STEP-BY-STEP GUIDE:
1. Create a Voucher Product
a) Select Products on the left hand side and then New Product
b) Enter details:
Name
Description
Type - select Voucher from the dropdown
Image - jpg or .png image (no larger than 1MB)
Inventory - Set a stock level of the product or select Unlimited inventory
Available for Standalone Purchase? - tick this box if you'd like to sell the Voucher product by itself
Tags - for internal use, these will appear in your product list
External ID - for internal use, a unique identifier for the product
Voucher Settings - enter Voucher Name and Days Valid For (how long you would like the voucher to be valid until it expires)
c) Submit your product
2. Create a Price Table
a) Select the Prices tab and New Prices
b) On the pop-up, enter the following details:
Name
Description
Tax Rate - select from the dropdown
c) Add Band:
Select New Band
Enter a name
Select a colour from the chart
Add a description (optional) by right-clicking on Band and selecting Band Settings. Enter description and then click Done
d) Add Variants
Select New Variant
Enter a name
Enter the price for your Variant per Band
Add a description (optional) by right-clicking on a Variant and selecting Variant Settings. Enter description and then click Done
e) Add Channels to Variants:
Right-click on a Variant and then click Manage Channels
Select your Channels and then click Done
Hover over the channel icon to see the Channels that have been added
f) Add Adjusters to Variants (if applicable - if not, skip to step g):
Right-click on a Variant and then Manage Adjusters
Select your Adjusters and then Add Selected Adjusters
Select the arrow dropdown to see the Adjusters you've added and their fees for each price
g) Add Discounts (if applicable - if not, skip to step h):
Select the Discount Mode toggle
Click Add Variant Discount
From the pop-up, select your Discount from the drop down (you will need to create your Discount before this step. More info can be found here)
Select which Variant(s) to apply the Discount to
Click Done and you'll see the discounted price for each Variant
h) Save and Review Price Table:
Click Save and then Review. NOTE - you must click Save before leaving the page, otherwise your changes will be lost
Check the details are correct, including the Inside and Outside Prices for your Variants
Want to make changes? Click Back to Edit
Happy? Click Publish & Make Active
Want to make changes once it's published? Click Duplicate As Draft and make edits to a new version of your Price Table
Once that's edited and published then that will replace the previously published version
3. Manage Visibility - Channels
a) On the Visibility tab select which channels the product will appear for
b) Click Update
4. Link voucher product to Performances
Would you like to limit which performances this voucher is available? (If no, skip to step 6)
a) Go to your Event and click the Performances tab
b) Click the box next to the Performances you want to link Products to or find Performances using the Filter bar
c) Select the Product icon on the Action Bar at the bottom
d) Select your Product from the pop-up list
e) Select Link to Performances or Link to Performances, with a stock level per Performance and then enter the number. Click Submit
f) To see linked performances, go back to Products and select your product
g) Select the Visibility tab and scroll down to Linked Performances
5. Want to un-link voucher product from performances? (if no, skip to step 6)
a) Individually:
In the Linked Performances section of the product, select
on an individual performance
Click Yes on the pop-up to un-link
b) In bulk:
Go to your event and click the Performances tab
Click the box next to the performances you want to link products to or find performances using the Filter bar
Select the Product icon on the Action Bar at the bottom
Select your product from the pop-up list
Select Remove from Performances
Click Submit to unlink
NOTE - by default a product will appear for all events and all performances. By linking the product to performances it will then only appear for these specific performances. If after that you would like the product to appear for another event, then you would need to link it to those specific performances as well
6. Create Visibility Rules
(Optional - skip to step 7 if you don't need to create these):
a) Create Ruleset - on the Visibility tab on the product, scroll down and enter the following:
Name
Description
Type - either All Rules must apply or At least one Rule must apply
b) Select Rules:
Choose either Performance or Transaction
Choose from Start Date, Start Time, Tag or Day of the Week
If Start Date or Start Time - choose from is, is greater or equal to or is less than or equal to
If Tag - select is and then enter/select your Tag
If Day of the Week - select day from the drop down
Click Save Ruleset
7. Choose Print Rules for your Delivery Method
NOTE - you may want to create a new voucher-specific Delivery Method if you'd like your customer to have certain information in their email confirmation, e.g. the voucher code. See here for how to do that
a) On the Product page, click the Settings tab
b) Click the pencil icon on your chosen Delivery Method
c) When would you like the barcodes to be generated for your vouchers?
Immediately - barcodes will be generated once the order is placed
Scheduled - set date and time for the barcodes to be generated
d) Do you have a Ticket Template attached to your Delivery Method? Select from the drop-down (these will need to be created prior to this step and will need to have Voucher Merge Tags in order for the right info to appear for the customer. Go here for more info)
e) Save Print Rules
8. Selling vouchers via Box Office
a) Select Box Office on the left hand side
b) Select which Channel you'd like to sell products through
c) Want to sell it with a ticket order (if not, see step d)? Select the event, performance and tickets you'd like to sell first and then the Products page will appear in the next step
NOTE - if you can't see your product or the price has not appeared, this might be because you haven't granted the correct Channel access or it has been unlinked to that performance
d) Want to sell the Voucher by itself? Select the Products tab
NOTE - if you can't see your product here then it will be because you haven't selected the Standalone option on the Product page. See here for more info
e) Add your Voucher product(s) to the basket and go through the standard Box Office flow to sell the product
9. Adding vouchers to a completed order
a) Go to the Order that you'd like to create a related Product order for
b) Click Create Related Transaction
c) This will take you straight to the Box Office page, where you can create a related transaction. Click the Products tab
NOTE - if you can't see your Product or the price has not appeared, this might be because you haven't granted the correct Channel access or it has been unlinked to that performance
d) Add your Product(s) to the basket and click Continue on to Order Options (Customer details will have been saved from the previous transaction). Select your Delivery Method if you want the customer to receive emails relating to this order and continue to payment
e) On the payment page, select the correct Payment Method and click Pay & Update Basket Total
f) Once the transaction is complete, it will create a related order. Click View Parent Order to see the original ticket order
10. Redeeming vouchers on Box Office
a) Create a new Voucher Payment Method
On the Settings page, click New Payment Method
Select Voucher Payment Type and enter the name of the Payment Method
Select the Channels you want it to be available for and click Submit
b) Use Gift Voucher for an order at Box Office:
Go to Box Office page and go through the steps to add tickets to the basket
Once you're on the final Payment page, select the Voucher Payment Method from the dropdown
Enter the Voucher Code underneath and click Pay & Update Basket Total
11. Redeeming Vouchers in the Customer-Facing Booking Flow
a) Once a customer has added items to their basket and gone through to the checkout page, they will see the Voucher Payment Method as an option to select at the bottom of the page
NOTE - you will need to have added this as a Payment Method and enabled the Website Channel in order for this option to be available. See step 10a above
b) The customer can then enter the voucher code that has been sent to them and click Confirm & Pay
12. Browse and manage individual vouchers
a) Go to the Tools page and click Vouchers
b) Check the status of your vouchers:
If has a tick, then it's still valid
If it has a cross, then it has expired
c) To find a specific voucher, search for the coupon code at the top of the page
d) Click into a voucher to see transactions that have used the voucher. Click the Transaction ID to be taken to the order page
e) On the order page, scroll down to the basket to see details. Click View to see the voucher details