Managing Discounts
The Convio Discounts application allows you to configure discounts that you can associate with portions of your Web site that involve financial transactions, such as eCommerce stores and products.*
You can apply a discount as a fixed rate or as a percentage based on the donation or purchase amount, as well as calculate it at a flat rate or in tiers based on the purchase or fee payment amounts. You can limit the number of discounts that are available and whether to require a discount code. You can also make the discount available to selected user groups and set the period of time for which the discount will be active.
Note: Discounts can also be configured from within the applications that use them, such as when creating or editing stores and products.
*Important: Discounts for TeamRaisers are now configured directly within the appropriate TeamRaiser event. Refer to ManagingTeamRaiser Discounts.
Click one of the following links to learn more about:
u Creating a New Discount
u Copying a Discount
u Modifying Existing Discount Information
u Activating a Discount
u Deactivating a Discount
u Deleting a Discount
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Creating a New Discount
The discount you create will be available in the applications that you select so that it can be selected when configuring a product or eCommerce store.
To create a new discount:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab. The Discounts list page displays.
3. Click Create new discount.
4. On the page that opens, for:
a Name, enter a label that can help administrators identify the discount in this list. This name will not be visible to constituents.
b Description, enter a phrase or statement to provide additional information about the purpose of the discount.
c Security Category, click the appropriate option from the drop-down list to determine the administrators who can view or modify the discount.
5. Click the Next button. The Amount page displays.
6. On this page, for:
a Choose how the discount will be applied:
u Leave the Percentage radio button selected to configure this discount as a percentage of the total transaction.
u Or, click the Fixed radio button to set a fixed amount.
b How do you want to calculate the amount for this discount:
u Leave the Flat discount radio button selected to apply the same amount across the board and, in the Amount field, enter the monetary amount or transaction percentage. Enter only the numbers without a currency or percentage symbol (for example, 10.50 or 2).
u Or, click the Tiered discount radio button to set different amounts at different transaction levels. The system displays the Enter the tiers and amount for tiered discount table.
1) Click into the first From Amount table cell and enter 0.
2) Click into the To Amount table cell and enter the monetary amount or transaction percentage at which the first tier ends.
3) Click into the Discount Amount table cell and enter the monetary amount or transaction percentage of this tier.
4) Click into each successive From Amount, To Amount, and Discount Amount table cells to set up each tier.
Notes: Leave the final To Amount cell empty to indicate the upper limit. Successive tiers must be contiguous.
7. Click the Next button. The Options page displays.
8. On this page, for Limit the total number of discounts:
u Leave the checkbox unchecked if you want every eligible constituent to receive the discount.
u Or, click the checkbox and enter the number of discounts available in the field below it.
9. Click the Next button. The Eligibility page displays.
10. On this page, for:
a Discount Code, optionally enter a word or a letter/number combination. This must be a unique value. You cannot re-use old codes, even if the discount associated with an earlier code has been deleted. If you do not set a code, people will not be required to enter a code to get the discount. You must enter a code if you will allow the discount to be used only one time by each constituent.
Important: If a constituent uses this code, it will override any other discounts available for an item.
b One time discount:
u Leave the checkbox unchecked to let a constituent use the code over and over again.
u Or, click the checkbox to allow a constituent to use this code only one time. If you make this a one time discount, you must provide a code.
c Discount groups, optionally check one or more groups and then click the Add Checked Groups button. The system adds the group(s) to the Selected Groups list.
Important: If no groups are selected, the discount is available to all site visitors.
11. Click the Next button. The Application Selection page displays.
12. To optionally associate the discount with an application:
Note: You do not have to associate this discount with an application at this time. You can configure or edit an item (such as an eCommerce product or store) to associate it with this discount. Only applications that support the type of discount you are configuring will display.
a Click Configure from the Action column of the application for which you want to make the discount available. The system displays the application’s list page (for example, the Products list or the Stores list).
b Click an item from the All Selections list and click the Add button. The system moves the item into the Your Selections list. Repeat this step for each item to which you want to make the discount available at this time.
c Click the Finish button. The selection list page closes and the Application Selection page again displays.
Note: Repeat this step to make this discount available to more than one application.
13. Click the Next button. The Approval page displays.
14. On this page, for:
a Choose an activation date for this discount:
u Leave the checkbox unselected if the discount will be available immediately.
u Or, click the checkbox and then click the date and time drop-down lists to set the date on which the discount will be available.
b Choose an expiration date for this discount:
u Leave the checkbox unselected if the discount will be available indefinitely.
u Or, click the checkbox and then click the date and time drop-down lists to set the date on which the discount will no longer be available.
c Approve this discount, if you are:
u Not ready to approve this discount or make it active at this time, click the Finish button. The system creates the discount, closes this page, and displays the Discounts list page again with your new discount in the list showing its Status as Not Approved.
Note: Later, you can approve the discount from the Discounts list page or return to this page and set activation dates before you approve it.
u Ready to make this discount available:
1) Click the Approve button. The system creates the discount and changes the button label to Unapprove.
2) Click the Finish button. The system closes this page and displays the Discounts list page again with your new discount in the list showing its Status as Active.
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Copying and Editing a Discount
You can copy an existing discount to create a new one. This procedure can be especially useful for creating a new discount that is only slightly different from the original.
To copy a discount:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list displayed. The eCommerce list page displays.
2. Click the Discounts tab. The system displays the Discounts List page.
3. Click Copy in the Action column beside the Name of the discount that you would like to duplicate. The system displays the Name and Description page.
4. Click into the Name field and enter a new label to help administrators identify this discount in the Discounts list.
5. Enter a new Description and select a new Security Category, if desired.
6. Click the Next button and work through the configuration flow, just as if you were creating a new discount. Be sure to change the Discount Code, since no two discounts can use the same code!
7. Click the Finish button when you complete the final page of the flow. You will return to the Discounts list page where your copied discount will now be listed.
For detailed information about changing the discount information, see Modifying Existing Discount Information
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Modifying Existing Discount Information
You can alter an existing discount to change (or assign if applicable):
u Application items (such as eCommerce product or stores) to which the discount may apply
u Application method in which the discount is applied (percentage vs fixed)
u Calculation method of the discount (flat vs tiered)
u Dates for activating and deactivating the discount
u Discount Code that must be entered to receive the discount
u Discount tier amounts and levels applied to purchases, donations, and fees paid
u Eligible user groups that can use the discount
u Name or description that displays in the Discounts List
u Number of discounts available to be used
u Number of times each constituent can use the discount
u Percentage or monetary amount applied to a discount
u Security Category of the administrators who can work with the discount
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Changing the Name or Description of the Discount
You can change the name or description of a discount to make it more descriptive or help distinguish it from other discounts.
To change the name or description of a discount:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list displayed. The eCommerce list page displays.
2. Click the Discounts tab. The Discounts list page displays.
3. Click Edit from the Action column of the discount to open the Name and Description page.
4. To change the name, click into the Name field and enter your changes.
5. To change the description, click into the Description field and enter your changes.
6. Click the Save button. The system displays the Saved discount successfully message.
7. Click Cancel to return to the Discounts list page.
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Changing the Security Category of the Discount
You can change the Security Category of a discount to specify the administrator group that can work with it.
To change the Security Category of a discount:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list. The eCommerce list page displays.
2. Click the Discounts tab. The Discounts list page displays.
3. Click Edit from the Action column of the discount to open the Name and Description page.
4. Click the Security Category drop-down list and select the appropriate option.
5. Click the Save button. The system displays the Saved discount successfully message.
6. Click Cancel to return to the Discounts list page.
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Changing the Application Method of the Discount (Percentage vs Fixed)
You can change the method used to apply the discount from a percentage of the transaction to a fixed amount, or vice versa.
To change the application method of a discount:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list. The eCommerce list page displays.
2. Click the Discounts tab. The Discounts list page displays.
3. Click Edit from the Action column of the discount to open the Name and Description page.
4. In the Process Navigator, click the Amount step.
5. Click the appropriate Percentage or Fixed radio button.
6. Click the Save button. The system displays the Saved discount successfully message.
7. Click Cancel to return to the Discounts list page.
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Changing the Calculation Method of the Discount (Flat vs Tiered)
You can change the method used to calculate the discount from flat to tiered, or vice versa. Note that the system will not allow you to change to a tiered discount structure for an application that does not support tiered discounts.
To change the calculation method of a discount:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list. The eCommerce list page displays.
2. Click the Discounts tab. The Discounts list page displays.
3. Click Edit from the Action column of the discount to open the Name and Description page.
4. In the Process Navigator, click the Amount step.
5. To change from a:
u Flat discount to a tiered discount so that you set different amounts for different transaction levels:
a Click the Tiered discount radio button. The system displays the Enter the tiers and amount for tiered discount table.
b Click into the first From Amount table cell and enter 0.
c Click into the To Amount table cell and enter the monetary amount or transaction percentage at which the first tier ends.
d Click into the Discount Amount table cell and enter the monetary amount or transaction percentage of this tier.
e Click into each successive From Amount, To Amount, and Discount Amount table cell to set up each tier.
Note: Leave the final To Amount cell empty to indicate the upper limit.
u Or, tiered discount model to a flat fee across the board:
a Click the Flat discount radio button.
b Click into the Amount field and enter the monetary amount or transaction percentage. Enter only the numbers without a currency or percentage symbol (for example, 10.50 or 2).
6. Click the Save button. The system displays the Saved discount successfully message.
7. Click Cancel to return to the Discounts list page.
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Assigning or Changing the Amount in Discount Tiers
You can change the amounts in your tiers if you have specified a tiered discount model.
To change the tier amounts:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Edit from the Action column of the discount. The Name and Description page opens.
4. In the Process Navigator, click the Amount step. The system displays the Amounts page.
5. In the Enter the tiers and amount for tiered discount table, click into the cell of the first tier amount you want to change and enter your changes. Repeat for each level.
Notes:
(a) You do not need to enter monetary or percentage symbols -- just numbers.
(b) Remember to leave the upper limit blank.
6. Click the Save button. The system displays the Saved discount successfully message.
7. Click Cancel to return to the Discounts list page.
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Assigning or Changing the Flat Amount Applied to a Discount
You can change the flat amount being applied as a discount.
To change the flat amount:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Edit from the Action column of the discount. The Name and Description page opens.
4. In the Process Navigator, click the Amount step. The system displays the Amounts page.
5. Click into the Enter the discount amount field and enter the new flat amount.
Notes:
(a) You do not need to enter monetary or percentage symbols -- just numbers.
(b) You can use a decimal point.
6. Click the Save button. The system displays the Saved discount successfully message.
7. Click Cancel to return to the Discounts list page.
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Assigning or Changing the Number of Discounts Available
You can limit the number of these discounts that are available for use, change the specified number, or remove the limit completely.
To change the number of discounts available:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Edit from the Action column of the discount. The Name and Description page opens.
4. In the Process Navigator, click the Options step. The system displays the Options page.
5. To:
u Set a limit on the number of discounts available, click the Limit total number checkbox and enter the available number in the Enter number of discounts field.
u Or, change the number of discounts available, click into the Enter number of discounts field and enter the new number.
u Or, remove the limit entirely, click the Limit total number checkbox. The system removes the checkmark.
Note: To make this discount available to a constituent for one-time use only, click the Eligibility step from the Process Navigator and then click the One time discount checkbox.
6. Click the Save button. The system displays the Saved discount successfully message.
7. Click Cancel to return to the Discounts list page.
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Assigning or Changing the Discount Code
You can change or assign a code to your discount that constituents must use in order to get the discount.
To change the discount code or assign one:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Edit from the Action column of the discount. The Name and Description page opens.
4. In the Process Navigator, click the Eligibility step. The system displays the Eligibility page.
5. Click into the Enter a discount code field and enter the new code, which can be a word or combination of letters and numbers.
6. Click the Save button. The system displays the Saved discount successfully message.
7. Click Cancel to return to the Discounts list page.
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Assigning or Changing the Eligible User Groups for the Discount
You can change or assign groups that are eligible to use the discount to determine who can get it for their transaction.
To change the eligible groups or assign them:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Edit from the Action column of the discount. The Name and Description page opens.
4. In the Process Navigator, click the Eligibility step. The system displays the Eligibility page.
5. To:
u Remove a group, click the Remove action beside the Selected Group. The system removes the selected group.
Note: Removing all groups makes all site visitors eligible for the discount.
u Or, add a group, click the checkbox beside the name of the group in the group list at the bottom of the page, then click the Add Checked Groups button. The system adds the group to the Selected Groups list.
6. Click the Save button. The system displays the Saved discount successfully message.
7. Click Cancel to return to the Discounts list page.
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Assigning or Changing the Application Item Associations
You can change the application items for which this discount is available or add new ones. The system will not allow you to assign a discount to a store if it is associated with a product already, or to a product in a store that already has a discount for the item configured.
To change the applications to which this discount is available or add new ones:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Edit from the Action column of the discount. The Name and Description page displays.
4. In the Process Navigator, click the Application List step. The system displays the Application Selection page.
5. To:
u Associate the discount with an application item:
a Click Configure from the Action column of the application for which you want to make the discount available. The system displays the application’s selection list (for example, the Products list or the Stores list) page.
b Click an item from the All Selections list and click the Add button. The system moves the item into the Your Selections list. Repeat this step for each item for which you want to make the discount available.
c Click the Finish button. The system closes the selection list page and displays the Application Selection page again.
Note: Repeat this step to make this discount available to more than one application.
u Remove the association with an application or application item:
a Click Configure from the Action column of the application for which the discount is available. The system displays the application’s selection list (for example, the Products list or the Stores list) page.
b Click an item from the Your Selections list and click the Remove button. The system moves the item back into the All Selections list. Repeat this step for each item for which you want to remove the association.
c Click the Finish button. The system closes the selection list page and displays the Application Selection page again.
6. Click the Save button. The system displays the Saved discount successfully message.
7. Click Cancel to return to the Discounts list page.
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Assigning or Changing the Activation or Expiration dates for the Discount
You can add or change the activation and expiration dates for a discount, or remove them completely.
To work with the activation and expiration dates of a discount:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Edit from the Action column of the discount. The Name and Description page displays.
4. In the Process Navigator, click the Approve step. The page for scheduling and approving the discount displays.
5. To work with the activation date that specifies when the discount will be available, to:
u Set the activation date, click the Choose an activation date for this discount checkbox and then click the date and time drop-down lists to set the date when the discount will be available.
u Or, change the activation date listed, click the date and time drop-down lists to set the date when the discount will be available.
u Or, remove the activation date completely, click the Choose an activation date for this discount checkbox. The system removes the checkmark and makes the discount available from the time it is active until you manually deactivate it.
6. To work with the expiration date that specifies when the discount will no longer be available, to:
u Set the expiration date, click the Choose an expiration date for this discount checkbox and then click the date and time drop-down lists to set the date when the discount will no longer be available.
u Or, change the expiration date listed, click the date and time drop-down lists to set the date when the discount will no longer be available.
u Or, remove the expiration date completely, click the Choose an expiration date for this discount checkbox. The system removes the checkmark and makes the discount available until you manually deactivate it.
7. Click the Save button. The system displays the Saved discount successfully message.
8. Click the Finish button to return to the Discounts list page.
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Activating a Discount
If you have entered an activation date when configuring a discount and then approved the discount, the system will automatically activate your discount on the date selected. It will also automatically deactivate the discount on any specified expiration date (or whenever a specified maximum number of discounts have been taken).
If you approve a discount when you configure it without entering an activation date, then the discount becomes active as soon as you approve it.
You can activate a discount from the:
u From the Discounts list with the Approve&Activate action, especially if you are re-activating an expired discount, approve and activate a discount that was not previously approved, or to override a planned activation date.
Important: Using the Approve & Activate action causes the system to override any activation date that was set when configuring the discount. The discount will become active immediately. If you want to preserve an activation date that is in the future, you should approve the discount from the configuration flow, rather than from the discount list.
u Approval page at any time to approve a discount that you were not ready to approve when you configured it, especially if you will need to set activation and expiration dates.
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Approving and Activating a Discount from the Discounts List Page
You can use the Approve&Activate action from the Discounts list to make a discount active immediately. This will override any activation dates you have previously set up for the discount as well as activate an expired discount.
To approve and activate a discount from the Discounts list:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Activate in the Action column beside the Name of the discount that you would like to activate. The system displays a confirmation prompt.
4. Click the OK button. The system changes the Status to Approved and makes your discount available immediately.
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Approving a Discount from the Approval Page
You can return to the Approval page to approve a discount and make it active on a specific date instead of immediately.
To approve a discount from the Approval page:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Edit from the Action column of the discount. The Name and Description page displays.
4. From the Process Navigator, click the Approve step. The system displays the Approve page.
5. Click the Approve button. The system creates the discount and changes the button label to Unapprove.
6. Click the Finish button. The system closes this page and displays the Discounts list page again with your new discount in the list showing its Status as Active.
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Deactivating a Discount
A discount will automatically deactivate when the maximum number of discounts are taken if that limit has been set, or on its expiration date if one has been set.
Additionally, you can manually deactivate a discount from the:
u Discounts list
u Approval page
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Deactivating a Discount from the Discounts List
You can use the Deactivate action from the Discounts list to make a discount unavailable immediately. This will override any activation dates you have previously set up for the discount as well as activate an expired discount.
To deactivate a discount from the Discounts list:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Deactivate in the Action column beside the Name of the discount that you would like to deactivate. The system displays a confirmation prompt.
4. Click the OK button. The system changes the Status in the Discounts list to Not Active and makes your discount unavailable in any application to which it is associated.
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Deactivating a Discount from the Approval Page
You can return to the Approval page to deactivate a discount immediately or set an expiration date for it.
To deactivate a discount from the Approval page:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Edit from the Action column of the discount. The Name and Description page displays.
4. From the Process Navigator, click the Approve step. The system displays the Approve page.
5. Click the Unapprove button. The system changes the button label to Approve and makes the discount inactive.
6. Click the Finish button. The system closes this page and displays the Discounts list page again with the Status of the discount shown as Not Active.
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Deleting a Discount
Deleting a discount will remove it from the list and will remove all instances where it is being used if it is still active. Typically, you would allow the discount to expire or deactivate it before deleting it.
To delete a discount:
1. From the navigation bar, click Fundraising and then click eCommerce from the drop-down list to display the eCommerce list page.
2. Click the Discounts tab to display the Discounts list page.
3. Click Delete from the Action column of the discount. The system displays a confirmation prompt.
4. Click the OK button. The system removes the discount from the Discounts list.
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