You can manage any special discounts you want registrants to redeem using Promo Codes. When you use promo codes, registrants can enter a code to receive an amount or percentage discount on the items they order or you can embed the promo code in the registration URL so the promo code is automatically applied when registrants use that link. You can set up several different promotional codes and use multiple promo codes for a single event.
You can create promo codes that are specific to an event or you can create promo codes that you can use across multiple events. You can assign a limit of how many times registrants can use a promo code, whether the limit is per registrant type or function, or even in total across all events.
You can create specific criteria that a registrant must meet before redeeming a promo code. You can use the following criteria for promo codes:
- Date - Registrants can only use promo codes within a specified date range.
- Registrant Type - Only registrants with the specified registrant type can use the promo code.
- Function - Only registrants with the specified function can use the promo code.
- Merchandise - Only registrants that order the specific merchandise can use the promo code.
You can use promo codes with single event registration and multi-event registration. If using a promo code when registering for multiple events, it only applies to events with the promo code configured. Registrants can also only apply one promo code to an order.
Before creating any promo codes, you need to configure the following:
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Create a resource in the Resources screen for the discount. See Resources for details about adding resources. The resource should:
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Have a resource type in the 3000s (consumables).
- Use the units of measurement Percent per 100 Each if you are using percentage-based promo codes. If your are using amount-based promo codes, use the units of measurement Each per 1 Each.
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Add the resource to the price list used for registration. Change the price to either the discount amount or the discount percent. Make sure to select this price list when you create the registration setup for your event. See Add Resources to a Price List from the Resources Screen for more information.
Promo Codes for Multiple Events
You can create promo codes that you plan to use over and over again for multiple events using the Promo Codes screen on the Main Menu.
- Click the Registration Promo Codes link from the Main Menu. The Promo Codes screen opens.
- Click the Add button. The Add Promo Code screen opens.
- Enter the necessary information:
- Promotional Code – Code the registrant needs to enter to receive the promo code discount.
- Description – Name for the promo code, used on the order/invoice for the discount.
- Decrease Amount By – Amount (dollars) or percentage (percent) discount applied to the order for the promo code.
- Tracking Resource – Discount resource for the promo code. Depending on your reporting purposes, you may select the same tracking resource for all your promo codes or you may create individual tracking resources for specific discounts.
- Number Available – Total number of promo code discounts available for use. When creating promo codes from the Main Menu, this is the number of times registrants can redeem the promo code for all events. For example, if you enter 5, registrants can use the promo code a total of 5 times across all the events for your organization. If set to 0, there is no limit on how many times registrants can redeem the promo code.
- Tax Calculation – Determines how taxes are applied to the discounted amount. See Tax Calculation Examples for additional examples for tax calculations.
- Discount the taxes proportionate to the items discounted - Discounted amount tax calculates based on the resource scheme for the promo code discount resource (selected in the Tracking Resource drop-down). Only available if using percent-based promo codes.
- Don't discount any of the taxes - Registrants pay the full tax amount for the ordered items. This is typically used if you use tax-inclusive pricing.
- Pull the tax configuration from the tracking resource - Discounted amount tax calculates based on the tax schemes for the discounted items.
- Expand the Discount is only available if specific criteria is met section to configure the promo code for use based on date, registrant type, function or merchandise. If you do not want to configure specific criteria, the discount is available for all orders and you can skip to step 6.
- Enter the necessary information:
- Relative Date - If checked, the promo code is valid beginning the number of days entered before the event start date.
- Promo Start Before Event Days - Number of days before the event start date the promo code is valid. For example, if an event starts 31 March and you enter 30 into the field, the promo code is valid beginning 1 March.
- Qualify Based on Registrant Types - If checked, only the specified registrant type(s) qualify for the promo code. You must also configure the minimum number of registrant types required for the promo code.
- Qualifying Registrant Types - Registrant type(s) that qualify for the promo code. For example, if you offer a discount for members but do not offer that same promo code for non-members.
- Minimum Quantity - Number of registrants with the registrant type required for the promo code. For example, if you offer a discount when 4 or more members register at one time, you would enter 4 into this field.
- Qualify Based on Functions - If checked, only the specified function(s) qualify for the promo code. You must also configure the minimum number of functions required for the promo code.
- Qualifying Functions - Function(s) that qualify for the promo code.
- Minimum Quantity - Number of functions required for the promo code.
- Qualify Based on Merchandise - If checked, only the specified merchandise item(s) qualify for the promo code. You must also configure the minimum number of merchandise items required for the promo code.
- Qualifying Merchandise - Merchandise item(s) that qualify for the promo code.
- Minimum Quantity - Number of merchandise items required for the promo code.
- Relative Date - If checked, the promo code is valid beginning the number of days entered before the event start date.
- Expand the Discount only applies to following items section to configure the promo code for specific registrant types, functions or merchandise. If you do not want to configure specific items, the discount is applied to all items and you can skip to step 8.
- Enter the necessary information:
- Applies to Registrant Types - If checked, the promo code applies to the selected registrant type(s). Any other registrant type(s) on the order is not discounted.
- Applicable Registrant Types - Registrant type(s) to receive the discount.
- Maximum Quantity - Maximum amount of registrant types that can receive the discount. For example, if you enter 4 and there are 5 registrants types on the order, only 4 receive the discount.
- Applies to Functions - If checked, the promo code applies to the selected function(s). Any other function(s) on the order is not discounted.
- Applicable Functions - Function(s) to receive the discount.
- Maximum Quantity - Maximum amount of functions that can receive the discount. For example, if you enter 4 and there are 5 functions on the order, only 4 receive the discount.
- Applies to Merchandise - If checked, the promo code applies to the selected merchandise item(s). Any other merchandise item(s) on the order is not discounted.
- Applicable Merchandise - Merchandise item(s) to receive the discount.
- Maximum Quantity - Maximum amount of merchandise items that can receive the discount. For example, if you enter 4 and there are 5 merchandise items on the order, only 4 receive the discount.
- Applies to Registrant Types - If checked, the promo code applies to the selected registrant type(s). Any other registrant type(s) on the order is not discounted.
- Click OK.
To assign the promo code to an event, proceed to the next section.
Promo Codes for a Specific Event
- Click the Events link from the Main Menu. The Events screen opens.
- Select the event to configure promo codes.
- Right-click and select Tools -> Registration Setup. The Edit Registration Setup screen opens.
- Select the Pricing tab.
- Expand the Promo Codes section.
- Click the arrow next to the Add button on the right and select:
- Add - Creates a new promo code that is valid for only this event. For details on the available fields, see steps 3-7 in the Promo Codes for Multiple Events section.
- Add Existing Promo Code - Allows you to select a promo code you configured in the Promo Codes for Multiple Events section.
Tax Calculation Examples
Items with Same Tax Rate
Scenario 1
Registrant Type with 19% Tax
Item with 19% Tax
$10 Promo Code with Pull the tax configuration from the tracking resource set for the Tax Calculation. Tracking resource has 19% tax.
Registrant Type is $100
Merchandise Item is $25
Tax Calculation:
$125 * .19 = $23.75
$10 * .19 = $1.90
Tax Amount = $21.85
Scenario 2
Registrant Type with 19% Tax
Item with 19% Tax
15% Promo Code with Pull the tax configuration from the tracking resource set for the Tax Calculation. Tracking resource has 19% tax.
Registrant Type is $100
Merchandise Item is $25
Tax Calculation:
$125 * .19 = $23.75
$18.75 (discount amount) * .19 = $3.56
Tax Amount = $20.19
Scenario 3
Registrant Type with 19% Tax
Item with 19% Tax
20% Promo Code with Don't discount any of the taxes set for the Tax Calculation.
Registrant Type is $100
Merchandise Item is $25
Tax Calculation:
$125 * .19 = $23.75
Tax Amount = $23.75
Taxes do not inherit any discount and are calculated based on the full item charge.
Scenario 4
Registrant Type with 19% Tax
Item with 19% Tax
20% Promo Code with Discount the taxes proportionate to the items discounted set for the Tax Calculation.
Registrant Type is $100
Merchandise Item is $25
Tax Calculation:
$125 -$25 (discount) = $100
$100 * .19 (tax rate for both items) = $19.00
Items with Different Tax Rates
Scenario 1
Registrant Type with 19% Tax
Item with 10% Tax
$10 Promo Code with Pull the tax configuration from the tracking resource set for the Tax Calculation. Tracking resource has 19% tax.
Registrant Type is $100
Merchandise Item is $50
Tax Calculation:
Registrant Type = $19 in tax
Item = $5 in tax
Promo Code = $10 * .19 (rate on tracking resource) = -$1.90
$19 - $1.90 = $17.10
The tax is deducted from the Tax 19% line because the same tax is used on the item and the promo code.
Scenario 2
Registrant Type with 19% Tax
Item with 10% Tax
15% Promo Code with Pull the tax configuration from the tracking resource set for the Tax Calculation. Tracking resource has 19% tax.
Registrant Type is $100
Merchandise Item is $50
Tax Calculation:
Registrant Type = $19 in tax
Item = $5 in tax
Promo Code = $22.50 * .19 (rate on tracking resource) = -$4.28
$19 - $4.28 = $14.73
The tax is deducted from the Tax 19% line because the same tax is used on the item and the promo code.
Scenario 3
Registrant Type with 19% Tax
Item with 10% Tax
20% Promo Code with Don't discount any of the taxes set for the Tax Calculation.
Registrant Type is $100
Merchandise Item is $50
Tax Calculation:
Registrant Type = $19 in tax
Item = $5 in tax
Promo Code = $0 in tax
Taxes do not inherit any discount and are calculated based on the full item charge.
Scenario 4
Registrant Type with 19% Tax
Item with 10% Tax
20% Promo Code with Discount the taxes proportionate to the items discounted set for the Tax Calculation.
Registrant Type is $100
Merchandise Item is $50
Tax Calculation:
$100 * .20 (promo discount) = $80 * .19 (tax rate) = $15.20
$50 * .20 (promo discount) = $40 * .10 (tax rate) = $4
Comments
19 comments
Many thanks Fabienne. I was hoping for an clear explanation of the two options on the attached screen. My screen is different from yours. It is accessed via v19 | Event Master | Event Promo Codes.
"Discount is only available if specific criteria is met" "Up to n of each x"
"Discount only applies to the following items" "Up to n of each x"
0 upvotes
Hi Sean,
so you are using v19 registration I guess. the window which is opening is quite similar but the options for configuring the v19 promo codes are fewer.:
"Discount is only available if specific critieria is met" "Up to n of each" means: e.g. you want to limit the promo code being applied only if you have selecten 1x full congress ticket + 1 time gala dinner
"Discount only applies to the following items "Up to n of each x" allows you to define wether the discount is given to the whole order (do not select anything here) or only to specific items (e.g. the gala dinner).
0 upvotes
Still not 100% clear - My scenario is buy 6, pay for 5. The 6 can be any combination of a few resources. The discount is off only one of the selected resources (the cheapest). Can this be done? If so, what would be the settings?
0 upvotes
Hi Sean, what you are trying to achieve cannot be done with the standard Ungerboeck configurations described within the knowledge base. I would recommend to contact your local support office/consultant to find an individual solution how you can handle your registration discounts.
0 upvotes
How do you apply a promo code in v20 to an order from the admin side?
0 upvotes
Dear Jamie, thanks for your question!
I have added a new article: https://supportcenter.ungerboeck.com/entries/37447477-How-to-apply-promo-codes-within-v20-backoffice-registration
Please let me know if you have any further questions.
0 upvotes
How can you get a promo code for amount off to apply to each line item rather than the order total? Say, $50 off per item, rather than $xxx off the Order. I had it working before, but now I can't figure it out!
0 upvotes
Hi Becky,
promo code amounts are only applied to "each line" when using the configuration "discount only applies to the following items" - then you need to specifiy all items you want to use this promo code for. If this is all - as you want to display the discount amount for every item, you need to select all functions here and maybe enter a number like "up to 100 of..."
Hope this helps!
0 upvotes
How do you get your promo code box to display on your fron end registration? My box does not show up. Is this a registration set-up issue?
0 upvotes
Ours typically displayed only after the customer hits "Update Cart".
0 upvotes
But the promo code box does not show up on my registration page, let alone the update cart box. Is there something I need to change on my custom form template to make it appear?
0 upvotes
Dear Jessica,
The promo code box is displayed as soon as you have configured at least one promo code for this event. Otherwise the box will be hidden.
0 upvotes
I have two promo codes built into an event. One is automatic, and the other we would like to keep exclusive and ask customers to enter it in the PROMO box (and override the automatic promo to this even better discount). However, the box is not displaying at all. Even after hitting Update Cart. Thoughts? I need this one working asap as we are going live with marketing very soon. Thanks!
0 upvotes
Ungerboeck Promo Codes are designed to be applied to an order once - as soon as you are using an automatic promo code within the URL there is no possibility to add a second (manual) one - therefore the PROMO box within the Cart-Page will not appear anymore. The only possibility would be to create two different registration URLs - one with the automatic Promo Code and one without to use the manual ones...
0 upvotes
We work with schools and we want to give out a promo code to a few schools that would give them three free registrations. I know how to create the promo code that will result in the free registrations but we want to limit it to three per school. If a school sends more than three people they will need to pay the full registration fee for those additional people. Is there a way that we can do that with the promo codes? This is not available to everyone that registers for our conference, only select schools.
Thanks.
0 upvotes
Hi Anna,
as far as I can tell from your request you would at least create one promo code per school and limit the "discount applies for" to three. This would require that the school registers all participants within one order. If you do not use multiple registrants within the same order you could set the number available to three. Anyway for this kind of request I would suggest to contact your consultant to discuss the business case as there might be a better solution/further dependencies I am not able to tell without knowing your processes.
0 upvotes
I think I know the answer to this, but would appreciate confirmation. Is there a way to create a promo code that is universal across all events without creating the same code uniquely for each event? I see the Promo Code window from the Main Menu that appears to be a catalog from which I can assign the same promo code to multiple events in Registration Setup. I'm curious if there is a way to create the promo code in something like this Main Menu promo code window and not have to assign it to any events but it works on a registration site.
0 upvotes
Hi Laura,
you are absolutely right! The promo code window from the main menu severs as a template setup you can use for various events (but you need to link them). Currently there is no such functionality. However we are working on a cross-event-registration shopping cart at the moment which might allow for using a promo code across multiple events, too!
0 upvotes
Fabienne - Thanks for the info and for confirming. That's very helpful.
0 upvotes
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