IN BRIEF
Promotion (Promo) Codes in iClassPro allow you to create discounts or special pricing offers that can be redeemed and tracked during customer registrations and purchases. Administrators can set up Promo Codes by type, assign them to Programs or specific events (classes/camps/appointments), and later track their usage through reports.

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Creating a New Promo Code
  • Promo Code Types
  • Editing an Existing Promo Code
  • Assigning Promo Codes to Events
  • Assigning Promo Codes to Programs
  • Viewing Promo Code Associations
• Tracking Promo Codes
• Troubleshooting & FAQs
• Related Articles

Overview

Promo Codes are designed to support marketing, promotions, and trial tracking. They can:

• Apply a percentage or dollar discount
• Assign the enrollment to a specific Billing Schedule
• Force a TRIAL enrollment type
• Work alongside multi-student and multi-class discounts (not affected by the “Allow Discounts” setting)

Important Notes:

• At the time a Promo Code is created, it will apply to all events (classes/camps/appointments) and Point of Sale items (including Punch Passes) until it is attached to a specific event or Program.
• Beyond setting an expiration date or restricting to events/Programs, there is no limit to how many times a specific Promo Code can be used.
• Multiple Promo Codes can be combined in a single transaction, unless any of the Promo Codes being used has the "Can Be Combined With Other Promo Codes" setting enabled.

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Accessing the Feature

1. From the Office Portal, navigate to SETTINGS>SETUP>GENERAL SETTINGS>PROMOTION CODES.
2. To view or edit an existing code, double-select it from the list.

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Step-by-Step Instructions

Creating a New Promo Code

1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>PROMOTION CODES.
2. Select Add New Promotion Code.
3. Enter a Name for the Promo Code.
4. Enter the Code that customers will enter to redeem it.
   • The System will prevent saving if the code is already in use (including deleted codes).
5. (optional) Enable Can Be Combined With Other Promo Codes.
   • Disabled = cannot be combined/stacked with other Promo Codes in the shopping cart.
   • Enabled = can be combined/stacked with other Promo Codes in the shopping cart.
6. (optional) Enter an Expiration Date.
   • NOTE: Codes expire at 11:59 PM on the specified date.
7. Select the Promo Code Type (see below).
8. Depending on the type, enter the Amount, Percentage, or select a Billing Schedule.
   • NOTE: “Trial Tracking”-type Promo Codes require no additional setup.
9. Select Save.

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Promo Code Types

• Amount – applies a one-time dollar discount at enrollment.
• Percentage – applies a one-time percentage discount at enrollment.
• Billing Schedule – overrides default pricing by assigning a specific Billing Schedule.
  • Only works if the selected Billing Schedule exists on the chosen class.
  • Has no effect on camp or appointment bookings.
• Trial Tracking – forces the TRIAL enrollment type, regardless of other portal settings.
  • Has no effect on camp or appointment bookings.

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Editing an Existing Promo Code

• Amount and Percentage type codes can be changed between each other.
  • However, they cannot be changed to Billing Schedule and Trial Tracking type.
• Billing Schedule and Trial Tracking type codes cannot be changed to any other type.

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Assigning Promo Codes to Events

1. Go to the Classes, Appointments, or Camps page.
2. Locate the event to which the Promo Code(s) should be applied and select the Edit icon.
3. Open the Promo Codes tab.
4. Enable the checkbox next to the Promo Codes that should apply.
5. Select Save.

NOTE: Once a Promo Code is applied to a specific class/camp/appointment, it will not apply elsewhere unless manually applied by a staff member.

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Assigning Promo Codes to Programs

• Navigate to SETTINGS>SETUP>GENERAL SETTINGS>PROGRAMS.
• Click the pencil/edit icon to the left of the Program.
• At the bottom of the window, enable the checkbox(es) next to the desired Promo Code(s).
• Select Save.

NOTE: All events (classes/camps/appointments) and Point of Sale items (including Punch Passes) associated with that Program will be eligible for the Promo Code.

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Viewing Promo Code Associations

1. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>PROMOTION CODES.
2. Click the pencil/edit icon to the left of the Promo Code.
3. Select View Associations to see connected events (classes/camps/appointments) or Programs.

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Tracking Promo Codes

Use the Promo Codes Report (MAR-2) to track usage.

The report includes:

• Charge date and description
• Program and charge category
• Family name
• Promo Code used
• Discount amount

NOTE: “Trial Tracking” Promo Codes will appear in the report but will not include charge details (since Trials do not generate charges).

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Troubleshooting & FAQs

• Can I limit how many times a Promo Code is used?
  • No. Aside from expiration date and assignment restrictions, codes can be reused indefinitely as long as it is applicable to the event (classes/camps/appointments) or Program.
• Why is my Billing Schedule Promo Code not working?
  • Billing Schedule codes only apply to classes that have the selected Billing Schedule attached. They will not affect camps or appointments.
• Can I delete a Promo Code?
  • Yes, deleting a Promo Code will remove its association with any selected events (classes/camps/appointments) and Programs. However, the Promo Codes will be retained for historical reporting purposes.
• Can I restore a deleted Promo Code?
  • Yes. Navigate to SETTINGS>SETUP>GENERAL SETTINGS>PROMOTION CODES, then click on "Show Deleted Items."  Click the "Restore" icon to the left of the appropriate Promo Code to restore it.
    • NOTE: restoring a deleted Promo Code WILL NOTE restore its association with any previously selected events (classes/camps/appointments) and Programs. This will need to be done manually.

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Related Articles

• How Do I Use Promotion (Promo) Codes?
• What Is the Promo Codes Report (MAR-2)?

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