You arrive at this page when you click Plan > Promo Codes. This page adds and edits promo codes for your attendees to use.
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 you can add custom discounts as part of creating promo codes. Discounts are described in the Discounts step below.
> Note: Discounts created here are created as agenda items (of Type "Fee "). > These discounts are visible on Event Setup > Agenda Items, and 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> Note: To use Promo Codes in your event, the Registration Groups as Promo Codes sub-module (of the Event Module) must be enabled 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 Code List
Use the following controls on the Promo Code List section.
- 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 – Export the list of promo codes to an Excel spreadsheet (" Promo Code Report.xls ").
The export includes these 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 here. For each promo code, the list shows the information described below.
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 in the Search by name or code text box. The list updates dynamically as you type, and shows only matching promo codes.
- Promo Name and Promo Code – As described below.
- Total Capacity – The maximum number of times this promo code may be used.
Total Capacity uses the Code Inventory set when you create the promo.
- Used – The number of the total inventory used on registrations.
- Remaining – The number still available for use.
Remaining equals Total Inventory minus Used.
- Actions – These three icons appear for each row:
- View Registrations – Display the Promo Code Individual Report described below.
This report lists all completed registrations that used the promo code.
- Edit the promo code – Open the Promo Code Wizard.
The wizard opens with the details prepopulated.
- Delete the promo code – The system removes the promo code.
This action cannot be undone.
> Note: If a planner deletes a discount in Fees & Discounts, that removes the discount from any promo codes using it. > A planner must edit the promo to add a different discount.
> Warning: Deleting a promo code removes it from any registrations that had used it. > Deleting a promo code does not remove or change any discounts applied via that promo code. > A planner can edit the attendee's record manually on their Registrations > Agenda page.
If there are more promo codes than fit on the page, use the First / Previous / Next / Last buttons to navigate through the list.
Promo Code Wizard
This "lightbox" panel enters or edits the details of a promo code. The lightbox is displayed when you click Add New or to edit an existing promo.
The promo code wizard is a wizard with these four steps:
1. Overview 2. Discounts 3. Availability 4. Done
When adding a new promo, click Next at the end of each step to continue. When editing an existing promo, you can skip to a step by clicking its 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 during registration.
- Promo Code – (Required) The code used by the attendee during registration.
The Promo Code must be unique in the event.
- Code Capacity – The maximum number of times this promo code may be used.
Code Capacity can be up to 999999.
Default equals Unlimited.
Blank also treats the code as "Unlimited".
> Caution: Entering 0 is treated as zero, not as unlimited.
> 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) Attendee Types depends on the earlier selection.
If you select All Attendees, then all attendee types are selected by default.
Click x to remove an attendee type from the list.
If you select Other, then you select each attendee type who can use this promo code. By default, none are selected. At least one attendee type must be selected.
Click Next to advance to the Discounts step.
Discounts
Select or create one or more discounts to apply when an attendee uses this promo code.
Forms are described in Forms > Promo Codes.
- Discounts – (Required) Click in the field to search for Discounts.
Select discounts from the list that appears.
The discount list follows Event Setup > Agenda Items fees with negative amounts that have unlimited inventory.
The list also 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:
- Discount Name – (Required) A descriptive name for the discount.
Best Practice: Make the Discount Name self-explanatory.
Include the percentage or amount, because the name is what you see if you search for Discounts when creating another promo code.
- Unique Code – (Required) The Unique Code must be unique in the event.
This uniqueness includes the list of agenda items created in Event Setup > Agenda Items.
Custom discounts created here are created as agenda items.
- Select Fixed Discount or Percentage Discount.
- For a Fixed Discount, enter the Discount Amount – (Required) The monetary value deducted from the fee(s) charged.
- For a Percentage Discount, enter the Percent (%) – (Required) The percentage 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 available for use by attendees only during that window.
- Starts – Select one of the three options for when the promo becomes available:
- Now – Immediately.
The default option is Now.
- Specified Date and Time – Select a Start Date or enter it in mm/dd/yyyy format.
Enter a Start Time (e.g. 8:00 AM).
- Before Event Start Date – Select numbers in any of these fields to determine when the promo becomes available before the event's Start Date.
The event 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 option ends availability on the event's End Date/Time.
The event End Date/Time is defined on Event Setup > Detail.
- Specified Date and Time – Select an End Date or enter it in mm/dd/yyyy format.
Enter an End Time (e.g. 8:00 AM).
- Before Event Start Date – Select numbers in any of these three fields to determine when the promo is no longer available before the event's Start Date.
The event 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 field.
- 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, or click Update Promo. Update Promo appears when you edit an exiting promo. You advance to the Done step automatically.
Done
Click Close to close the wizard and return to the Promo Code List.
Or click Create New Promo to add another promo.
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 (see the next section), 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 are 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 system replaces the list with the Promo Code Individual Report. The Promo Code Individual Report lists all completed registrations that used that promo code.
The report includes their First Name, Last Name, Organization, and Email.
If there are more records than 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.
See Also
- Quick Guide to Promo Codes (PDF)
- Import Discounts
- Import Promo Codes
- Promo Code Form Section
- Form Logic actions "Display Promo Code" and "Assign Promo Code"
- Report Setup report type "Registration Groups with Promo Codes"