IN BRIEF
The Promo Code Report (MAR-2) provides a detailed list of charges and enrollments that were created using promo codes within a specified date range. Administrators can use this report to track promo code usage, review discounts applied, and confirm which programs, families, and charge types were affected.
Overview
The Promo Code Report displays activity associated with promo codes, including both charges and enrollments, based on the filters selected when generating the report.
The report may include:
- Charge date.
- Charge description.
- Program.
- Charge category.
- Family name.
- Promo code used.
- Discount amount applied based on the promo code.
For enrollments that do not generate a charge on the ledger—such as enrollments using a TRIAL-type promo code or promo codes that result in a $0.00 tuition charge—the report will still include:
- Program.
- Family.
- Promo code.
- Amount ($0.00).
Important Notes
- Filters related to enrollments reflect results based on the start and end dates selected when generating the report.
- If you frequently run this report using the same filter settings, those filters can be saved as Preset Filters. Presets can be loaded when opening the report, after which you only need to select a date range and generate the report in your preferred format.
Accessing the Report
- From the main navigation menu, go to Reports.
- Navigate to the Marketing section.
- Select Promo Code Report (MAR-2) from the list of available reports.
Step-by-Step Instructions
- Navigate to the Promo Code Report (MAR-2).
- Set a Start Date and End Date.
- Only charges created within this date range are included.
- If both fields are left blank, the System defaults to the current date for both.
- Apply any of the available filters described below.
- Choose your preferred output format to generate the report.
Available Filters
Locations
- Limits results to charges associated with the selected location(s).
Enrollment Type
- Include Class.
- Include Camp.
- Include Appointment.
- Include Non-Appointment.
Enrollment Type Notes:
- All four options are enabled by default.
- Camp enrollments are considered ACTIVE from the first selected block through the last selected block, including any days in between.
- Enabling Include Non-Appointment includes charges that are not tuition-based, such as Point of Sale charges, when a promo code is used.
Day of Week
- Limits results to students with active enrollments in classes or camps that meet on the selected day(s) of the week.
Class/Camp Status
- Active: Includes only activity in classes or camps currently marked “Active.”
- Inactive: Includes only activity in classes or camps currently marked “Inactive.”
Choose Promo Codes
- Limits results to charges associated with the selected promo code(s).
- If left blank, all promo codes that meet other criteria are included.
Choose Charge Categories
- Limits results to charges associated with the selected charge category or categories.
- If left blank, all applicable charge categories are included.
Choose Program
- Limits results to charges associated with the selected program or programs.
- If left blank, all applicable programs are included.
Choose Instructor
- Limits results to charges associated with classes assigned to the selected instructor(s).
Instructor-related notes:
- Instructors with no qualifying enrollments or events during the selected date range will not appear in results.
- If an instructor was deleted after the report start date, results will still include entries prior to deletion.
- If an instructor was created or assigned after the report end date, they will not appear in results.
Choose Class Level
- Limits results to charges associated with the selected class level(s).
- If left blank, all applicable class levels are included.
Class/Camp Pre-Filters
Pre-filters affect only which options appear in the class, camp, or appointment selection lists. They do not directly filter report results.
Choose Instructors (Pre-Filter)
- Limits the Choose Class/Camp options to only classes or camps associated with the selected instructor(s).
Instructor-related notes apply as outlined above.
Choose Class
- Limits results to charges related to the selected class or classes, based on the selected date range.
Choose Camp
- Limits results to charges related to the selected camp or camps, based on the selected date range.
Choose Appointment
- Limits results to charges related to the selected appointment or appointments, based on the selected date range.
Additional Notes
- Changing the date range after selecting pre-filters may cause some selections to become invalid and excluded from the final report.
- Because TRIAL enrollments do not generate charges, when using Trial Tracking type promo codes, only the class program, promo code, and family name appear in the report.
Generating the report
- Confirm your filters.
- Select your preferred format (HTML, PDF, XLS, or CSV) to generate the report.
Troubleshooting & FAQs
-
Why do some enrollments show a $0.00 amount?
- Enrollments using TRIAL-type promo codes or promo codes that reduce tuition to $0.00 do not create ledger charges, but are still included for tracking purposes.
-
Why is an instructor missing from the report?
- The instructor may not have been associated with qualifying enrollments during the selected date range, may have been created after the report end date, or may have been deleted after the report start date.
-
Why did some class or camp selections disappear after changing the date range?
- Pre-filter selections may become invalid when the date range is changed and will not be reflected in the final report.