In this article, you will learn about the different types of vouchers, how to configure them, and how to correctly classify them in the context of company assignment and corporate fitness cooperation models.
Content
- Which types of vouchers are supported?
- What is the difference between company and member vouchers?
- What are static and dynamic voucher codes?
- Time of voucher application
- Voucher creation
- Tariff release of voucher codes
- Voucher overview – Configuration
- Vouchers – Financial view
- Creation of voucher codes
- Contract conclusion with a voucher code
- Redemption of a voucher code for existing contracts
Fast lane
Voucher Configurations (Member & Company Vouchers)
- Settings / Vouchers
- Open Member Vouchers or Company Vouchers
- Create a new voucher configuration via Create Member Vouchers or Create Company Vouchers
- Assign a name and, if necessary, set Campaign and External ID
- Choose the voucher type: Credit, Discount or Tariff
Corporate Fitness Cooperation Models (Cost Sharing & Provide Vouchers)
- Settings / Corporate Fitness / Cooperation Model
- Select or create a cooperation model and configure the cost sharing (e.g., employer/member share)
- Generate the required vouchers/codes directly in the cooperation model via Provide Vouchers
Which types of vouchers are supported?
With the release of the new voucher management, we offer you the option to choose from three different types of vouchers.
The Discount Voucher
With this voucher, based on its configuration, the due fees of a contract are discounted by percentage or by a fixed amount. For example, you can specify that this voucher applies a 20% discount to selected contracts, so your members only have to pay €32 instead of €40 monthly fee. Or that the voucher discounts monthly fees by a fixed amount of €5.The Credit Voucher
This voucher allows your members to top up their member account. When such a voucher is redeemed, a fixed amount is credited to the member account based on its configuration. This amount can be used by the member, for example, for purchases in the studio, shakes, protein bars, or their membership fee.The Tariff Voucher
As before, we offer you the option to link a tariff and a term with a voucher and distribute it to your members as a so-called "prepaid contract". When such a voucher code is redeemed, the linked contract and its selected term are assigned to the member. The member now receives the selected term for the contract at the price of the voucher.
What is the difference between company and member vouchers?
To map cooperation models between your studio and a company, we distinguish the type of vouchers into company and member vouchers.
Important: In Magicline there are, on the one hand, company vouchers in the voucher management (with company assignment for evaluations). However, if you map corporate fitness with cost sharing
(e.g., employer/member share), you configure this in Settings / Corporate Fitness / Cooperation Model – and provide the vouchers/codes directly there.
Company Vouchers
Company vouchers are voucher configurations from voucher management. You can find them under Settings / Vouchers / Company Vouchers.
When configuring, a company assignment is available. Through this selection, you can control which company is linked with these vouchers. This helps you later to create an evaluation of the contracts of the respective company via the company/corporate overviews in Magicline (Finance / Corporate Fitness / Company Overview).
You can also use this to map cooperation models in which the company covers part of the member's contract costs – typically through your internal processes (e.g., export/reconciliation).
Member Vouchers
Member vouchers only represent the respective voucher and cannot be linked to a company. These can be used, for example, for promotions. This way, you always have an overview of the number of available and redeemed vouchers and can also track them via campaigns in your analytics area.
The functionality of the vouchers is not restricted based on their type (company or member voucher), but for company vouchers, only the selection of a company and the associated export/evaluation options are added.
What are static and dynamic voucher codes?
When creating voucher configurations, you can choose the type of voucher codes to be created; we distinguish between:
Static voucher codes can be used, for example, to support special promotions and to print these voucher codes publicly on flyers, billboards, social media posts, or magazines.
With static voucher codes, exactly one code is assigned by you – for example, "Beachbody2023" – and a redemption quota is set for this code.
If your promotion is a complete success and the quota is increase the quota at any time.Dynamic voucher codes are created in packages with a certain number of codes. They are only valid once and expire upon redemption.
They are generated in a form similar to "CRV56-XXXX-XXXX". Dynamic voucher codes are created in packages – you can create as many packages as you like.
Time of voucher application
When creating and redeeming vouchers, we offer you the option to select at what time vouchers should be redeemed.
With this, we want to enable that already concluded contracts can be retroactively discounted.
For the application of the voucher, the following options are available to you:
Individual: When selecting "individual", at the points of voucher code redemption – for example, in Magicline via the member account – you are asked at what time the voucher should be redeemed. The current day of redemption will always be preselected as the standard date. This way, you retain complete control over the time of redemption.
Contract start: If, however, you select the contract start as the time, the day of your member's contract start will be preselected.
The following example illustrates the application:
– Your member Max comes to your studio on 30.06.2021 and wants to redeem a voucher
– The voucher discounts the monthly fee from €25 to €20.
– Max has already concluded a contract on 01.01.2021.
– With this configuration, Max's contract is now retroactively discounted.
– Max receives a credit of €30 (6 months x €5 discount) in his member account due to the discount.Current contract term: If a member's contract has already been running for a while and is in a subsequent term, you can specify here that the current contract term will be discounted up to its contract start.
The following example illustrates the application:
– Your member Max comes to your studio on 30.06.2021 and wants to redeem a voucher
– The voucher discounts the monthly fee from €25 to €20.
– Max has already concluded a contract on 01.06.2019.
– Max has been in his third contract term since 01.06.2021
– With this configuration, Max's contract is now retroactively discounted.
– Max receives a credit of €5 (1 month x €5 discount) in his member account for the month of June due to the discount.
Voucher creation
Please note the differences between company and member vouchers described above.
For the creation of voucher configurations, a voucher is described below using the example of company vouchers.
Note for corporate fitness: If you need vouchers/codes for a corporate fitness cooperation model with cost sharing, use Settings / Corporate Fitness / Cooperation Model and provide the vouchers there via Provide Vouchers.
Step 1 - Voucher creation – Description
Company Vouchers (Voucher Management):
To create company vouchers as a voucher configuration, navigate in your Magicline to Settings / Vouchers. Under Company Vouchers you will find the option to create Company Vouchers on the right in the header. The following dialog will be displayed.
Corporate Fitness (Cooperation Model):
If you need vouchers/codes as part of a corporate fitness cooperation model (e.g., after defining cost sharing), instead go to Settings / Corporate Fitness / Cooperation Model and generate the vouchers directly in this mask via Provide Vouchers.
Enter your information for the voucher in the following fields:
Name: Name of your voucher configuration
Campaign: Link a campaign for evaluation
External ID: This ID is listed in exports and can be used for later Excel downloads for evaluation.
Company assignment: Select your previously created company here and link these vouchers to the company.
Type: Here you can choose between the following voucher types, Credit, Discount and Tariff.
Internal description: This description helps you to record voucher-related information. This is not displayed externally.
External description: Description for the external presentation of the voucher (e.g., MySports)
Additional description: Description that can be used additionally.
Step 2 - Voucher creation – Voucher amount
Based on your type selection, the second step is displayed differently.
Now enter your information for
Amount & value
-
Voucher code type
Static or
-
Individual
Prefix for vouchers – here you can assign any prefix for vouchers; this can help you recognize the vouchers by their code. For example, if you assign FF here (for Family & Friends), this will be placed before the generated voucher code.
-
Effect period – how long should the voucher be applied,
initial – only for the initial term of the contract or
unlimited – for the entire lifetime of the contract, including contract extensions.
In addition to these details, you can also select whether the start package of your tariff should be fully discounted when redeeming the voucher.
Step 3 - Voucher creation – Releases
In the overview that appears, the basic structure of your voucher is now ready. In the conditions for the release of the vouchers to be created, you can now specify the period in which the vouchers can be issued by you, more precisely, redeemed. As well as the tools through which the vouchers may be redeemed.
You can edit the data via the 3-dot menu.
The issuance period indicates the period in which your vouchers are issued.
The redemption period allows you to control the period in which your vouchers can be redeemed – if no period is specified, this is not restricted.
The release of the vouchers refers to the tools in which the vouchers can be redeemed:
Sales tool refers to the SalesTool, with which you accompany your members in the studio and can, for example, conclude a contract via a tablet.
Member management-initial always released, this setting refers to the member overview in Magicline
Cash register sale -
MySports - Redeeming a voucher via the self-service in MySports.
Connect API - redemption of voucher codes via Magicline websites connected via ConnectAPI.
Step 4 - Voucher creation – Contract note
Additionally, you can store a contract note for the vouchers, in which you describe the conditions of your voucher and, for example, in which cooperation model the member is located when redeeming such a voucher.
This contract note is automatically used when such a company voucher is redeemed at contract creation.
Tariff release of voucher codes
As a new level, we have introduced a tariff release for voucher codes. In certain constellations, you may not want a voucher code to be applied to all your tariffs, so you can specify in this tariff release for which tariffs the vouchers may be applied.
You have the option to select specific tariffs, including their terms and payment methods, to ensure that your vouchers can only be applied to exactly these.
To use the tariff release, go to your voucher configuration Settings > Vouchers and select your voucher.
In the following dialog, you can define your tariffs, the associated terms, and the payment methods to which the voucher can be applied.
Once you have selected your tariff and the associated terms or payment method, click +Add to add the tariff to the release.
Tariff releases – Examples
You can activate any number of tariffs for this release.
If you have tariffs with several terms that should all be released, just select the tariff and add it. (See Classic XL)
If only certain terms and payment methods are to be released for a tariff, define these and click add. (See Basic+)
If you only want to release one term with different payment methods, just select the tariff and the associated term. (See Weight Loss Package)
Voucher overview – Configuration
The voucher overview now clearly provides you with the information of your configuration.
By clicking on the link in the header "Financial View - Magicline Coop - 20%" you go directly to the creation of your voucher codes.
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Vouchers – Financial view
In the financial view of the vouchers, information about the voucher codes themselves is displayed.
Here you will find information about the number of created and redeemed vouchers, as well as information about the date of redemption and the respective member.
p data-id="348"Voucher codes in Magicline are always created via so-called packages. These packages can have any number of vouchers but help you later to assign when the codes were created and also to revoke them.
Creation of voucher codes
To create voucher codes, go to the financial view of a voucher and click "Generate Vouchers" in the header
In the following view, the information of the voucher configuration is displayed again; here you have the option to specify another designation for a package and to set the number of associated vouchers. Your voucher codes are then created, and you can view them via the overview.
Export voucher codes
To provide all voucher codes as quickly as possible, there is the option to export the voucher codes. For this, an Excel document is generated based on your configuration. In this document, you are listed the voucher type, company assignment, your external designation, as well as all created and redeemed vouchers. For already redeemed vouchers, it also states which member redeemed this voucher at what time.
Revoke voucher codes
To specifically revoke voucher codes, the function "Revoke Vouchers" is also available in the header.
Vouchers that have been revoked are displayed as "cancelled" in the overview. These can no longer be redeemed by members.
Contract conclusion with a voucher code
For contract conclusion, there are different ways to enter a voucher code.
Currently, we offer the option to enter voucher codes via the member overview in Magicline, the sales tool, and the Connect API (Magicline Websites).
In this process, the redemption for company vouchers is described; member vouchers only differ in the lack of assignment to a company (see above).
Voucher entry – Member overview
The conclusion of a new contract using a company voucher is possible in Magicline by creating a new member.
For this, you must enter the member's information via Members > Add New Member.
When selecting the contract data, you can select the "Voucher" option in the dropdown Type. In the marked field with the code, the voucher code is entered. The voucher is automatically validated – invalid, expired, or already redeemed codes are rejected. For valid vouchers, further information about the voucher is displayed (display of further voucher information planned).
If, in the voucher configuration, the release of the voucher is restricted to certain tariffs, these are displayed in the Tariff dropdown. If all tariffs are released for this voucher, the user can freely select the desired tariff from all active tariffs. A deviating selection of tariffs is not possible due to the strict specification from the voucher configuration.
After selecting the tariff, term, and payment method, the contract and the company specified in the voucher configuration are assigned to the new member upon completion of this process. The stored discount is automatically applied to the new contract.
Voucher entry - Sales tool
To enter a voucher code via the sales tool, go through the tariff selection process with your member. In the contract conclusion, you will find the following 3-dot menu and can enter the voucher code from the member here.
The discounts are then displayed to you in the summary.
Redemption of a voucher code for existing contracts
Voucher codes can also be entered for already existing contracts.
If the contract has already existed for some time and the member has already settled the contract's claims, a credit will be generated in the member account depending on the application date of the voucher, as the amounts already settled are discounted by the voucher, and this discount is then credited to the member account and offset against the next claims.
A voucher can now be redeemed via the contract's context menu.
In the "Redeem voucher" dialog, the voucher code and the application date of the voucher can now be entered.
For the start date of the voucher, the usage start or contract start date is validated, so early redemption without contract data is not possible.
In addition, the type of voucher is displayed in the dialog.
When redeemed on today's date (09.02.2023), the already balanced fee for the month of February is calculated on a pro-rata basis and credited to the member account:
We also assign an indicator "B2B" to the contract, indicating that this contract is in a B2B context.
Afterwards, the voucher can be edited via the contract's context menu under Edit voucher .
Here we offer the option to withdraw the voucher at the end of the service period or to cancel the redemption – for example, in case of incorrect entry for the wrong member – the voucher code is then reactivated and can be redeemed by another member.