🔐 Required Role Permissions: Promotions
Create a New Promotion
In the Ventrata dashboard, go to Products > Promotions.
Products - Promotions
Press the + New Promotion button.
New Promotion
Enter a name for the promotion.
Enter a description if the name is not descriptive enough.
Promotion Name and Description
Enter how many times a promotional code can be used in the 'Limit' field.
Limit
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.
Open Dated
📒 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).
Promotion Start & End Date
📒 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.
❗️IMPORTANT❗️
When setting up promotions with GetYourGuide, the following fields are not supported and will be ignored:
Starts at
Ends at
Days Before
Notice Days
Redeemable Days
For other connectivity partners, check which promotion fields are supported, as they may vary.
If the promotion is valid
for a limited time,
from or until a specific date,
select the validity start and end dates
Promotion Validity Period
📒 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.
Tours
❗️IMPORTANT❗️
When setting up promotions with GetYourGuide, only the following travel date-related fields are supported:
Validity from / to
Tour from / to
For other connectivity partners, check which promotion fields are supported, as they may vary.
Enter any internal notes relevant to the promotion.
Internal Notes
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.
Min & Max Booking Value
Select the promotion scheme:
Percentage Off - the ticket is discounted by the percentage entered in the field
Percentage Off
❗️IMPORTANT❗️
When setting up promotions with GetYourGuide, only percentage-based promotions are supported. All other types (X for Y, Per-Ticket Discount, etc.) will be ignored.
For other connectivity partners, check which promotion types are supported, as they may vary.
X for Y - volume discount, for instance "2 for 1", for items in the same tier
X for Y
Per-Ticket Discount - enter a fixed discount for each ticket type, lower than the retail price of the ticket
Per-Ticket Discount
Per-Booking Discount - enter a fixed discount to the entire booking, regardless of the number of tickets
Per-Booking Discount
None - use them in specific customer interactions or marketing strategies where standard promo codes are not applicable
None
Enter the minimum and/or maximum number of tickets that are eligible for the discount in a booking.
Min & Max Tickets
📒 NOTE
The 'Max Tickets' field does not limit the number of tickets in a booking. Bookings with any number of tickets are eligible for the promotion. Only tickets up to the maximum configured receive the discount — any tickets beyond that are charged at full price.
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.
Days Before & Notice Days
❗️IMPORTANT❗️
When setting up promotions with GetYourGuide, the following fields are not supported and fill be ignored:
Starts at
Ends at
Days Before
Notice Days
Redeemable Days
For other connectivity partners, check which promotion fields are supported, as they may vary.
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.
Sources & Tickets
In the 'Promotion Codes' field, type the promotion codes or press the GENERATE RANDOM button to generate a random set of codes.
Promotion Codes
📒 NOTE
When entering your own codes, do not use special characters such as
.,;-_!?@#. Codes containing these may be split or rejected.If you have a large amount of promo codes you want to import to Ventrata, enter the URL in the 'Code lookup url' field.
Code Lookup URL
📒 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.
Redeemable Days & Months
❗️IMPORTANT❗️
When setting up promotions with GetYourGuide, the following fields are not supported and fill be ignored:
Starts at
Ends at
Days Before
Notice Days
Redeemable Days
For other connectivity partners, check which promotion fields are supported, as they may vary.
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.
Allow Gifts & Upgrades
Select promotion tags or start typing and press Enter to add new ones.
Tags
Disallow the application of the promotion for certain travel dates by selecting a blackout date range.
Blackout Dates
Disallow
checkouts,
destinations,
products,
options,
extras,
tour groups,
items,
bands
and resellers
by selecting one or more in the field. Or, uncheck the 'Allow All' box and select that areas, when the promotion is applicable ONLY to the allowed areas.
Allow / Disallow
📗 TIP
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 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. |
30. Press the Create Promotion button.
Create Promotion
Eligibility Changes on Existing Bookings
When you change a promotion's eligibility settings such as validity dates or minimum booking value, the discount and balance on existing confirmed bookings stay the same. The promotion's eligibility is only checked again if the bookings itself changes.
When you change a promotion's eligibility settings such as validity dates or minimum booking value, the discount and balance on existing confirmed bookings stay the same. The promotion's eligibility is only checked again if the bookings itself changes.
📗 TIP
This is especially useful for public promotions. Customers who have already made a confirmed booking keep their discount, even if you change the promotion settings afterwards.
📒 NOTE
This does not apply to changes to the promotion scheme or discount value. See Discount Changes on Existing Bookings.
Booking changes that trigger an eligibility check:
Using the Make Changes button to update
the number of tickets
the travel time or date
the 'Open dated' preference
pickup or dropoff preferences
fares settings on the booking form ('Prevent Fare Change', 'Fixed Fare')
Using the Rebook button
Booking changes that DO NOT trigger an eligibility check:
Using the Make Changes button to update
customer details
waivers
exclusivity
extras selection
Using the Combination Bookings button
Adding an item purchase or a gift card
Discount Changes on Existing Bookings
To make sure existing bookings reflect a change in the promotion scheme or discount value, use the Re-calculate Rates bulk action in the bookings table.
To make sure existing bookings reflect a change in the promotion scheme or discount value, use the Re-calculate Rates bulk action in the bookings table.
📗 TIP
To offer a different discount without affecting existing bookings, create a new promotion instead of changing the discount on one that’s already in use.
❗️IMPORTANT❗️
Re-calculate Rates recalculates the selected bookings using the current settings, including rates, taxes, extras and promotion eligibility. Bookings that no longer meet the promotion’s eligibility criteria lose the discount. This action can’t be undone.
Go to Bookings > 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 and select bookings associated with the updated promotion.
📗 TIP
Narrow the selection, for example, by travel date, to avoid changing bookings you do not intend to update.
Press the Bulk Actions button and select the 'Re-calculate Rates' option.
Choose the rates affected by the promotion change.
Press the Re-calculate Rates button.
Recalculate Rates
The selected bookings now show the updated discount.
📒 NOTE
After recalculating rates, add the 'Balance' column to the bookings table to find bookings with an outstanding balance or overcharge, then adjust payments or issue refunds as necessary.
Payments