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Discount Codes

Discount codes help you offer special promotions, early bird pricing, or member benefits for your events and group memberships.

Overview​

Discount codes allow you to:

  • Offer percentage or fixed-amount discounts
  • Create promotional campaigns for events or memberships
  • Reward early sign-ups or loyal members
  • Control usage with limits and expiration dates
  • Track redemption and revenue impact

Accessing Discount Codes​

  1. Navigate to your Group Settings
  2. Click Discount Codes in the sidebar
  3. View all your active and inactive codes

Creating Discount Codes​

Basic Setup​

  1. Click Create Code button
  2. Enter a unique code identifier (e.g., SUMMER2024, WELCOME10)
  3. Add an optional description for your own reference
Code Naming

Use uppercase letters, numbers, underscores, and hyphens. Make codes memorable and relevant to the promotion (e.g., EARLYBIRD, NEWMEMBER, SPRING25).

Code Identifier Requirements​

  • Length: 3-50 characters
  • Allowed characters: Letters, numbers, underscores (_), hyphens (-)
  • Case: Automatically converted to uppercase
  • Must be unique within your group

Discount Types​

Choose the type of discount that best fits your promotion:

Percentage Discount​

Reduces the price by a percentage:

  • Enter a value between 1-100
  • Examples: 10% off, 25% off, 50% off
  • Best for flexible pricing across different ticket types

Example: A 20% code on a $50 ticket = $10 discount

Fixed Amount Discount​

Reduces the price by a specific dollar amount:

  • Enter amount in dollars (up to $10,000)
  • Examples: $5 off, $10 off, $25 off
  • Best for consistent savings regardless of price

Example: A $10 code on a $50 ticket = $40 final price

Fee Calculations

Discounts are applied to the subtotal before platform and processing fees are calculated.

Applies To: Events vs. Memberships​

Each discount code can apply to either events or memberships:

Events Only​

  • Code works for event ticket purchases
  • Can be limited to specific events or all events
  • Applies once at checkout

Memberships Only​

  • Code works for joining your group
  • Reduces membership fees
  • Includes duration options (see below)
Important

A discount code cannot apply to both events and memberships. Choose one type when creating the code.

Membership Discount Duration​

When creating a membership discount, specify how long the discount applies:

First Payment Only​

  • Discount applied only to the initial membership payment
  • Subsequent renewals are full price
  • Best for: Welcome offers, new member incentives

Example: "WELCOME50" gives 50% off first month only

All Payments (Forever)​

  • Discount applies to every billing cycle
  • Continues indefinitely for that member
  • Best for: Permanent member benefits, scholarships

Example: "VIP25" gives 25% off every month forever

Limited Months​

  • Discount applies for a specific number of months (1-36)
  • After the limit, member pays full price
  • Best for: Trial periods, promotional campaigns

Example: "SPRING3" gives discount for first 3 months only

Strategic Use

Use "First Payment Only" to attract new members, "Limited Months" for promotions, and "Forever" sparingly for special cases like board members or volunteers.

Limiting to Specific Events​

For event discount codes, you can:

Apply to All Events​

  • Leave event selection empty
  • Code works on any event in your group
  • Best for: Group-wide promotions

Apply to Specific Events​

  1. Select one or more events from the list
  2. Code only works on those events
  3. Best for: Event-specific early bird pricing

Example Use Cases:

  • Early bird code for summer camp only
  • Member discount for field trips only
  • Partner organization discount for specific workshops

Usage Limits​

Control how many times your code can be used:

Unlimited​

  • No restrictions on usage
  • Code can be used indefinitely (until expired)
  • Best for: General promotions, member benefits

Per Member​

  • Each member can use the code a specific number of times
  • Example: 3 uses per member
  • Best for: Preventing abuse while allowing flexibility
  • Tracks usage per user account

Total Uses​

  • Code becomes inactive after X total uses
  • Example: First 50 people to use the code
  • Best for: Flash sales, limited promotions
  • Creates urgency

Current Uses Tracking: The system automatically tracks how many times each code has been used and displays current usage vs. limits.

Member-Only Codes​

For event discount codes, you can restrict usage:

Member-Only Enabled​

  • Only active group members can use the code
  • Non-members see an error message
  • Best for: Member perks, early access

Available to Everyone​

  • Anyone can use the code, including non-members
  • Best for: Public promotions, attracting new families
Membership Codes

Membership discount codes cannot be member-only (since they're used when joining the group).

Expiration Dates​

Set when codes stop working:

  1. No Expiration: Code works indefinitely
  2. Specific Date: Select calendar date when code expires
  3. Automatic Expiration: Code automatically deactivates on expiration date
Best Practice

Always set expiration dates for promotional codes to create urgency and control costs.

Managing Discount Codes​

Viewing Discount Codes​

Your discount codes table shows:

  • Code: The unique identifier (click copy icon to copy)
  • Discount: Amount and type (10% off, $5 off)
  • Applies To: Events or Memberships
  • Usage: Current uses / limit (or "Unlimited")
  • Status: Active, Inactive, Expired, or Limit Reached

Status Indicators​

Active (Green)

  • Code is working and can be used
  • Within usage limits and not expired

Inactive (Gray)

  • Manually deactivated by you
  • Can be reactivated anytime

Expired (Red)

  • Past the expiration date
  • Cannot be used (can be edited to extend)

Limit Reached (Amber)

  • Total usage limit reached
  • No longer accepting redemptions

Show Inactive Codes​

Toggle Show inactive codes to:

  • View all codes (active and inactive)
  • Filter to only active codes

Editing Discount Codes​

  1. Click the three-dot menu on a code
  2. Select Edit
  3. Modify any settings:
    • Code name
    • Discount type and amount
    • Usage limits
    • Expiration date
    • Event restrictions
  4. Click Update Code
Usage Tracking

You can edit usage limits, but current usage count cannot be manually changed. It tracks actual redemptions.

Deactivating vs. Deleting​

Deactivate a Code​

  1. Click the three-dot menu
  2. Select Deactivate
  3. Code becomes inactive but remains in your list
  4. Can be reactivated later

When to Deactivate:

  • Temporarily pause a promotion
  • End a sale but keep the record
  • Want to preserve usage statistics

Delete a Code​

  1. Click the three-dot menu
  2. Select Delete
  3. Confirm deletion
  4. Code is permanently removed

When to Delete:

  • Code was created by mistake
  • No longer need the record
  • Clean up old/unused codes
Cannot Undo

Deleting a discount code is permanent and cannot be undone. Consider deactivating instead if you want to preserve the record.

Impact on Existing Orders​

Active Registrations​

  • Changing or deleting a code does not affect existing registrations
  • Members who already used the code keep their discount
  • Only new registrations are affected

Refunds and Cancellations​

  • If someone cancels, refund is based on what they paid (with discount applied)
  • Discount code is not "refunded" for reuse in per-user limits

Viewing Discount Code Usage​

Click on a discount code to view detailed usage:

Usage Statistics​

  • Total Uses: How many times the code has been used
  • Remaining Uses: How many uses are left (if limited)
  • Total Discounted: Revenue impact (total amount discounted)

Usage History​

View up to 50 recent uses showing:

  • User: Who used the code
  • Date/Time: When it was used
  • Amount: How much was discounted
  • Order: Link to the associated registration or membership

Event Details​

For event-specific codes:

  • List of events the code applies to
  • Event names, dates, and status
  • Quick navigation to event management

How Members Apply Codes​

During Event Checkout​

  1. Member proceeds to payment step
  2. Clicks Have a discount code?
  3. Enters the code
  4. Clicks Apply
  5. Sees discount reflected in order summary
  6. Completes payment with reduced total

During Group Join​

  1. New member starts join process
  2. On payment step, enters discount code
  3. Duration displayed (e.g., "First payment only", "3 months")
  4. Discount applied to checkout
  5. Future billing reflects duration settings

Error Messages​

Members see helpful errors if:

  • Code doesn't exist
  • Code is inactive or expired
  • Code is for wrong type (event vs. membership)
  • Code is member-only and they're not a member
  • Usage limit reached (total or per-user)
  • Code doesn't apply to that specific event
Member Communication

Share discount codes via announcements, emails, or social media. Include expiration dates and any restrictions to set clear expectations.

Best Practices​

Strategic Discount Amounts​

Events:

  • Early bird: 10-20% off
  • Member perks: 15-25% off
  • Flash sales: Up to 50% off
  • Fixed amount for simplicity: $5-$10 off

Memberships:

  • New members: 25-50% first payment
  • Promotional periods: 10-20% for 3-6 months
  • Partner discounts: 15-30% ongoing
  • Trial offers: 50% off first month

Managing Costs​

  1. Set usage limits to control total discount impact
  2. Use expiration dates to create urgency
  3. Monitor usage regularly to gauge effectiveness
  4. Adjust based on results - increase limits if underused, decrease if costly

Code Organization​

  • Naming convention: Use consistent patterns (SEASON-YEAR, PURPOSE-AMOUNT)
  • Descriptions: Note the campaign or purpose for your records
  • Regular cleanup: Archive or delete old codes periodically

Promotional Campaigns​

Effective strategies:

  • Early bird codes with expiration before event
  • Member referral codes for new members
  • Seasonal promotions aligned with your calendar
  • Limited-quantity codes for urgency
  • Member appreciation codes for loyalty

Common Use Cases​

Early Bird Event Pricing​

Code: EARLYBIRD
Type: Percentage - 20%
Applies To: Specific event (Summer Camp)
Usage Limit: Unlimited
Expires: 2 weeks before event

New Member Welcome​

Code: WELCOME
Type: Percentage - 50%
Applies To: Memberships
Duration: First payment only
Usage Limit: Unlimited
Expires: End of month

Flash Sale​

Code: FLASH24
Type: Fixed amount - $10
Applies To: All events
Usage Limit: First 25 uses
Expires: 48 hours from now

Member Exclusive​

Code: MEMBERLOVE
Type: Percentage - 15%
Applies To: All events
Member Only: Yes
Usage Limit: 3 per member
Expires: End of season

Partner Organization​

Code: PARTNER2024
Type: Percentage - 20%
Applies To: Memberships
Duration: Forever
Usage Limit: Unlimited
Expires: Never

Troubleshooting​

Code Not Working for Members​

Check:

  • Is the code active?
  • Has it expired?
  • Is the usage limit reached?
  • Does it apply to events/memberships correctly?
  • Is it member-only and user isn't a member?
  • Does it apply to that specific event (if event-restricted)?

Discount Not Applied Correctly​

Verify:

  • Discount type (percentage vs. fixed amount)
  • Amount is correct
  • Fees are calculated after discount
  • Member is looking at the right line item

Cannot Edit Code​

Common reasons:

  • Not a group owner or co-leader
  • Code was deleted
  • Browser cache issue (try refreshing)

What's Next?​

Learn about related payment features: