Race Roster offers the ability for event organizers who have multiple events on the platform to create an overarching organization in our CRM kingdom. An organization allows a user to connect each of their individual events under one umbrella.
What are organizational promo codes and how are they used
With this feature, event organizers can also create organizational promo codes, which allow the organizer to create a group of promo codes that can be redeemed across multiple events that are a part of the organization. Organizational promo codes simplify the code creation process across numerous events with a one-time set up, while also maintaining consistency in the naming of codes across all affiliated events. For example, you may want to create a promo code for a loyalty contact that would allow them a 30% discount on one out of your spring, summer and fall events, and simply let the contact redeem the promo code on the event they want. With this tool, you can set up a promo code without the hassle of asking which of the three events they want, or the worry that it will be redeemable beyond what's intended.
Setup
To create organizational promo codes across your events on Race Roster, please follow the steps below.
1. Create an organization in Race Roster CRM. If unsure how, consult our other article on organizations.
2. Add all of the events that the promo code(s) apply to the organization. You may want to create event groups as well.
3. Begin creating your organizational promo codes by visiting the event dashboard of one of the applicable events clicking on settings -> discounts -> promo codes from the lefthand side menu.
4. From the promo code settings, click the green + add promo code button in the top left corner of the page and then select add promo code or add multiple promo codes depending on if you are making only one code or multiple.
Remember:
- A single code may be redeemed once or multiple times. One-time redemption promo codes work well for corporate clients/special guests, or troubleshooting scenarios. Multiple redemptions work well for flyers or limited time offers promoted to the public, as it's the same code being used over and over again, possibly multiple times by the same person or household.
- Multiple promo codes work well for bulk deferrals or select participant groups. This option allows you to set up the exact same settings simultaneously for unique promo codes. You may later download and assign these codes to a list, for a one-to-one ratio of promo code to intended participant.
5. Enter in the following information for your promo code:
- Code name
- Note (this will only be viewable internally, and can be used as a reminder to explain why this code was originally created)
6. Now that your event belongs to an organization, you will see an organizations toggle which can be selected to make a code redeemable across any events within your organization. Configure the following fields for your new code:
- Select your organization
- Select an event group if you've created one already OR, select create a new group to compile a new group of your events this this promo code will be redeemable for
- Give your new group a name
- Select which of your events should be included in this organizational promo code group
7. After configuring your code's organization settings, configure your remaining settings for your new code as follows:
- Select if your promo code should applicable for
- Sub-event registrations
- Products
- Both
- Under 'Discount Type' select percentage, a flat fee or set pricing
- Under 'Discount Amount' add a dollar or percentage value for the discount or final price
- For 'Maximum Number of Redemptions' set limits on the number of times you would like the code to be available for use
- Under 'Time Window' define a timeframe using dates on the calendars in which codes can be used
- Under 'Sub-events' decide on which sub-events the discount code can be used (all or restrict to specific)
- Under 'Activation' you have the option to make the code available for use or disable it
8. Click the blue "Save & exit" button to save this code on all of your selected events within your organization.
Things to note
- Once a code has been redeemed, it cannot be deleted within any of the events
- Once a code has been redeemed on any event within the code group, it will have one less redemption across all of the other events in the group
- Once a code has been redeemed on any event within the code group, you will be unable to remove that event from the code group
- Once a code has been redeemed on any event within the code group, the code will become locked to that group and cannot be associated to a new group
- To delete a group, please reach out to our support team at director@raceroster.com
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