Reservation Discounts & Promo Codes

. Promo Codes can be created in order to apply discounts to Reservation-based Events. We recommend that you read this entire article before building your first Promo Code so you know how to properly create, apply and understand how Promo Codes will behave.

Using Promo Codes on Reservations
Promo Codes can be created in order to apply discounts to Reservation-based Events. We strongly recommend that you read this entire article before building your first Promo Code so you know how to properly create, apply and understand how Promo Codes will behave.

Building a Promo Code (Reservations)
Please note that you must have Admin-level privileges to create a Promo Code.

1. Log into the CellarPass Backoffice by going towww.cellarpass.com/manage.
2. Select Experiences from the left-hand navigation
3. select Discounts from the submenu.
4. Click the New Discount button located in the top-right corner of the screen to create your new Promo Code.
5. In the Discount Name field, enter the name of the Discount as to how it will be referred to in the backoffice.
6. Enter a Promo Code by following the minimum criteria outlined in the "help" text of the field.
7. From the Discount Type, select By Order Total or Fee Per Person:
   1. By Order Total will take the discount off the Order Total
   2. Fee Per Person will discount that amount on a Per Person basis.
8. From the Date Type dropdown, select By Date Booked or Event Date:
   1. By Date Booked will set the validity of the Promo Code based on when the Reservation is booked (saved date).
   2. By Event Date will set the validity of the Promo Code based on when the Event takes place.
9. For Discount Schema select either Percentage Off or Dollar Off.
10. Enter either a Discount Amount (in dollars) or a Discount Percentage that will be applied to the Per Person Fee (not Order Total).
11. For Campaign Starts, enter a Start Date (and time) for when you would like the Promo Code to begin being accepted.
12. For Campaign Ends, enter an End Date (and time) for when you would like the Promo Code to stop being accepted following the rule of Date Type selected above.
13. In the Number of Uses section, make a decision whether you are going to accept the Promo Code allows Unlimited uses, or a Total Number of Reservations.
14. Next, set a Minimum Guests and Maximum Guests number of guests the Promo Code can be used for. For example, you can set a Maximum of 2. A party of 4 would receive the discount on the first two guests, but not on guests #3 and #4.
15. Click the Save button to retain your Promo Code.

Assigning Promo Codes to Reservation-based Events
Now that you've created your Promo Code, you now need to tell the system as to which Event(s) will accept the code. There are two methods to achieving this step; either by selecting the Events while building the Promo Code, or Editing the Reservation-based Events themselves.

Assigning Promo Codes to Events (Via Event Editor)
1. Log into the CellarPass Backoffice by going to www.cellarpass.com/manage.
 2. Select Experiences from the left-hand navigation, then select Events from the submenu.
3. Click on the Name of the Experience button located to the left of the Event you wish to make the Promo Code applicable.
4. Click on the Discounting tab located at the top of the screen.
5. In the Available Discount Codes section, look for the Available column. This will list all the current and active Promo Codes.
6. Click each of the Promo Codes listed on the left that you wish to apply to this specific Event.
7. Click Save to retain your changes.
8. Repeat Steps 2-7 for the rest of your Events that any available Promo Codes will be applicable.

Assigning Promo Codes to Events (Via Promo Editor)
1. Log into the CellarPass Backoffice by going towww.cellarpass.com/manage.
2. Select Experiences from the left-hand navigation.
3. Click on the "Discounts" button.
4. Locate the Promotion that you would like to assign to Event(s) and click the Edit button.
5. Near the bottom of the Promo editor, look for the "Applicable Events" field and click in the empty box.
6. From the list of the available (active) Reservation-based Events, click the names to associate it to the Promo Code.
7. Continue to add the rest of the Event(s) as needed.
8. Click Save to retain your changes.
9. Repeat Steps 2-8 for the rest of your Events that any available Promo Codes will be applicable.

Using Promo Code URLs to Automatically Apply Discounts
Now that you've created your promo codes, the best part is using the promo code feature is the unique promo code URLs that are generated. These URLs allow you to use them on your website, emails and digital campaigns to automatically apply the promo code, whether it discounts or not, so that you can track conversions without the need of setting up complicated Google Tags.

1. Once you have generated all of your promo codes, the last step is to assign the Promo Codes to your events, which is covered in the previous section. Now you are ready to generate some Promo Code URLs.

2. In the grid that shows all of your discounts within the Reservation event, you will see a URL button. By clicking this button, it will copy to the clipboard the full URL you need in order to automatically apply a discount.

DISCOUNT LIMITATIONS & LOGIC: PLEASE READ
It's important to fully understand the limitations and the logic as to how Promo Codes work on Reservations.
1. The system will not accept more than one Promo Code against a single Reservation.
2. If a Promo Code is set to require at least 4 Guests and the Reservation is set for 1-3 Guests, the Promo Code will not be accepted.
3. If a Promo Code is set for a Maximum number of guests of let's say 6, but the Guest is booking for 10 Guests, the system will apply a discount for the first 6 guests and NOT apply the discount on Guests 7-10.
4. If you utilizing one of the CellarPass eCommerce or CRM integrations where discounts can be automatically be applied based on a Guest's Account Type or Memberships, the system will provide the best possible discount between a Promo Code and the automated discounts but will NOT apply both.

Removing (or Deactivating) Promo Discount Codes
If a Promo Code needs to be removed from a Reservation-based Event, follow Steps 1-4 in the Assigning Promo Codes above. The system provides the ability to Delete Promo Codes which we don't recommend using as you will lose the history of how the Promo Code was configured for reference.

1. To remove the Promo Code, click on the applied Promo Code that is listed in the "Assigned" column that is in the Available Discount Codes section.
2. Click Save to retain your changes.

Please note that removing a Promo Code will not effect past Reservations unless the Reservation is modified as the Promo Code will no longer be available. So we recommend that you use caution when making changes to Reservations with inactive or expired Promo Codes.

Testing Your Promo Codes
We recommend that whenever you make ANY changes or add a new Promo Code that you complete end-to-end testing before any mass communication to your Guests is made regarding  Promo Code. Doing so will avoid any confusion or errors while configuring your Promo Codes.