This tutorial will walk you through the process of setting up promotions with unique voucher codes. These codes grant a 100% discount on a specific product. This feature is particularly useful when partnering with external entities, such as Groupon or Tuango, for promotional campaigns.
Before we begin, it's important to understand that, unlike other promotions, voucher codes are not generated by the platform itself. Instead, you need to upload them as a CSV file. This approach is perfect for collaborative promotional campaigns for which an external partner will generate the codes, provide you with the list, and then sell the vouchers on their platform on your behalf.
Step 1: Configure your promotion
From Products > Promotions, click on Add a promotion, select the Vouchers option and fill in the form:
Name: This will be visible to your members.
Price (including VAT / Sales Tax): Indicate the revenue earned from each voucher sold. This revenue will not come from the platform but from the third party responsible for selling the voucher codes. This value is crucial for calculating marginal value in teacher payrolls and reports. However, outside of marginal value calculations, reports (including the Purchases report) will treat this promotion as a 100% discount, disregarding the given price.
Select a Product: Unlike other promotions, you can only select one product from the following categories: Passes, Webshop items, Appointment passes, or Packs. Please note that this promotion cannot apply to subscriptions.
Check the "Active" box to activate the promotion.
Optionally, set an expiration date by checking the corresponding box and selecting the desired date.
Optionally, switch on “Limit how many vouchers each member can buy” and specify the maximum limit. By default, this is turned off.
If turned on, this will limit how many vouchers each member can use on bsport. Since the vouchers are not distributed on bsport, make sure they cannot purchase more vouchers than they can use.
Optionally, switch on the “Can only be used for 1st purchase” option if you only want new members to benefit from this promotion.
When distributing the vouchers through a third party, make sure the conditions of use are fully explained to the purchasers: the product to be obtained, and if applicable, the expiration date and limits on use per member.
Step 2: Upload Unique Voucher Codes
You can either drag and drop the file in the designated area or click on the area to select a file.
Ensure your file is in CSV format.
The file size should not exceed 1MB.
Place voucher codes in the first column, one per row, without a header.
There must not be any duplicate codes, within the file or with other existing promotions.
The codes cannot be over 100 characters long.
Step 3: Use the vouchers
Once a member has acquired a voucher, it can be redeemed on the platform. The member can use the code when paying for their basket online, or a staff member can fill in the code provided by the member when billing on-site.
Please note that in both cases, the voucher can only be used if there's only 1 item in the basket.
Step 4: Edit the promotional campaign
The promotion can be edited at any moment. If you need to update your list of voucher codes, you can upload a new CSV file and choose between 2 update methods:
Add to Existing Codes:
This option refuses duplicates. If a code from the new file already exists in the previous list or in another promotion, an error message will be displayed.
Replace Existing Codes:
This option manages the codes depending on their status :
Codes in the new file that did not exist before will be created.
Codes that exist in both the new file and the previous list will keep their unused/pending validation/redeemed status.
Existing unused codes absent in the new file will be deleted.
Existing pending validation or redeemed codes absent in the new file will be preserved.
Step 5: Mark vouchers as redeemed
Our system will make sure that each voucher can only be applied once. However, the third party selling the vouchers does not know which vouchers have been used. To keep the third party updated on the use of the vouchers, manual action is needed by the studio staff. On Groupon, this process is called “marking a coupon as redeemed”. As long as the voucher has not been marked as redeemed on Groupon:
The customer might ask for a refund on Groupon’s site, and Groupon would accept.
Groupon might send email reminders to use the voucher to the member.
It is therefore essential to keep track of voucher use on Groupon. Other Groupon-like partners might not need the same system, in which case the following procedure is not necessary.
On the Promotion details page, the button “See vouchers” opens the list of voucher codes, and their status: "Not used", "Pending external validation", or "Marked as redeemed".
Use the filter to only display "Pending external validation" codes.
This status indicates the code was used on bsport but not yet marked as redeemed on the Groupon-like third party.
Click on "Select all".
Export the selection as CSV and use this file to update the third party.
Change the status of the selection as "Marked as redeemed".
If needed, you can use the filter and the search bar to navigate the list, and you can select codes one by one rather than selecting all.