.

1. Creating Promo Codes for Attendees

  1. From the Event Dashboard, navigate to Registration > Promotions and above the promotions table, select Create

  1. Toggle on the Active checkbox, this will make the promo code usable
  2. Under Name, fill out the name of the promo code
  3. Under Promotion Code, fill out the code you would want attendees to enter to access the discount
  4. Under Discount Amount, fill out the number which you would like the promo code to take off the total amount of the ticket
  5. Under Discount Percentage, fill out the percent the promo code will discount off the total amount of the ticket
    1. Fill out either the Discount Amount OR Discount Percentage, if you fill out both, it will deduct both from the registration.
  6. Under Uses, fill out the maximum number of times this promotion is allowed to be applied to a registration
  7. Under Connected Tickets, choose the tickets you would like to connect to the promo code
    1. The promotion code will not apply unless a ticket from this list is added to the cart.
    2. If you leave this blank, the promo code will be able to be used for every ticket an attendee can purchase.
  8. Scroll down to Advanced Settings
  9. Under Maximum Applications, enter the maximum number of times this promotion code may be applied to each eligible ticket within a single registration. 
    1. The discount will be applied to the first X instances of every connected ticket type; any additional tickets beyond this limit will be charged at full price. Set to 0 (or leave blank) for no limit.
  10. Under Purchase Minimum, fill out the minimum price an attendee must checkout with for them to implement the promo code
  11. Under Minimum Threshold, enter the minimum number of tickets needed to be included in the checkout cart before the promotion can be applied
  12. Under Maximum Tickets Threshold, enter the maximum number of tickets where this promotion will no longer be applicable for
    1. If the order contains more than the designated number of tickets, the code is ignored and no discount is applied.
    2. If the promotion uses the Connected Tickets field, both the minimum and maximum ticket thresholds will be calculated based only on the tickets included in that field. Tickets not listed under Connected Tickets will not count toward the promotion thresholds. Additionally, the promotion will apply only to the dollar value of the selected tickets within the Connected Tickets field.
  13. Select Save Changes

1 (A). Setting Promotion Limits for Registration Categories

Each Registration Category allows a set number of promotions that can be applied at checkout. 

  1. From the Event Dashboard, navigate to Registration > Categories
  2. Select the category you wish to adjust from the list

  1. Scroll down to Payment
  2. Under the Promotion Limit field, enter the maximum number of promotions that can be applied at checkout
  3. Select Save Changes

2. Testing Promotion Codes

After you create your promo code, it’s recommended that you test it out by going through your own registration process!

Please note, multiple promotion codes can be applied at checkout.

  1. From the Event Dashboard, navigate to Event Portals > Event Website

  1. From the Event Website, select Register Now

  1. Navigate through the registration flow until you get to the Checkout step
  2. Add the tickets to checkout and under the Promotion Code field, fill out the promo code
  3. Select Apply

If done correctly, the intended discount will apply to the registration! Make sure to double-check the spelling as the promo codes are case-sensitive.

3. Downloading a Promotion Code Report

Event Administrators typically create custom reports for two use cases: first, to track which promotion codes are being applied during registrations; and second, to generate a general report listing all promotion codes created in the Event Dashboard.

3 (A). Create a Registration Report for Promotions

  1. From the Event Dashboard, navigate to Data & Reports > Custom Reports

  2. Select Registration Report from the list

  3. Under the Fields field, ensure Promotion Total and Promotion Codes are included along with other fields
  4. Under the Registration Category field, select the category you wish to limit the report to, or leave blank to not filter results
  5. Use the Start Date and End Date fields to filter the report by a specific date range
  6. Under the Cancellation Status field, you can select between Non-Cancelled Registrations, Cancelled Registrations, and All Registrations to filter the report by their status

  7. Select Save Changes

3 (B). Creating a Promo Code Report

  1. From the Event Dashboard, navigate to Data & Reports > Custom Reports and above the custom reports table, select Create

  1. Under the Report Type field, select Promotions
  2. Under the Name field, fill out the name of the report
  3. Under the Fields field, select Code, Promotion Code, Stakeholder Code, Promotion Code Name, Amount, and Date Applied
  4. Under the Start Date field and the End Date field, fill out the specific date the report will extract the information from
  5. Select Save Changes

3 (C). Downloading the Custom Report

  1. From the Event Dashboard, navigate to Data & Reports > Custom Reports and select the promotions report from the list

  1. Above the custom reports table, select Actions > Generate Report

  1. Once the report is created, select Download Previous Report
    1. Depending on the size of the report, this may take a few minutes and require refreshing your browser.

4. Bulk Uploading Promotion Codes

For convenience, multiple promotions can be imported in the Event Dashboard without needing to create them manually.

  1. From the Event Dashboard, navigate to Registration > Promotions and above the Promotions table, select the upload button

  1. Select Download Template

The ticket template will now be downloaded onto your device.

  1. Open the Ticket template file
  2. Fill out the information outlined in the Headings in the Promotions Upload Template step below
  3. Save the document as a CSV file
  4. From the Event Dashboard, navigate to Registration > Promotions
  5. Above the Promotions table, select the upload button
  6. Select the Drag and drop some files here, or click to select files button to upload your template
  7. Select Submit

Headings in the Promotions Upload Template

code This field is only necessary if you intend to edit a promotion. Enter the Promotion code under this column to edit their information. Leave this field blank to create new promotions.
promotion_code Enter the code that attendees can use to access the promotion at checkout under this column.
name Enter the name of the promotion code under this column.
start_date Enter the date that attendees can begin using the promotion under this column.
expiry_date Enter the date that the promotion code will no longer be available for use under this column.
start_time Enter the time that attendees can begin using the promotion under this column.
expiry_time Enter the time that the promotion code will no longer be available for use under this column.
amount Enter a dollar amount to be deducted upon the successful application of this promotion. A promotion can only apply for a dollar amount or percentage, not both.
percent Enter a percentage of the total amount to be deducted upon the successful application of this promotion. A promotion can only apply for a dollar amount or percentage, not both.
uses Enter the maximum number of times this promotion can be used. The promotion code will not be usable once the limit is reached.
is_active Enter True under this column to toggle on the Active checkbox. Enter False or leave blank to turn off this checkbox.
is_single_apply Enter True under this column to toggle on the Single Application Only checkbox. Enter False or leave blank to turn off this checkbox.
purchase_minimum Enter the minimum dollar amount an attendee needs to have in their cart before they can use the promotion.
tickets_connected Enter the ticket codes that this promotion is applicable for. This column will affect the Connected Tickets field in the Event Dashboard. The promotion will not work for tickets not part of this column. Leave blank to make the promotion available for all tickets. Ticket codes can be found from the Event Dashboard by navigating to Registration > Tickets and selecting the download icon on the far right of the Create button. The code will be under the code column of the CSV file.
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