Set up a discount policy and a promotional code for one or more rates
Watch this video and you will know how to create a discount policy and how to create a promotional code.
Set up a discount policy
To create a discount policy follow the steps:
Click CRM.
Click discount policies.
Click the button + Create Discount Policy.
Enter a title.
Click on the drop down menu and select a discount type.
You can select a percentage discount or fixed monetary discount.
Enter a description.
This is for internal use and an example would be 10% off BAR.
Set a rule for the policy.
Drag the slider to the value of your discount.
If you enter a rate code in allow rates box this will apply the discount to the specific rate.
If you enter a rate code in the disallow rates box the rate will not have the discount applied.
If you choose not to enter a rate code in either box the discount will apply to all rates.
Click add rule if you would like to set up multiple discounts. For example 15% off BAR and 10% off DBB.
Click save changes.
Your policy is now created and will appear on the discount policy page.
🤓 Tip: This policy is hidden at the moment. To allow customers to unlock this discount you will need to create a promo code. Details are in the video above and outlined below.
Set up a promotional code
To create a promotional code follow the steps:
Click CRM.
Click manage promotions.
Click the button create promo code.
Click the general tab and complete the following information:
Under the header access information give your promo code a name.
Do not click the button regarding dynamic promo code.
Under the header reporting and organisation fill in the reporting code and profile code.
A note can be added for internal reference.
Click the second tab named contact this can remain blank.
Click the tab rates.
The drop down menu will default to map individual rates. In this set up scenario do not change this setting.
Click on the rates that match your discount policy.
If you have not created your discount policy prior to creating the promo code, select the tab discount policy.
In this tab you can add your discount policy to the promo code by selecting the discount policy from the drop down.
Click create discount policy and a new screen will open.
Enter a title.
Click on the drop down menu and select a discount type.
You can select a percentage discount or fixed monetary discount.
Enter a description.
This is for internal use and an example would be 10% off BAR.
Set a rule for the policy.
Drag the slider to the value of your discount.
If you enter a rate code in allow rates box this will apply the discount to the specific rate.
If you enter a rate code in the disallow rates box the rate will not have the discount applied.
If you choose not to enter a rate code in either box the discount will apply to all rates.
Click add rule if you would like to set up multiple discounts. For example 15% off BAR and 10% off DBB.
Click save changes.
Add your discount policy to your promo code.
To add your discount policy to your promotional code follow the steps below:
Click CRM.
Click manage promotions.
On the home screen click select a policy.
Click on the discount policy.
Click the correct promo code.
Click the button called none to add the discount policy to the promo code.
Apply restrictions to your promotional code
Option 1
Follow the steps below to apply restrictions to your promo code:
Click CRM.
Click manage promotions.
On the home screen click the calendar icon.
This opens a new screen.
There are two restriction options.
Date of stay restrictions - When you click on a date on the calendar on the right – the discount will apply where the green dot has been applied.
You can set a restriction so that the discount is only available for certain dates of stay (for example the month of October or every Sunday in August).
However if no dates are selected, then any discount polices associated with this promo code would apply on all days of stay.
Date of use restrictions - You can also optionally restrict the dates on which users can enter this promo code on your website.
Add one or more date ranges below if you wish to have a discount or promo code that can only be entered by a user during certain periods.
Click save changes.
Option 2
Click CRM.
Click manage promotions.
On the home screen click the calendar icon.
This opens a new screen.
Within the editor, you can add multiple rules, with each rule consisting of a set of rate codes and dates which those rates would only be bookable.
This feature removes the need to set up multiple short-lived rates attached to a promo code. Instead, you can have one special rate that is protected, and has pricing all year round, but a promo code can unlock only a short window for booking on those rates.
Within the editor, you can add multiple rules, with each rule consisting of a set of rate codes and dates which those rates would only be bookable.
Click save changes.
Access the discount
The below steps outline how a customer can receive the discount:
Under the header account information on the manage promotions screen you will see a link.
Copy this link if you would like to populate it in a campaign.
This link will open the discounted rate.
The other option is to give the customer the promo code and they will add the code during the booking process.
⚠️ Important: Please ensure you copy the link from the manage promotions screen, otherwise the link will not work.
Promotional codes on a confirmation email
Follow the steps below to view promo codes on a confirmation email:
When a customer makes a reservation using a promo code, the code will display on the confirmation email that the hotel receive.
The promo code will appear in the top section of the confirmation email.
Access a hidden rate with the use of a promotional code
Note: A hidden rate can only be accessed using a promo code. It will only show to the customer when they enter a promo code during the booking path.
How to create a hidden rate
Follow the steps below to create a hidden rate:
Click on the booking engine tab.
Hover over rates and packages.
Click browse rates.
The list of your rates will populate.
On this screen you will see a lock symbol in orange and this indicates a hidden rate.
If your rate does not have this lock symbol.
Click edit on the specific rate.
Click the tab advanced.
Under the header access restriction click the box protected rate.
Click save changes.
How to create a promo code to access a hidden rate
In the below steps it will outline how to create a promo code for your hidden rate:
Click the CRM tab along the top navigation.
Click manage promotions.
Click the button create promo code.
Click the general tab and complete the following information:
Under the header access information give your promo code a name.
Do not click the button regarding dynamic promo code.
Under the header reporting and organisation fill in the reporting code and profile code.
A note can be added for internal reference.
Click the second tab named contact this can remain blank.
Click the header rates.
The drop down menu will default to map individual rates. In this set up scenario do not change this setting.
Click on the hidden rate from the list of rates.
Click save changes.
The below steps outline how a customer can access the hidden rate:
Under the header account information on the manage promotions screen you will see a link.
Copy this link if you would like to populate it in a campaign.
This link will open the hidden rate.
The other option is to give the customer the promo code and they will add the code during the booking process.
⚠️ Important: Please ensure you copy the link from the manage promotions screen, otherwise the link will not work.
Create once off or unique promo codes for a campaign
⚠️ Important: Dynamic promo codes, this is a special feature where you can generate a series of unique promo codes such as “SAVE001”, “SAVE002”, “SAVE003”. This should NOT be ticked on a standard promotion.
Follow the steps below to create a dynamic promo code:
Click CRM.
Click manage promotions.
Click the button create promo code.
Click the general tab and complete the following information:
Under the header access information give your promo code a name. For example WAIT5???
The promo code name must contain the unique feature of three question marks.
Click the button regarding dynamic promo code.
Under the header reporting and organisation fill in the reporting code and profile code. These do not need to contain the three question marks.
A note can be added for internal reference.
Click the second tab named contact this can remain blank.
Click the header rates.
The drop down menu will default to map individual rates. In this set up scenario do not change this setting.
Click on the rates that match your discount policy.
Click save changes.
How to access the unique promo codes
Follow the steps below to export the unique promo codes:
Click CRM.
Click manage promotions.
You will see the promo code you have created.
You will note there is now a unique box along side the promo code, first image below.
Click this box.
Insert wildcard characters for example A-Z and 2-9, see image two.
You can insert a booking limit. How many times can a customer use the promo code. Leave this blank if you wish your customer to use the code on multiple occasions.
Click save changes.
Export the unique promo codes.
You will now need to give your customers the individual unique promo code.
Promo code masking
Follow the steps below to activate promo code masking:
Click booking engine along the top navigation.
Hover over site configuration.
Click edit site profile.
Click the tab flags.
Tick mask promo inputs.
Click save changes.
Protected rate showing on the public booking engine
If you have created a protected rate and it is displaying on the choose page on your booking engine there are two reasons for this:
Ensure public availability (MDA) page is not ticked.
This button is in the advanced tab of your rate.
If this is unticked and you are still seeing the protected rate on the choose page you will need to clear your cookies on the PC.
When you enter the promo code once it is remembered and that is why the rate is appearing on the choose page once you clear your cookies, the promo code will be forgotten and the protected rate will stop appearing.
Contact support if the issue persists.
View suspended promotions
You may need to access suspended promotions to do this follow the steps below:
Click CRM along the top navigation.
On the left navigation click manage promotions.
A message will pop up to indicate suspended items.
Click the play button.
This will show hidden promotions that are indicated with an orange pause button.
