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Promotional Campaigns

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Promotional Campaigns

Note: these campaigns currently only work with WebLink 2.0. If you have a custom web integration using our GraphQL API and would like to use this feature, please use our Developer Portal. 

Promotions within Administrate allow you to create structured marketing campaigns that can be tracked throughout their lifecycle.

Using Promotions, you can:

  • Create targeted discount campaigns
  • Restrict usage to specific products, customers, or conditions
  • Control how often and when discounts can be used
  • Measure performance through reporting

For example, you might create a campaign promoting a new set of Courses, apply a discount, restrict it to those Courses, and define validity dates so the campaign automatically expires.

All Promotion activity is exposed to reporting, allowing you to evaluate performance and optimize future campaigns.

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Accessing Promotions

You can access Promotions via the Control Panel 

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Promotion Types

% Discount

e.g., I want to give a 10% discount to my customers for their entire basket total

In this configuration, you can define:

  • The name of the Promotion
  • Validity dates (start and expiry)
  • Discount Type as a percentage (%)
  • The percentage value
  • Maximum Discount Value
    • Caps the discount applied to larger orders
    • Uses your instance’s base currency
  • Whether the promotion applies broadly or with restrictions

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Flat Rate Discounts

e.g., I want to give a monetary discount

For Flat Rate discounts, the same configuration applies as percentage discounts, except:

  • Discount Type is set to Fixed
  • No maximum discount value can be defined

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Buy X Get Y

e.g., I want to give free seats when a customer buys a certain number

Buy X Get Y promotions allow you to offer additional seats when purchase thresholds are met.

In the example above:

  • If a customer buys 4 seats, they receive 2 free
  • A maximum limit controls how many free seats can be granted
  • You can restrict whether free seats apply only to the same event

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Configurable Restrictions

Promotions can be restricted to specific products or conditions to control when they apply.

Specific Products

This section determines what the Promotion applies to.

  • Click Type to define scope:
    • Course
    • Location
    • Event
    • Category
    • Associated Account
    • Learning Path
    • Course Custom Field
  • You can combine multiple rules for more precise targeting

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Order Requirements

Once scope is defined, you can apply additional requirements that must be met for the promotion to apply.

  • Minimum Order Value
    • The total basket value required before the discount applies
  • Course
  • Location
  • Event
  • Category
  • Associated Account
  • Learning Path
  • Course Custom Field

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Codes

After creating a Promotion, you can generate and manage the associated codes. 

Within Codes, you can:

  • Set usage limits (unlimited or capped)
  • Generate multiple codes for the same promotion
  • Use prefixes to group or identify codes
  • Define the length of generated codes
  • Edit or deactivate codes after creation

Editing is particularly useful for renaming system-generated codes (e.g., changing SUMMERAI to SUMMER10).

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Reporting on Promotions

Promotions and their associated codes are available across the reporting system, including Bookings.

Reporting allows you to:

  • Track usage of codes
  • Measure total booking value
  • Compare revenue vs discount applied

You can export Codes to CSV in two ways:

  • Directly from the main Promotions screen
  • From within an individual Promotion:

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FAQs

Here are some Frequently Asked Questions about this feature. If you still do not find your question answered, please get in touch with our support desk through the  icon in the top right of the TMS.

Is this feature different from the Promo Codes feature?

A: Yes, this feature is different from the Promo Codes feature. It provides more advanced campaign configuration and control, and is currently available only on WebLink 2.0.

At what time does a promotion expire?

A: Promotions expire at the end of the expiry date (11:59 PM / 23:59).

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