🔐 Required Role Permissions: Promotions
Create a New Promotion
In the Ventrata dashboard, go to Products > Promotions.
Press the + New Promotion button.
Enter a name for the promotion.
Enter a description if the name is not descriptive enough.
Enter how many times a promotional code can be used in the 'Limit' field.
Check the 'Public' box to make it visible to customers.
📒 NOTE
Promotions which are not public are directly distributed. The specific code has to be entered by the person making the booking instead of selecting one from a list.
Check the 'Combination only' box if the promotion can only be used in combination with another product.
📒 NOTE
When using a 'Combination only' promotion, make sure to select the promotion during the combination product setup. Learn more about combinations (cross-sell).
Check the 'Open dated' box if the promotion does not require a tour date(s) during booking.
📒 NOTE
The 'Points' checkbox is not in use at the moment.
If the promotion is available
for a limited time,
from or until a specific date,
select the start and/or end dates (inclusive).
📒 NOTE
Promotion availability affects the booking date, as promotions can only be applied to bookings made within a specific date range, after a particular date, or until a particular date.
If the promotion is valid
for a limited time,
from or until a specific date,
select the validity start and end dates
📒 NOTE
Promotion validity affects the travel date, as promotions can only be applied to dates booked within a specific date range, starting from a particular date, or ending on a particular date.
Enter times in the 'Tour from' and 'Tour to' fields to limit the promotion to exact hours.
Enter any internal notes relevant to the promotion.
Select the primary currency of the promotion.
📒 NOTE
When the promotion is applied to a booking in a different currency, the rate is automatically recalculated and adjusted to the appropriate currency.
Enter the minimum and/or maximum value of a booking to become eligible for the promotion.
Select the promotion scheme:
Percentage Off - the ticket is discounted by the percentage entered in the field
X for Y - volume discount, for instance, 2 for 1
Per-Ticket Discount - enter a fixed discount for each ticket type, lower than the retail price of the ticket
Per-Booking Discount - enter a fixed discount to the entire booking, regardless of the number of tickets
None - use them in specific customer interactions or marketing strategies where standard promo codes are not applicable
Enter the minimum and/or maximum number of tickets purchased for a booking to become eligible for the promotion.
Limit how many days before the travel date or booking date the promotion is applicable:
Days Before - The minimum number of days before the travel date that a booking must be made for a promotion to be applicable.
Notice Days - The maximum number of days before the travel date that a booking can be made for a promotion to be applicable.
Select which sales sources offer the promotion.
Select which ticket types the promotion is offered on.
You have the option to set an accompanying ticket type, for instance, a child accompanied by an adult, to trigger the promotion.
In the 'Promotion Codes' field, type the promotion codes or press the GENERATE RANDOM button to generate a random set of codes.
If you have a large amount of promo codes you want to import to Ventrata, enter the URL in the 'Code lookup url' field.
📒 NOTE
The URL must be hosted on a Ventrata domain. If you wish to implement this solution, please reach out to your Ventrata Customer Success Representative.
Select on which days and months the promotion can be applied.
Check the 'Allow gifts' box if the promotion can be applied to gift card purchases.
Check the 'Allow upgrades' if the promotion is applied to extras on the product.
Select promotion tags or start typing and press Enter to add new ones.
Disallow the application of the promotion for certain travel dates by selecting a blackout date range.
Blacklist checkouts, destinations, products, options, tour groups, items, bands and resellers by selecting one or more in the field. Or, uncheck the 'Whitelist All' box and select that areas, when the promotion is applicable ONLY to the whitelisted areas.
Choose to deduct commission on promotions using one of four available settings:
📗 TIP
Select the discount scheme to view before-and-after examples of how the scheme is works.
Discount Scheme | Description + Example |
Deducted from Commission | The discount is deducted from the commission. |
Deducted from Wholesale Rate | It allows to you to deduct discounts from your wholesale rate. |
Split 50/50 | Deduct discounts from the commission and from your wholesale rate. The ratio is an even 50/50. |
Pro-rata | Deduct discounts from the commission and from your wholesale rate, but in proportion. It means assigning an amount to one subject according to their share of the whole.
📗 TIP Use this discount scheme if the promotion is intended for GetYourGuide.
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30. Press the Create Promotion button.
Update Promotions
To update a promotion,
Select an existing promotion.
Make the desired changes.
Press the Update Promotion button to save your changes.
📒 NOTE
Any changes made to a promotion will also affect bookings that contain the promotion.
Reflect Updated Promotions in Bookings
Go to Bookings > Bookings.
Press the Show Column button.
Select the 'Promotion' column, then press the Set Columns button to apply it.
Use the filter to find bookings associated with the updated promotion.
Press the Bulk Actions button and select the 'Re-calculate Rates' option.
Choose the rates affected by the promotion.
Press the Re-calculate Rates button.
All relevant bookings will now display the updated discount.
📒 NOTE
After recalculating rates, ensure to adjust payments or issue refunds as necessary.
