IN BRIEF
After Promo Codes have been created and assigned, they can be used in both the Customer Portal/Mobile App and the Office Portal. Customers can enter Promo Codes during checkout, and staff can apply them when processing enrollments, creating charges, or completing Point of Sale transactions.
- Overview
- Using Promo Codes in the Customer Portal
- Using Promo Codes in the Office Portal
- Troubleshooting & FAQs
- Related Articles
Overview
Promo Codes allow discounts or special pricing to be applied at checkout. Depending on the type, they can:
- Apply a percentage or dollar discount
- Assign the enrollment to a specific Billing Schedule
- Force a TRIAL enrollment type
Important Notes:
- Only one Promo Code can be entered at a time in the Customer Portal/Mobile App, but multiple codes can be applied in sequence if settings allow.
- Promo Codes apply to each eligible enrollment, not the cart total.
- For example, a $10 Promo Code attached to two eligible classes will discount $10 from each class tuition.
- When applied from the Customer Portal/Mobile App, Promo Codes only apply to tuition charges. They cannot be applied to parties or anniversary fees.
Using Promo Codes in the Customer Portal
- Ensure Allow Promo Codes is enabled under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>FINANCIAL.
- Customers enter the Promo Code in the text field on the Shopping Cart page.
- The discount is automatically applied to eligible enrollments.
- The used Promo Code is saved with the student’s enrollment record.
Linking to Classes or Camps with a Promo Code
You can create direct links to pre-filtered results that only show events (classes/camps/appointments) associated with a Promo Code by adding ?promo=[PROMOCODE] to your Customer Portal URL.
Examples:
-
.../booking?promo=[PROMOCODE] = Bookings page filtered for eligible Classes, Camps, or Appointments.
- NOTE: If Parties are enabled, the "Book a Party" link will also be displayed; however, parties are not eligible for Promo Codes.
- .../classes?promo=[PROMOCODE] = Only eligible Classes are displayed.
- .../camps/[CAMP TYPE ID]?promo=[PROMOCODE] = Only eligible Camps for a specific type are displayed.
- .../appointments/[SERVICE ID]?promo=[PROMOCODE] = Only eligible Appointments for a specific service are displayed.
Notes:
- The encoded link can be copied from the Promo Code edit window after saving.
- The Promo Code filter appears read-only in the portal. While the filter can be removed, it cannot be replaced with another Promo Code.
Order of Calculations in the Customer Portal
- Full tuition price (flat or hourly, depending on settings)
- Proration for missed days
- Discount schedule (multi-student and special discounts)
- Promo Codes deducted
- For camps, user-defined fees added (may be affected by Promo Codes)
- Percentage codes will always apply to both camp tuition and user-defined fees
- Dollar codes will only discount user defined question amounts if the full camp price has already been discounted to 0 and there is still a portion of the Promo Code value to be applied.
Invalid Promo Codes
- Customers entering an invalid code see an error: “The Promo Code was unable to be attached.”
- If the enrollment is a request, the attempted Promo Code is still recorded with the request and will be displayed in the Online Activity entry so staff can apply it when creating the tuition charge via the Office Portal.
Camp Enrollment Modifications
When charging for camp enrollment modifications, the system will honor the setting under SETTINGS>CUSTOMER PORTAL>OTHER SETTINGS>CAMP REGISTRATION>"When Charging for Modifying Camp Enrollment Schedules."
- Charge the Difference – Discount applies only to the modification.
- Charge the Remainder Owed – Discount applies to the full charge.
If applying the discount creates a negative balance, the total is capped at $0.
Using Promo Codes in the Office Portal
Promo Codes can be applied to charges manually, as a separate line item, or via Point of Sale.
Processing Enrollment Requests
- If a parent includes a Promo Code in their request, it appears in Enrollment Details.
- Promo Codes are not applied automatically when billing.
- Staff must manually create a charge on the ledger using the Promo Code line item type.
Applying Promo Codes on the Ledger or Group/Miscellaneous Charges
- Add the tuition line item(s).
- Select Promo Code as the line item type.
- Choose the correct Promo Code.
- Save the charge.
- If multiple line items exist, staff will be asked how to apply the code.
Notes:
- Promo Codes apply to all line items in a charge.
- To avoid unwanted discounts, create different fees (e.g., anniversary fees) as a separate charge.
- For camps, user-defined question purchases are included in tuition amounts.
- If you do not want user-defined questions discounted, apply a manual discount instead of a Promo Code.
Using Promo Codes in Point of Sale
- Promo Codes are inherited from the Program assigned to the product.
- Codes apply to all products under that Program, including Punch Passes.
- Customers enter the code in the Shopping Cart screen before checkout.
Order of Calculations in the Office Portal
- Tuition line item created (includes any eligible discounts).
- Promo Code added as a separate line item.
- Charge saved.
Notes:
- Because staff manually add Promo Codes, line item type restrictions do not apply.
- Promo Codes apply to all line items in a charge.
- To avoid unwanted discounts, create different fees (e.g., anniversary fees) as a separate charge.
Troubleshooting & FAQs
-
Why didn’t my Promo Code apply in the Office Portal?
- Staff must manually add a Promo Code line item; they are not applied automatically.
-
Can Promo Codes be restricted to certain products in Point of Sale?
- No. Codes apply to all items associated with the Program they are attached to.
-
Why do Promo Codes apply multiple times?
- Promo Codes apply to each eligible enrollment, not the cart total.