GC Events - Creating and Applying Promo Codes

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.
• 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)

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.

How Promo Codes Apply to Multiple Registrants

Percentage Discounts for Couples and Groups

When registrants register multiple attendees (like couples or foursomes) and apply a promo code, the discount applies to their entire order:

• A 20% discount applies to the total cost of all tickets in the order
• If someone registers themselves plus one guest at $100 per ticket ($200 total), a 20% discount saves them $40
• The discount percentage is calculated against the full order value, not per individual ticket

Alternative: Ticket Packages for Group Rates

For events with specific group pricing (like golf foursomes), consider using ticket packages instead of or in addition to promo codes:

• Create a ticket package that includes the desired number of attendees
• Set the package price to reflect your group discount
• Time-limit availability by setting start and end dates on the package

This approach provides more control over group pricing while accommodating early bird scenarios.

Allowing pay‑later registrations (golf outings, reunions, and day‑of payment)

Registrations with a price require a payment method during checkout. To reserve spots for attendees who plan to pay later, use one of the methods below:

Option 1: Add as an offline registrant (recommended)

Reserve spots without processing payment online:

1. Navigate to Events > [Event Name] > Offline Registrations.
2. Add registrants individually or upload a CSV to reserve multiple spots at once.

• Capacity tracking: Offline registrations count toward capacity limits and appear in reports.

Option 2: Create a 100% promo code for specific registrants

Generate a promo code that fully discounts the registration so invitees can complete their details without making an online payment:

• $0.00 checkout: A promo code set to 100% discount results in a $0.00 total at checkout.
• Targeted access: Share the code only with registrants who will pay later.

Reminder: If a ticket has a price, the checkout process expects a payment method. To enable pay‑later registrations, either add registrants offline or use a 100% promo code.

Testing Promo Codes and Payment Functionality

How to Test Promo Codes Without Affecting Live Events

To test promo codes and payment processing without creating permanent registrations in your live event:

Option 1: Clone Your Event for Testing (Recommended)

1. Clone your event to create a test version
2. Publish the cloned event for testing purposes
3. Register and test promo codes in the cloned event
4. Delete or archive the test event after verification
5. Make any needed adjustments to promo codes in your live event

Option 2: Publish Your Event Temporarily

1. Publish your event to enable payment processing
2. Test registrations and promo codes
3. Cancel/refund any test registrations
4. Return event to draft status if not ready for public registration

Important: You cannot test payment processing or promo codes in preview mode. Events must be published for payment functionality to work.

Promo Code Scope and Event Restrictions

Automatic Event Restriction:

• Promo codes are automatically restricted to the specific event where they are created
• A promo code created in "Alumni Awards Dinner" will ONLY work for that event
• The same promo code name can be used in different events without conflict
• No additional configuration is needed to limit promo codes to one event

Example Scenario:

• You create promo code "WINNER25" in your Alumni Awards Dinner event
• You also have a Homecoming Tailgate event during the same weekend
• Registrants can only use "WINNER25" when registering for Alumni Awards Dinner
• The promo code will not work for Homecoming Tailgate registrations
• You could create a separate "WINNER25" code in the Tailgate event if desired

Managing Multiple Events:

• Each event has its own separate promo code system
• Promo code names must be unique within each individual event
• The same promo code name can exist across multiple events
• This ensures awards, discounts, and special pricing apply only to intended events

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

• 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.

• 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’

• 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.
• 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.
• 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).
• Q: Are the promo codes reporting data points available via the API? 
  • A: Yes!