How to create and deploy promo codes to your GC Events - both simplex and complex - to create opportunities for discounts, comped tickets, to log offline registrations, etc.
It’s easy to create promo codes in GC Events for both simple and complex events. The possibilities are endless: early bird discounts, milestone class year discounts, fully comped tickets, and more. Promo codes are one way to log offline registrations for people who pay by check or are VIPs that you won’t expect to register online but are planning to attend. Learn more about entering offline registrations here.
How it works:
- You can create as many promo codes per event as you like
- Promo codes can either be a percentage or total dollar amount reduction
- You can assign (and change) a start and end date between which registrants can access each code—so you can “set it and forget it”
- Registrants can only apply one promo code per order
- For complex events, you will determine if a promo code applies to the overall ticket cost only or the activity and add-on cost as well.
Setting up your promo codes:
Promo codes can be established during the creation of a new event or after the fact. Navigate to Edit Event > Promo Codes. Here, you can create new promo codes and adjust existing ones.
Settings per promo code:
Fields marked with * cannot be changed once the promo code has been used (even as a test registration) or has been applied to a ticket that is reserved in someone’s cart. The best way to test promo codes is to clone your event and register in that clone, as you won’t be able to make substantive changes to your promo codes after they have been used.
- Promo code name*
- This shows up in the Registrations Report and is what the registrant will enter at the payment step. We recommend choosing a name that is both helpful for your team and appropriate for registrants. 🔔 Promo code names must be unique within the event.
- Description
- Optional field that is only visible to GC Events admins.
- Discount Type*
- Choose between a percentage or dollar amount off.
- Discount Percent / Amount*
- 🔔 The total amount a registrant pays can never be less than $0.00. If a total dollar amount discount brings the total to less than $0.00, it will just be $0.00.
- 🔔 Stripe does not allow charges less than $0.50. If the amount of the registration fee (not including any donations) is less than $0.50, we will round down to $0.00.
- Start Date
- From which date/time the code is valid.
- End Date
- At which date/time the code is no longer valid.
- Limit
- You can optionally set the maximum number of times an individual promo code can be applied. This number can be changed after the fact to be bigger, but you won’t be able to make the limit smaller than the number of times it has already been used.
- Ex. You run a promotional campaign where the first 100 people who sign up for your Homecoming event get a 20% discount. You would set the limit for that promo code to 100.
- You can optionally set the maximum number of times an individual promo code can be applied. This number can be changed after the fact to be bigger, but you won’t be able to make the limit smaller than the number of times it has already been used.
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For Complex Events Only:
- Include event Add-Ons and Activities in discount*
- You can choose whether the discount should apply to only the overall ticket fee or fees associated with add-ons and activities as well.
- Ex. Your complex event has a ticket cost of $100 per attendee. Someone registers themselves plus one guest for $200 plus an additional $50 in activities and add-ons. They utilize a promo code offering a 20% discount.
- If the checkbox is selected, their discount will be $50 (20% off $250)
- If the checkbox is not selected, their discount will be $40 (20% off $200)
- Ex. Your complex event has a ticket cost of $100 per attendee. Someone registers themselves plus one guest for $200 plus an additional $50 in activities and add-ons. They utilize a promo code offering a 20% discount.
- You can choose whether the discount should apply to only the overall ticket fee or fees associated with add-ons and activities as well.
- Include event Add-Ons and Activities in discount*
Once applied, the payment total will update to reflect the discount. Registrants can choose to remove the discount if they wish. Discounts do not apply to any donations made at checkout.
The email confirmation will reflect the promo code applied and discount amount.
Reporting:
We added two columns to the Registrations Report: promo_applied and promo_discount. Promo_applied is the name of the promo code, and promo_discount is the amount actually discounted. (This may not equal the dollar amount you set for the discount, if that dollar amount would bring the total payable below $0.00.)
These data points are also available in the API. Read more about your GC Events Reporting options here.
FAQs
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Q: Can I remove a promo code?
- A: If it hasn’t been used yet, you may delete a promo code. If it has been used, you may deactivate it. Deactivating a code changes the end date to the current date and time so it can no longer be used.
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Q: What happens if one of my constituents tries to use a code that’s no longer active, misspelled, or otherwise not valid?
- A: They will see an error message: ‘invalid promo code’
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Q: How can I see how many people have used a promo code?
- A: Go to the Registrations Report for the event, where we have added columns for promo_applied (the code name) and promo_discount (the reduction amount). You can filter on promo_applied to see how many registrations a code has been applied to.
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Q: Can I apply a promo code to an existing registration through the admin view?
- A: No, not at this time. Promo codes can only be used during the primary registration flow.
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Q: Can I create a promo code that is applicable only to a specific activity, ticket type, or add-on?
- A: No. Discounts can only be applied to the whole order (including all guests) or the event-level tickets (excluding all add-ons and activities).
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Q: Are the promo codes reporting data points available via the API?
- A: Yes!