Promotions Overview

There are two types of Promotions in Redpoint:

1. Product Promotions, that apply to the products in the Front Desk POS cart.
   -AND-

2. Contract Promotions, that apply to the product line item(s) sold within a contract (ie, dues, start up fee, products sold via Plan Questions)

Product Promotions

Product Promotions can be configured in 2 places, and then you control the heirarchy of which promotion applies to a given product.  Multiple promotions cannot be applied to the same product in the cart.

• Build > Promotions > Product Promotions. 
  Use this section to configure promotions that apply to Products in the Front Desk cart. These promotions do not apply to contracts or plans.
   
• Build > Plans > Amenities > Product Promotion
  Configure promotions here that apply to products in the Front Desk cart (not contracts). These promotions will auto-apply when a customer has an active contract that includes the corresponding product benefit.

Always go to the Global Promotion Sort tab and set the heirarchy when making a new Product Promotion

Global Promotion Sort tab

Product promotions do not stack—only one promotion can be applied per product. The first eligible promotion in the hierarchy is the one that will apply.

You can manage this priority order in Build > Promotions > Global Promotion Sort. This list includes all product promotions, including those from Amenities and Build > Promotions > Product Promos.

Sort promotions from highest to lowest discount to ensure the most valuable offer is applied.

After setting up a promotion, be sure to test it and confirm that it applies correctly. If your promotion is date-restricted, make sure the start and end dates are set appropriately.

Contract Promotions

Configure contract promotions in Build > Promotions > Contract Promotions.  Contract promotions can be configured to apply to any plan and to any products sold within the plan.

Multiple promo codes can be applied to a single contract, but each promo code can only apply to a single product within the contract

Make a Promotion Active

After creating your promotion, make it active at one or more facilities. If you skip this step, your configured promotion will not work.  Be sure the Private toggle is OFF so you can select multiple facilities.

Promotion Configuration Options

When you add a new promotion, the configuration window will display several tabs with the following setup options :

Description & Label Tab

• Set an internal description for staff reference and a label that will appear on customer receipts.
  
   

• Ensure the Private toggle is set to OFF if you want the promotion to be available across multiple facilities. When set to ON, the promotion will only be usable at a single location.
  
   

• For Contract Promotions: An additional Promotion Description field is available. This description is shown to both staff and customers when the promo code is applied.
  
   

Plan Selection Tab (Contract Promos Only)

Select the plans that this promo code can be applied to.

Date Restrictions tab

Start Date  - End Date

• Leave the date fields set to None to allow the promo code to be used at any time.

• Setting start and/or end dates will restrict the promo code application window to that date range. If applied outside the range, an error will be shown to staff or customers.

Recurring Expiration controls when the code should expire off of a recurring contract.  This works in tandem with any redemption limits set for the promo.  For recurring plans, a redemption = an invoice, so if a promo should apply for 4 months of billing, it needs 4 redemptions.  

The expiration date here also removes the code from the contract and returns it to regular price, and can be used for both a redemption limit and to remove the code once it is no longer applicable.

Changing this date once the promo code has been applied will not impact codes already applied to contracts.

Customer Restrictions Tab

Apply a customer segment to restrict a promotion to a set of customers.  The segment will check against the contract holder, or the person assigned to the cart when used in POS.  It does not check against enrollees. If the contract holder does not qualify, the promo code will not do anything.

IMPORTANT: when using the customer segment here, the customer MUST log into their portal before they can see the promo code working.

Contract Promotions have the additional option of assigning a Customer Requirement to the promo code.  

 

When applying a customer requirement to a promo code, the requirement must have a resolution action set to Attachment. Without this setting, the requirement will not properly restrict the use of the promo code.

If the resolution action is not Attachment, customers will still be able to apply the promo code, but they will be flagged as invalid users after the fact. This happens because there is no attachment actively preventing the promo code from being used.

You can monitor these cases via Manage > Configuration > Invalid Contract Promotions, and if Check-In Guard is enabled, alerts will also appear.

For customer requirements without an attachment resolution action, use the segment above the requirement in the promotion settings so both are enabled.  It is the segment that restricts the promo code from applying if the customer is not in the segment.


 

Codes & Redemption Limits Tab

Product promotions can only be used in the cart.

In Contract Promotions, you determine whether these codes can be used on the website and or the kiosk. 

Show Code Usage in Customer Portal means that if this is a generated code, it will show in the customer portal when "issued" via an email automation.  

 

Fixed Codes

Fixed codes are determined by you and can be configured to restrict usage per customer. You may input as many fixed codes as you want in a single promotion. 

 

Generated Codes

Generated codes can be exported and sent/distributed externally to Redpoint OR can be "issued" to customers via email automations.  Once generated, you cannot access that list of codes until it is redeemed.  Generated codes used in Email Automations are tracked on the issuing customer and the redeeming customer.

 

Restrictions and Redemption Limits
Limit the number of times a customer can use a code and an expiration window.  If dates are also set on the Date Restrictions tab, that will further limit the usage.

Note that you cannot restrict a code to single use and have it continue to apply towards recurring dues.  Review the "fine print" here for more information.

A redemption is whan the code applies on an invoice.  The code being applied to a contract does not count as a redemption - it must be "used" on an invoice to count as a redemption.

Product Triggers Tab

Product triggers determine the conditions that should trigger a discount. This works in conjunction with the Cart Discounts tab to apply a discount.  You can trigger a discount as follows:

When a customer:

• spends the following amount - set to $0 if you want it to apply to products regardless of the amount they are spending vs setting to an amount to trigger the discount (ie, only discount if spending more than $75)
   
• purchases the following items - allows you to set a min/max.  If you set a min/max, the quantity in the cart must meet or fall between the min/max to trigger a discount.  For example, if they should only get a discount if buying 3 or more chalk bags, set the minimum to 3, and set the product set to capture qualifying chalk bags.  

Product Filter sets what what can be discounted by this promotion, and/or the products that should trigger there to be a discount in conjunction with the "when a customer" setting above.

Cart Discounts Tab

Cart discounts define the discount that should be applied to the product(s).

• Discount type: Precentage discount or a fixed price.  
  Note that if setting a fixed price, it will create a credit in the cart if applied to a product with a cost less than the fixed price.

Define the products that the discount should be applied to:

• Only the Product Trigger Items will look to the product triggers tab and only discount products set there (all or a defined product set)
   
• The Following Products lets you limit the discount to only the products set here instead of all the products set on the Products Discount tab.

Action Limit Quantity*:  Limit how many products the discount will apply to.  It will apply in order, highest value to lowest value, if multiple products are available to be discounted.

*For Amenity Product Promo - no action limit quantity setting.  You set the amount of products that can have this discount applied when granting the benefit.  For example, use 

Making a Promotion Active

• Product Promotion?
  • Make active at some/all facilities
  • Check the global promotion sort to ensure it is showing sorted correctly (generally highest to lowest).
     
• Amenity Product Promotion?
  • Add it to a plan so a customer can use it if they get that benefit
     
• Contract Promotion?
  • Make active at some/all facilities and you are set to go!
     
• If being issued via email automation, ensure automation is active and check it to see if it is working and sending as expected.

Making a Promomotion Inactive

To prevent a code from working in a facility:

1. Remove the Facilities from the promotion.  This will stop the code from being used going forward BUT it will not impact contracts where that promo code is currently in use.
    
2. Contracts with that promotion will remain unchanged.  The code must be manually removed from the contract otherwise it WILL continue to work per the original terms at application.  
   
   HOWEVER, If the contract needs to be edited for any reason, it will "force" you to remove it since it is no longer active.  Accept changes and leave on/toggle off prorated dues.
   
   
   Go to Build > Promotions > Contracts > Contracts with Promotions to see contracts with a promo applied.  use the filter to search by code.  If needed, you can edit the contract, remove the promo, and accept pricing changes right from here
   

Archive a Promotion

Archiving a promotion can only be done once it is no longer active at any facility.  It simply cleans up your view of the promotion list by moving it to the archive.

Contracts with the archived promo code are unchanged, as noted above, but will "force" the change if any other edits are being made to that contract.  

Deleting a fixed code when multiple fixed codes are allowed

Removing one or more fixed codes when multiple are within a single promotion, while leaving the rest of the promotion active, will prevent that code's use going forward.  

Contracts with the deleted promo code are unchanged, as noted above, but will "force" the change if any other edits are being made to that contract.  

"Undo" Promotion use for a Customer

Refunding an invoice will NOT "undo" a promo code redemption.  You can return the use to the customer in the Customer Records > Benefits Tab.  Expand the promo code at the bottom of the benefits page and either exclude redemption or void.  This will regrant the usage to the customer for codes that have a redemption limit.

Generated Promo Codes & Emails: Issuing Codes to Customers

Generated Promo codes can be added to any email in redpoint with a replacement field.  This means emails from the Customer Notifications spoke AND Email automations can be used to generate unique promo codes to email to customers.

To use email automations in Redpoint, you must have the SendGrid integration configured.

Go to Build > Notifications > Email Automations or Build > Plans > Customer Notification spoke (on each plan)

In the email configuration, your generated codes will appear labeled as {{promo:____:code}} and {{promo:___:barcode}} - add one or both.  A new code will be generated in each email that follows the rules configured on the promotion.  

This email automation issues the code to the customer, but unless there is a segment/requirement applying a customer restriction of who it will work for, the customer COULD share the code. All other restrictions set on the promo apply (single use, date range etc).  The code is tied to the original recipient in the Promotion Code Log report.

View Generated Promo Codes Issued to a Customer

Generated promo codes are issued to customers via email automations. 

Once issued, you can view a customer's code on the Benefits tab in their customer record. 

Customers can view it from their customer portal IF the promotion has that toggle enables (toggle in Codes & Redemption Limits > Show Code usage in Customer Portal).

Customers using Promo Codes on Kiosk/Online when Restricted by Customer Segment.

If you promo code is restricted by a customer segment, the promo code will not work until they log in. 

If not working once the customer is logged, they (the contract holder) is not in the segment.

Help customers know this by stating it in the description on the promo

Reporting Options: View Promo Code usage

To see usage history, go to Insights > Reports > Standard Report > Sales Category

> Promotion Summary

> Promotion Line Items

> Promotion Code Log

 

To see Contract Promotions with customer requirements that are flagged as invalid (no longer meet the customer requirement) Go to: Manage > Contracts > Invalid Promotions

To see active and frozen recurring memberships with a promotion code applied go to: Manage > Promotions > Contract Promotions > Contracts with promotions