Promotional Settings

Modified on Wed, 3 May, 2023 at 1:19 PM

Alpha Flow includes a highly flexible promotions module that gives the option of fixed price and percentage promotions that can be applied to all or specific parts of a bill. You can configure a maximum budget for each promotion to keep your marketing spend under control as well as control the date range for which your promotion is active.

You can set minimum criteria for a promotion to be applied and can also unitise the product tagging system to further refine both the criteria and which products can be discounted. You can also decide whether the promotion is available for customers to use when making a web booking via a Promo code.

Note: If any tags are required in these promotions you will need to add tags to your products or customers first before creating the promotion.

Go to Venue Settings and click on your venue to find the Promotions tab. On this screen you can configure any promotional items or discounts that can be applied to a booking. You will then see a table of your promotions showing real time information about them. There is a tick box top right to show expired promotions, which will be flagged as so in Red. You can also see how much has been redeemed from each promotion, next to the promotions budget.

Click on an existing promotion or click the Add promotion button at the top of the list to create a new one. Give your promotion a name and if you are intending to have the promotion used online, create a discount code for the promotion and enter it into the Code box and tick Enable for Web Bookings. This code can then be used to apply the discount on your website. Codes can be re-used only if the previous promotion has expired. You can give your promotion a start and an end date, creating a period of time in which the promotion is valid. After the end date the promotion will no longer be available when booking events or activities. By default the end date (if selected) is also the date of the last booking. This can be extended by adjusting the Date of last booking e.g. The promotion can only be used online in December, but can be used to purchase sessions up until 4th January 2022 (see right). You can also set a budget so that your promotion ends (and your online code is invalidated) once the total discounted amount across all bookings reaches your chosen value as well as the maximum times a discount can be used by a customer.
You can set time restrictions so that a discount can only be applied on bills occurring within the restrictions. This could be a limit on the amount of times a customer can use the discount. You can restrict a promotion's use to a customer who has made a booking or attended an event within a specified time period (days, months or years) or restrict it to customers with a specific tag. You can even restrict the application of the voucher to specific days and times that the activity is taking place. i.e. selecting Mon-Thu 10:00-21:00 means the promotion can only be used with bookings occurring between 10:00 and 21:00 Monday to Thursday.
Promotion Requirements Your promotion can have specific requirements to ensure that it is only used as intended. If you choose not to set any restrictions the discount can be applied regardless of activities or number of participants during your set date range or until your budget is met (if applied). When applying the discount, it will discount the cheapest item first.
Setting a restriction on participants means the promotion can only be used when a certain number of participants are in a booking i.e. Buy one get one free needs at least 2 people. Setting a restriction on activities means a certain number/type of activities need to be booked to activate a discount i.e. Book a Mini GP, get a 15 minute A&D session half price.
If you want to discount a particular activity you will need to click Add tag to chose a tag associated with that activity’s product. If your activity doesn’t have a tag, you will need to create one for it in your Products settings first.
Discount Details Overall Amount Discounting the overall bill with a fixed amount or percentage is the simplest form of discount. For a 15% discount set the Discount type to ‘Percentage amount’ and the Discount percentage to 15. To take £10 off the total bill set the Discount type to ‘Fixed’ and the discount amount to 10.
Participant Discount Participant discounts apply a fixed or percentage amount from activity products only. The discount is applied separately for each participant, up to the maximum configured values below. Number of participants to discount per activity is how many participants to discount per number of activities (as set in the requirements section above) The Maximum number of participants to discount is how many people can be discounted in each booking. The Maximum number of activities to apply discount to is how many activities can be discounted in each booking.
You can ensure a discount is only applied or not applied to a specific type of event being booked by adding the Product’s tag here. i.e. Offer is only valid on Arrive & Drive sessions and not to be applied to Early Bird sessions. You can use just the "only apply" option or just the "do not apply" option if preferred.
Activity Discounts You can set your discount to apply for the activity as a whole, regardless of how many participants are taking part. Number of activities to discount is the number of activities to discount per number of activities in the requirements section above. The Maximum number of participants to discount per activity is how many people can be discounted in each activity. The Maximum number of activities to apply discount to is how many activities can be discounted in each booking.
You can ensure a discount is only applied or not applied to a specific type of event being booked by adding the Product’s tag here. i.e. Offer is only valid on Arrive & Drive sessions and not to be applied to Early Bird sessions. You can use just the "only apply" option or just the "do not apply" option if preferred.
Item Discounts Bill item discounts allow you to discount non-activity products on a booking (e.g. Balaclavas, trophies, food etc). Item quantity to discount is the number of items that can be discounted i.e. if only one Item should be discounted it is 1. If you only want the discount to be applied once, then the maximum quantity to discount should be 1. If you can discount an item multiple times enter the amount it can be applied here. If you only want to discount one item on the bill, enter one in Maximum number of items to discount or for multiple times more than one i.e. two for twice etc.
You can ensure a discount is only applied or not applied to a specific type of item on the bill by adding the Product’s tag here. i.e. Offer is only valid on Arrive & Drive sessions and not to be applied on products with the Alcohol tag. You can use just the "only apply" option or just the "do not apply" option if preferred.
Discount Types After you have set the details you can then set whether the discount will be percentage off or a fixed amount. For a 25% discount set the Discount type to ‘Percentage amount’ and the Discount percentage to 15. To take £10 off the total bill set the Discount type to ‘Fixed’ and the discount amount to 10.
Accounting Information You also have the same categories for your finance reports if you use them. Ending a Promotion Press Save to start your promotion. If your promotion has a end date or budget it will end when that date or target is met. To end your campaign just enter an end date. Your promotion will then expire and be hidden from the list (unless Show Expired is ticked).

Please see some of these Example Promotions and discounts to get you started on your own.