Creating a Check-in Offer (Reservations)

Creating & Managing a Check-In Offer for reservations-based experiences is available to any subscription that has an active RSVP subscription.

There's many options that are provided to you with regards to creating a special promotion, in this case we'll be focused on Check-in Offers related to reservation-based experiences.

When you check-in a guest using CellarPass Guest Link Pro, TablePro or via the admin panel, this will immediately trigger an email to be sent to the email address used for the party's reservation. This email will include the details about your Offer, what the Offer is, how to redeem it and so on.

The purpose of this type of offer is to create a CTA for the guest while they are on property, while other types of offers are designed to lure them when they are not on property.

Planning the Offer
One of the first tasks when creating an offer or promotion is to set your goals, which can be any of the following:

• Upgrade guests to a higher-level experience
• Enhance their experience with a complimentary cheese plate or charcuterie plate
• Discounts on onsite purchases
• Complimentary gift

One of the other factors you will need to consider is writing the "fine print" which basically states any limitations to your offer. This will have to be clear and concise so that your guest understands the limitations and how your team will redeem the offer.

Creating the Offer
Once you have determined your goal and have your limitations copy organized, it's time to start creating your Offer in the admin panel.

1. Log into CellarPass admin panel by going to https://www.cellarpass.com/manage
2. Select Marketing from the left-hand menu.
3. Select Offers & Promotions from the submenu.
4. Click Create New Promotion from the top right-hand corner of the screen.
5. You will find the following fields:
   1. Promotion Type- Select RSVP Check-in Promo.
   2. Promotion Name- Enter a promotion name, this never displayed to guests.
   3. Promotion Schema- Select the type of Offer such as "Complimentary Cheese Plate".
   4. Redemption Instructions- Write the instructions that will be used to describe how a guest would redeem your offer.
   5. Referral Code- If you require a Promo Code or Referral Code for your system to track the Offer, enter that value here. This will help assist the guest or staff member at time of redemption.
   6. Redemption Policy- Write the copy that handles your terms, conditions and limitations in this field. Always include some text to the effect of "See your host for more details".
   7. Status- Set this as Active.
   8. Reservation Events- You have a couple of options here based on if this Offer is applicable to specific Reservation-based events or "All". Click the All Events if you want this to be applied to all Reservation experiences (including future ones) or use the input field to search for your current experiences and select as needed.
   9. Promotion Start Date- This is the date when the offer would start.
   10. Promotion Start Time- This is the time (on the date above) when the offer would start.
   11. Promotion End Date- This is the date when the offer would end.
   12. Promotion End Time- This is the time (on the date above) when the offer would end.

Redeeming the Offer
Check-in Offers are pretty simple as it only requires your team to check the guest in to trigger the email and the guest to follow the instructions in the email to redeem it. Our recommendation is to keep it simple such as "show this email to your host for the complimentary cheese plate".

Testing the Offer
Whenever you create a new Offer or make modifications to an Offer, we always recommend you test it. The easiest way for you to test this is to:

1. Use the admin panel and book yourself a reservation that would occur in the next 15-30 minutes. Be sure this experience has been selected to be applicable to your Offer.
2. Using any of our check-in interfaces, check in your reservation.
3. Within a couple of minutes, you should receive the Offer email template. If you do not receive it, there's a couple of things to check:
   
   1. Confirm the email address on the reservation is valid
   2. Check your spam filter
   3. Review the Notifications tab on the reservation detail screen to view the current status of the email. 
4. If you are all good to go, there's nothing more you need to change- congrats!

The Email Template
To make sure this email is delivered at the highest success rate possible, this is a template that cannot be modified for individual subscriptions.