Coupon & Package Management in vcita

Offering discount coupons is a great way to show appreciation for your loyal customers while also bringing in new bookings. Let’s walk through how to create, promote, and manage your coupons.

How to Create and Apply Coupons

Coupons are special offers that apply to a single booking and are automatically added at checkout. They can also be applied to more than just appointments. You can use them for ad-hoc charges and product sales, making them ideal for multi-item purchases or custom sales situations. 

When creating a coupon, there are a few tips to keep in mind:

• Unlimited uses: Simply leave the redeem section blank to allow unlimited use of your coupons.
• Optional coupon limits: Limiting the coupon to specific services or staff members is completely optional.
• Using the same coupon code: Coupons can have the same code, but only one can be active at a time.

To create a coupon:

1. Open the platform.
2. Click Settings.
3. Click Packages & Coupons.
4. Click the Coupons tab.
5. Click the Create Coupon button.
6. Give your coupon a name.
7. Enter a custom coupon code.
8. Choose the discount type.
9. Set the coupon conditions.
10. Optional: Limit the coupon’s use to a specific service.
11. Click Save.

Apply Coupon as an Admin

If a client forgot to apply the coupon code or wants to add it to a booking or unpaid balance, you can still apply the discount.

To apply a coupon:

1. Open the platform.
2. Click Calendar.
3. Click Appointment List.
4. Select the relevant appointment.
5. Next to "Create Invoice,” click the more options icon   and choose Apply Coupon.
6. Pick the coupon you want to apply from the drop-down.
7. Click Save.

Apply Coupon as a Client

If a client needs help applying a coupon, you can assist them by following these steps:

1. Start the booking process for the service or product until you reach the checkout screen.
2. At checkout screen, click the link that says Have a coupon?
3. Enter the coupon code and click Apply.
4. You’ll see the discount applied before you finish your payment.

Register Using the Coupon

When a participant clicks the registration link, they'll be prompted to fill out the form, which may include event details. After applying the coupon, they can complete their registration.

To register with the coupon:

1. Click Register Now.
2. Optional: Enter any additional notes.
3. Click Continue.
4. At the checkout screen, click Have a coupon? hyperlink.
5. Enter the coupon code.
6. Click Apply.
7. Click Continue.
8. Click Great, thanks.

Check the Event List

Once registrations start, you can view the event list to see who’s signed up and who’s used the coupon. This lets you keep track of attendance and ensure spots are filled.

To check the event list:

1. Open the platform.
2. Click Calendar.
3. Click Event List.
4. Select an event.
5. Under the “Paid” panel, you can see who has paid with a coupon.

Create an Invoice for the Group Payments

If you're invoicing the organizer at the end of the event, you can create an invoice for the full group. Once the invoice is sent, clients will be able to pay through the Client Portal or in-person.

To create an invoice:

1. Open the platform.
2. Click Sales.
3. Click Billing & Invoicing.
4. Click New and select Invoice.
5. Select a client.
6. Under “Items,” choose the group event.
7. Next to the event, click the edit icon .
8. Add a description and quantity.
9. Click Save.
10. Click Send.

Track Your Coupons

To keep track of your coupons:

1. Open the platform.
2. Click Sales.
3. Select Billing & Invoicing.
4. In the filter, check the Has Coupon box.
5. From the “Selected Coupons” drop-down, choose the relevant coupon.

Managing Package Credits and Events

To ensure past events are correctly deducted from a client's package credits, keep the following requirements in mind:

• Matching Service Types: Verify that the event name and category exactly match the service type defined in the package.
• Renamed Events: If the event was renamed or changed, the platform may not automatically apply the credits.
• Payment Requests: Cancel any outstanding payment requests for those specific events.
• Manual Adjustments: Manually adjust the package credits in the client's record to reflect the correct remaining balance.

Frequently Asked Questions

Q: Can I use a coupon to purchase a service package?

No, the platform does not support the use of coupons for package purchases at this time.

Q: What happens if two coupons have the same code?

While multiple coupons can share the same code, only one of those coupons can remain active in the platform at any given time.

Q: Why are my past events not deducting from a client's package?

This usually occurs if the event name or category does not exactly match the service type defined in the package. You must ensure the naming is identical or manually adjust the package credits from their client card after canceling the payment request.

Q: Can I apply a coupon for a client after they have already booked?

Yes, you can apply a coupon as an admin by navigating to the Appointment List, selecting the appointment, and choosing the Apply Coupon option from the more options menu.

Q: Can I set an expiration date for my coupons?

Yes, when creating or editing a coupon, you can set an expiration date. Once that date passes, the coupon will automatically become inactive and cannot be used by clients.

Q: Is it possible to limit a coupon to a specific staff member?

Yes, the platform allows you to restrict coupon usage to specific staff members during the coupon setup process, though this is an optional setting.

Q: How do I reactivate a coupon that has been disabled?

To reactivate a coupon, go to Settings > Packages & Coupons, find the inactive coupon in your list, and update its status to active. Ensure no other coupon is currently using the same code.

Related to

• payments
• coupons
• promotions