Promo Codes

Access path and purpose

Access via: (event) > Plan > Promo Codes.

You arrive at this page when you click Plan > Promo Codes. You can add and edit promo codes for attendees to use.

Promo codes and discounts

Each promo code has one or more discounts assigned to it.

When an attendee registers with a valid promo code, that discount is applied to their fees.

You can use existing discounts you set up on Event Setup > Agenda Items, or add custom discounts as part of creating promo codes. Discounts created as part of promo code creation are created in the Discounts step below.

> Note: Discounts you create here are created as agenda items (of Type "Fee"). They are visible on Event Setup > Agenda Items, and they can be edited there.

Forms and videos

Forms: To add Promo Codes to a registration form, add a Promo Codes section to the form.

Videos: All Certain University videos about Promo Codes.

Event module enabling requirements

To use Promo Codes in your event, the Registration Groups as Promo Codes sub-module (of the Event Module) must be enabled.

Enable it for the event in Plan > Configure > Options > Functional Areas Needed by This Event.

> Caution: When Registration Groups as Promo Codes is enabled for an event, you cannot enable the original Registrations Groups module, nor Appointment Rotations, in the same event.

Promo Codes actions

Add New: Add Promo Codes. See Promo Code Wizard below.
Import Discounts: Import discounts from a .CSV file. See Discount Import Wizard below.
Import Promo Codes: Import promo codes from a .CSV file. See Promo Code Import Wizard below.
Export promo codes list: Export the list of promo codes to an Excel spreadsheet ("Promo Code Report.xls").

Export columns:

Group Name
Group Code
Group Inventory
Used
Remaining
Attendee Types
Discount Unique Code
Start Date Availability
Start Time Availability
End Date Availability
End Time Availability

Promo Code List

A list of current promo codes in this event appears.

The list shows the information described below for each promo code.

Click the up/down arrows next to a column heading to sort by that column.

Video: Promo Code List Overview (1 min)

To search for a promo, type any part of a Promo Name or Promo Code into the search box. The list updates dynamically as you type, to show only matching promo codes.

Promo Code List columns and descriptions:

Promo Name and Promo Code: As described below.
Total Capacity: The maximum number of times this promo code may be used.

(The Code Inventory value is set when you create the promo.)

Used: How many of the total inventory have been used on registrations.
Remaining: How many are still available for use.

This equals Total Inventory minus Used.

Actions: These three icons appear for each row.

Actions for each promo code:

View Registrations: Display the Promo Code Individual Report.

This report lists all completed registrations that have used the promo code.

Edit: Edit the promo code.

The Promo Code Wizard opens, with the details prepopulated.

Delete: Delete the promo code.

> Note: this cannot be undone.

> Caution: Deleting a promo code does not delete any discounts associated with it. The discounts remain available for use, unless you delete the discounts in Event Setup > Agenda > Fees & Discounts.

> Note: If a planner deletes a discount in Fees & Discounts, that removes the discount from any promo codes using it. You need to edit the promo to add a different discount.

> Warning: Deleting a promo code removes the promo from any registrations that used it. Deleting a promo code does not remove or change any discounts that were applied via that promo code.

If there are more promo codes than will fit on the page, use the First / Previous / Next / Last buttons to navigate through the list.

Promo Code Wizard

The Promo Code Wizard is a “lightbox” panel.

The panel is used to enter or edit the details of a promo code.

The panel displays when you click Add New to add a promo. The panel also displays when you click the edit action to edit an existing promo.

The wizard consists of four steps: 1. Overview 2. Discounts 3. Availability 4. Done

When adding a new promo, click Next at the end of each step. When editing an existing promo, you can skip straight to a step by clicking the step name at the top of the wizard.

Video: Creating a Promo Code (2 min)

Overview

Enter the following basic details for the promo code.

Promo Name (Required): A descriptive name used by the planner.

The attendee does not see the Promo Name when registering.

Promo Code (Required): The code used by the attendee when registering.

The promo code must be unique in the event.

Code Capacity: The maximum number of times this promo code may be used.

This value can be up to 999999.

Default = Unlimited.

A blank value is also treated as "Unlimited".

Caution: Entering 0 is treated as zero.

Zero inventory means the code cannot be used at all.

Select either All Attendees or Other to populate the Attendee Types field.
Attendee Types (Required):
If All Attendees is selected, then by default all attendee types are selected as having access to the promo code.

Click x to remove one attendee type from the list.

If Other is selected, then select each attendee type that can use this promo code.

By default, none are selected, so you must select at least one attendee type.

Click Next to advance to the Discounts step.

Discounts

Select or create one or more discounts to be applied when an attendee uses this promo code.

See Forms > Promo Codes.

Discounts (Required): Click in the field to search for Discounts.

Select from the displayed list.

The discounts list is as per Event Setup > Agenda Items.

These are fees with negative amounts that have unlimited inventory.

This includes any created in this wizard as custom discounts for promo codes, including the current promo code.

Add Custom Discount: Click to add a new discount by completing the extra fields displayed.

Custom discount fields:

Discount Name (Required): A descriptive name for the discount.

Best Practice: Make it self-explanatory.

Include the percentage or amount.

The Discount Name is what you would see when choosing Discounts for creating another promo code.

Unique Code (Required): The unique code must be unique in the event.

This uniqueness must include the list of agenda items created in Event Setup > Agenda Items.

Custom discounts created in this wizard are created as agenda items.

Select either Fixed Discount or Percentage Discount.
For a Fixed Discount, enter Discount Amount (Required).

This value is the monetary value to be deducted from the fee(s) charged.

For a Percentage Discount, enter Percent (%) (Required).

This value is the percentage to be deducted from the fee(s) charged.

Click Add to List.

The discount record is created.

The discount record is automatically added to the Discounts field for this promo code.

Best Practice: Do not add multiple percentage discounts to the same promo code.

Click Next to advance to the Availability step.

Availability

Specify when the promo starts and ends.

The promo is only available for use by attendees during that window.

Starts: Select one of the three options for when the promo becomes available.

Now: Immediately.

(The default.)

Specified Date and Time: Select a Start Date.

Enter the Start Date in mm/dd/yyy format.

Enter a Start Time (e.g. 8:00 AM).

Before Event Start Date: Select numbers in fields to determine when the promo becomes available before the event Start Date.

The Start Date is defined on Event Setup > Detail.

Month: Select a number of months (from 1–12).
Day: Select a number of days (from 1–31).
Hour: Select a number of hours (from 0–23).

Ends: Select one of the three options for when the promo ends.

When Event Ends:

(The default.) No further selection required.

Availability ends on the event End Date/Time as defined on Event Setup > Detail.

Specified Date and Time: Select an End Date.

Enter the End Date in mm/dd/yyy format.

Enter an End Time (e.g. 8:00 AM).

Before Event Start Date: Select numbers in any of these three fields to determine at what point before the event’s Start Date the promo is no longer available.

The Start Date is defined on Event Setup > Detail.

You can leave any of the fields blank as long as you select a number in at least one of them.
Month: Select a number of months (from 1–12).
Day: Select a number of days (from 1–31).
Hour: Select a number of hours (from 0–23).

Click Create Promo to add the Promo Code. If a promo is being edited, click Update Promo (as relabeled if you are editing an existing promo). You advance to the Done step automatically.

Done

Click Close to close the wizard and return to the Promo Code List.

Click Create New Promo to add another one.

Discount Import Wizard

To import discounts from a .CSV file, click Import Discounts.

See the separate Discount Import Wizard help topic. That help topic includes full details of the .CSV file requirements.

> Note: If you will be importing Promo Codes, you may need to import discounts first. The Promo Code import file must specify discount codes that already exist in the event. > Note: You can update discounts by importing a .CSV file with Discount Codes that already exist in the event.

Event Promo Code Import Wizard

To import promo codes from a .CSV file, click Import Promo Codes.

See the separate Event Promo Code Import Wizard help topic. That help topic includes full details of the .CSV file requirements.

> Note: If the discounts for the Promo Codes you will be importing do not already exist in the event, import discounts first. The import file must specify existing discount codes. > Note: You can update promo codes by importing a .CSV file with Promo Codes that already exist in the event.

Promo Code Individual Report

When you click View Registrations for a promo code in the Promo Code List, the list is replaced by the Promo Code Individual Report.

The Promo Code Individual Report lists all completed registrations that used that promo code.

The report includes:

First Name
Last Name
Organization
Email

If there are more records than will fit on the page, use the First / Previous / Next / Last buttons to navigate through the list.

Click Promo Code List in the Left Navigation Panel to return to the Promo Code List.