Coupon Codes, Vouchers and Discounts
Creating, Configuring, Issuing and Canceling
Like any e-commerce system, the Wine and Design system includes support for coupon codes and vouchers. In our case, we simply call them coupon codes. This article will walk you through the current support for coupon codes, introduce known capabilities under development and discuss some finer points on working with coupons.
Coupon/Voucher Code Rules
In order to make analysis of your sales data more complete, corporate wants studios to use the following rules when naming coupons and vouchers:
Store Credits -
For store credits, for example when issuing a credit to allow a customer to move classes, use the suffix CR(your studio number) and then the credit code. For example, if your studio is #51, you would begin any store credit with CR51.
Gift Certificates -
Similarly, for gift certificates, use the same approach but with GC(your studio number). From our example above, you would now setup any gift certificate with the prefix GC51.
Other Promotions -
For all other promotions, like a sale, please use your studio number as the prefix, i.e. 51HALLOWEEN. This will allow you to guarantee unique discount codes. The system tracks duplicate codes across the entire franchise and will not let codes be reused. Adding these prefixes greatly reduces the likelihood of duplicates.
UPDATED: We have added the capability to import Groupon voucher codes into the system. Your customers will be able to use the voucher code provided to them as a 'Discount Code' during check out. This will result in a 100% off sale.
Importing Groupon Codes
To import the codes, simply create a ticket request in the backend and upload the voucher file(s) that Groupon sends you. IMPORTANT - please verify that you ONLY send us active, unredeemed codes. We do not have the capability of checking the validity of the codes when customers use them. Groupon does not extend that feature to us.
Once we perform the upload, we will let you know.
Working with Groupon Codes in the System
Once imported, you have the same coupon/voucher management capabilities as any code you create. Go to the 'Coupons/Vouchers' page and manage them their. You will see that we create a Description for your Groupon Campaign that is unique. By searching for that name, you will see only those vouchers.
Should you need to look up a single voucher, simply search using that voucher code. Since codes are unique, you will only see that code in the table.
We HIGHLY recommend that you deactivate Groupon vouchers as they are used. This will allow you to sort your Coupon/Voucher table by status and eliminate the Groupon vouchers from the table. There are going to be a lot of them and doing this will declutter the main view.
Despite what Groupon sales people may say, we cannot enforce restrictions on redemption. The system will accept a voucher if the event is setup to accept discount codes, coupons, or vouchers generally. If you want to manage redemption in a restricted way, you will need to do this manually.
The system is also making groupons yield a free class. If you have classes that cost more than the groupon deal is valid for, you will need to mark those as not accepting discounts in the Event management page.
General Coupon/Voucher Management
Coupon Codes Are Flexible
The system stores a database of coupon codes. These can have very different deals attached to them. Importantly, you can distinguish a code between a percentage discount and a flat amount off the purchase. You can also limit the number of uses for a specific code and turn codes on or off. By giving you this flexibility, you can use coupons to support any number of marketing initiatives, frequent customer programs and refunds.
The Coupons Screen
The Coupons screen can be accessed via the navigation area on the left of the system. It is titled 'Coupons'. The initial view will remind you of the Customer or Artist screens. Like those screens, your coupon codes are held in a table that support sorting, searching, filtering, and pagination. Use these features to navigate your list of coupons or reduce the view of the coupons to those that you wish to work with.
Creating New Coupons
On the top-right of the main table you will find the 'Add Coupon' button. Clicking this button launches the Add Coupon screen. An example of this screen is below.
A close examination of the Add Coupon screen reveals the many ways that we can configure a coupon code. Each coupon has a name, a description, and the code itself. We recommend that you use CAPS LOCK for your coupon codes.
You can also configure the amount of discount the code conveys and the type of discount (percentage versus dollars off).
We restrict usage of the coupon by number of total uses and number of uses per customer. This redundancy is provided to allow you to prevent multiple uses by a single customer while allowing you to create a bunch of total uses. Otherwise, you would have to closely monitor your coupon codes in a way that we felt was burdensome.
Finally, you can make a coupon active by selecting the 'Is this coupon active' toggle.
Remember how we are using the same types of tables for coupons that we did for Customers and Artists? This means that by clicking on a coupon code, we reveal a detailed view of that coupon code below the main table. Like this:
Sorry for the poor zoom. The screen normally forces you to scroll down. Suffice it say that the table revealed contains the exact same data as the Add Coupon screen. This time, the selected coupons current data is pre-filled. You can edit the coupon code by simply selecting the field to be edited and making your changes. Remember to save your changes by clicking the 'Save Changes' button.
So how do you issue coupons? Good question. We have left that up to you. Our job is to develop a system that supports online purchasing and reservations. We aren't marketers. If we were, perhaps our business would be bigger?
The good news is coupon codes can be easily and rapidly configured to support all of your promotional materials. Sending an email newsletter with a discount code? Simply create the code prior to sending the email. Posting a facebook message with a discount? Create the code before you post. Easy.