5 Applying the Promotion Code

5.1.1 Using a Super Promotion Code

A Super Promotion Code is only a list of promotion codes. It is not actually a promotion code. When it is applied on the online form, the actual promotion code that is being applied is shown in the area that describes the discount, as shown in Figure 8.

5.2.1 Usage

You can apply a promotion code to any registration in your event directly on the Administration Software, with the exception of approved registrations that have been paid through the STRONGVON credit card service. Applying the promotion code from the Administration Software allows you to provide discounts to registrations that are already in the database. You must use the “Server” tab of the full software or the web version to apply a promotion code to a registration.

Situations when it is desirable to apply a promotion code from the Administration Software include:

• The online registrant didn’t realize he qualified for a discount before he submitted a pending registration. Applying the promotion code directly onto the existing pending registration from the Administration Software saves the registrant time from re-entering his registration details again on the online registration form. After applying the promotion code, you can re-issue the payment reminder so that the amount due and the payment link will be updated.
• The category price for a pending registration has changed, so the amount due has changed and his payment link is no longer valid. You can create a promotion code that provides a discount for the that price difference and apply it to the pending registration. This will change the amount due back to the original amount, and enable the payment link again.
• You want to offer a special discount for a specific registrant after he’s already submitted his pending registration. You can create a unique promotion code just for him and apply that promotion code onto his pending registration. After applying the promotion code, you can re-issue the payment reminder so that the amount due and the payment link will be updated.

Figure 9. Apply Promotion Field on Administration Software

5.2.2 When You Can Apply

You can initiate the applying of a promotion code to a registration in 4 ways in the Administration Software:

• When you open the “Update Registration” window. Any value that was saved in the “Promotion Code” field will be re-evaluated upon opening this window.
• When you click on the “Apply Promotion Code” button on the “Payment” tab window. You can use this button to immediately see if a registration applies for a new promotion code. See Section 5.2.3 for instructions on how to do this.
• When you manually approve a pending registration. Any value that was saved in the “Promotion Code” field will be re-evaluated upon clicking the “Approved” button in the pending list of registrations. If the registration still qualifies for the promotion, it will be approved as normal, moved into the approved list, and marked as paid. If it no longer qualifies, you will be unable to manually approve it until you clear the value in the “Promotion Code” field.
• When you click on the “Payment Link” button on the pending list. When there is a change on the registration, this button effectively generates a new payment link and resends the payment reminder email with the updated information. However, when a registration loses its qualification, the software will not allow you to regenerate the payment link and resend the reminder email. To use the “Payment Link” button again, you must adjust the values of the “Payment” tab so that the “Calculated Total Amount” equals the “Paid Amount”.

5.2.3 Applying from the Payment Tab

To apply a promotion code from the Administration Software:

1. 1. Access the list of tournaments in the Administration Software by clicking on the word “Tournament” on the left side of the window.
2. 2. Select the event from the right side of the window.
3. 3. Select the “Registrant” module from the left side of the window. This displays the list of all registrants on the right side of the window.
4. 4. Double click on the registration to which you want to apply a promotion code. Alternatively, click on it once and then click on the “Edit” button at the bottom of the window. This opens the “Update Registrant” window.
5. 5. Select the “Payment” tab.
6. 6. Enter the promotion code in the field “Promotion Code”. The only type of registration where the Promotion Code field is not accessible is an approved registration that has been paid through the STRONGVON Credit Card Service.
7. 7. Click on the “Apply Promotion Code” button, which recalculates and displays the discount amount and the total amount for the registration. Both recalculated values will appear below the “Apply Promotion Code” button.
8. 8. Click on the “Submit” button to save your changes to the registration and close the “Update Registrant” window.

5.2.4 Resending Email Notifications

After you have applied the promotion code to a registration, you can resend any email notification as appropriate for the registration. The total amount due will be recalculated and displayed on the new email notification.

For pending registrations, you can resend the payment reminder email by clicking on the “Payment Link” button at the bottom of the pending list. The new reminder email will display the new calculated amount due with the discount applied. The new payment link will properly set the price with the discount applied on the secure payment page.

For approved registrations, you can resend the registration acknowledgment email by clicking on the “Resend Email Notification” button at the bottom of the approved list. The new registration acknowledgment will display the newly applied discount amount and the latest calculated total amount. The paid amount on the email will not change unless you have manually changed the “Paid Amount” field on the registration.