Promo Codes
Create discount codes that customers and staff can apply to orders for price reductions.
Promo codes let you offer discounts through shareable codes. When you apply a promo code to an order, the system creates a discount line that reduces the order total by a fixed amount or a per-participant amount. You control how many times each code can be used, when it is valid, and which orders qualify.
How it works
You create a promo code with a unique code string, a discount amount, and optional restrictions (usage limits, validity dates, segment targeting, linked series or trip). When a code is applied to an order, the system validates it against all conditions, creates a discount line on the order, and updates the remaining balance. Each redemption is tracked, and the code becomes unavailable once it reaches its usage limit.
Key concepts
Promo code properties
| Property | Description |
|---|---|
| Name | Internal name for the promo code |
| Code | The code customers or staff enter to apply the discount (e.g., "SUMMER25") |
| Amount | The discount value |
| Calculation Type | How the discount is calculated (see below) |
| Usage Limit | Maximum number of times the code can be used across all customers (leave empty for unlimited) |
| Per-Customer Limit | Maximum number of times a single customer can use this code (leave empty for unlimited) |
| Active | Whether the promo code is currently available for use |
Calculation types
| Type | How it works |
|---|---|
| Per Booking | The discount amount is applied once to the entire order total |
| Per Participant | The discount amount is applied per participant in the booking |
For example, a code with amount 5,000 and Per Participant calculation on a booking for 3 people would discount 15,000 from the total.
Conditions
Promo codes support several optional conditions that restrict where and when they can be redeemed. You configure these in the Conditions section of the promo code form.
| Condition | Description |
|---|---|
| Valid from / Valid to | Date range during which the code can be used. Outside this window, redemption is rejected. |
| Series | Restrict the code to a specific trip series so it can only be used on orders for trips within that series. |
| Trip | Restrict the code to a specific trip so it only applies to orders for that trip. |
| Segments | Restrict the code to specific customer segments so only matching orders qualify. |
| Minimum order value | The order total must meet this minimum before the code can be applied. |
| Min / Max days before departure | Lead time restrictions based on how far in advance the booking is made relative to the trip departure date. |
These options let you create targeted promotions for particular trip categories, time windows, or customer groups.
Applying a promo code to an order
You apply promo codes from the order action menu, which is accessible from any tab on an order page:
- Open the order action menu and click Apply promo code
- A dialog opens with a searchable dropdown -- search by code name or code
- Select a code to see an instant preview showing the discount amount and the new remaining balance
- Click Apply to add the discount
Once applied, the order header menu displays Promo code (CODE123) so you can see at a glance which code is active. The discount appears as a dedicated line in the order's payment summary.
Removing a promo code
After a code has been applied, opening the promo code dialog from the order action menu shows a removal view. It displays the discount amount currently applied and a Remove button. Removing the code deletes the discount line and restores the original balance.
Usage tracking
Each time a promo code is redeemed, the system records which order used the code and the discount amount applied. The usage count increments with each redemption. Once the count reaches the usage limit, the code can no longer be applied.
You can view analytics for each promo code, including the total number of redemptions, total discount given, number of orders affected, and average order value.
Deletion rules
Promo codes that have been used (have recorded usage) cannot be deleted. This preserves the financial audit trail. To stop a used code from being redeemed further, toggle Is Active off.
Common tasks
Creating a promo code
- Navigate to Data > Promo Codes
- Click Add
- Choose the Calculation Type -- Per Participant or Per Booking
- Enter a Name and the Code that customers or staff will use
- Set the discount Amount
- Toggle Is Active on
- Expand the Conditions section to optionally configure:
- Valid from and Valid to date range
- A Series or Trip to restrict where the code applies
- Segments to restrict the code to specific customer groups
- Minimum order value
- Global usage limit and Per-customer limit
- Min / Max days before departure for lead time restrictions
- Click Save
Applying a code to an order
Open the order you want to discount. Use the order action menu and select Apply promo code. Search for the code, preview the discount, and click Apply. The discount line appears in the order's payment summary immediately.
Tracking promo code performance
View the analytics for each promo code to see redemption count, total discount amount, number of orders, and average order value. This helps you understand which promotions are most effective and how much revenue they cost.
Deactivating a promo code
Toggle Is Active off on the promo code to prevent it from being applied to new orders. The code remains in the system for reporting and audit purposes, but it is rejected when someone attempts to apply it.
How it connects
- Segments -- Codes can be restricted to specific segments for targeted promotions.
- Trips -- Codes can be linked to specific trip series so they only apply to matching orders.
- Orders -- Applied promo codes appear as dedicated discount lines in the order's payment summary.
- Payment Methods -- Each promo code automatically creates an associated payment method with the Internal Promo Code provider.