In this article you will learn: What types of vouchers exist, how to configure them, and how to work with them.
Quick guide:
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Settings > Vouchers for the configuration of vouchers.
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Then click on Member Vouchers or Company Vouchers.
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Create new voucher configurations via Create member or company v ouchers in the header.
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Choose a name for your voucher configuration.
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Choose between credit, discount or rate vouchers as the type of your voucher.
Which voucher types are supported?
With the release of the new voucher management we offer you the possibility to choose from three different voucher types.
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The discount voucher
With this voucher - based on its configuration - the due premiums of a contract are discounted by a percentage or by a fixed amount. For example, you can specify that this voucher applies a 20% discount to selected contracts, so that your members only have to pay 32€ instead of 40€ mntl. contribution. Or, that the voucher discounts monthly contributions by a fixed amount of 5€. -
The credit voucher
This voucher offers your members the opportunity to top up their membership account. If such a voucher is redeemed, a fixed amount - based on its configuration - is written as credit into the member account. This amount can be used by the member e.g. for purchases in the studio, shakes, protein bars or his membership fee. -
The rate voucher
As before, we offer you the possibility to link a tariff and a term with a voucher and to distribute it to your members as a so-called "pre-paid contract". When redeeming such a voucher code, the linked contract and its selected duration will be assigned to the member. The member now receives the selected contract duration for the price of the voucher.
What is the difference between company and member vouchers?
Depends on the cooperation models between your studio and a company, we distinguish the type of vouchers in company and member vouchers.
Company vouchers
For company vouchers, a company assignment is available to you when configuring the vouchers. With this selection you can choose which company should be linked to these vouchers. This helps you later to create an evaluation of the contracts of the respective company via the company overview in the Magicline.(Members > Company overview).
You can also use the contract export via the company overview to cooperation models in which the company takes over part of the contract costs of the member. Please note that we currently do not support company billing in Magicline. This process must be handled by you as the studio.
member vouchers
They only represent the respective voucher and cannot be linked to a company (business). They can be used for example for your next Beachbody promotion . This way you keep track of the number of available and redeemed vouchers at any time and can also track them via campaigns in your analytics area.
The functionality of the vouchers is not limited based on their type (company or member voucher), but only extended by the selection of a company and the export function available through it.
What are static and individual coupon codes?
When creating voucher co nfigurations you can choose in which type voucher codes should be created, we distinguish between:
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Staticcoupon codes can be used to support e.g. special promotions and print these coupon codes generally accessible on flyers, billboards, social media posts or magazines.
With voucher codes, you assign exactly one code - e.g. "Beachbody2023" - and set a redemption quota for this code.
For example, you can create a quota of 500 vouchers for your "Beachbody2023" promotion, where the first 500 members receive a 5€ discount on their monthly contract fee when they sign up.
If your Beachbody2023 promotion is a complete success and the contingent of 500 vouchers has been redeemed, you can increase the contingent at any time. -
Individual coupon codes are created in packages with a certain number of codes. They are valid only once and expire when redeemed.
They are generated in a form similar to "CRV56-XXXX-XXXX". Dynamic coupon codes are created in packages, with a number of valid codes - you can create as many packages as you like here.
Time of application of vouchers
When creating and redeeming vouchers, we offer you the possibility to choose at which time vouchers should be redeemed.
Hereby we want to enable that already concluded contracts can be discounted retroactively.
For the application of the voucher you can choose from the following options:
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Individual, if you select individual, you will be asked at the point of redemption of the voucher codes - for example, in the Magicline via the member account at what time the voucher should be redeemed. As a default date will always be the current day of redemption preselected displayed. In this way, you retain complete control over the time of redemption.
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Contract start, on the other hand, if you select the contract start as the time, the day of the contract start of your member will be displayed to you in advance.
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 EUR to 20 EUR.
- Max has already signed a contract on 01.01.2021.
- With this configuration, Max's contract is now retroactively discounted.
- Max receives a credit of 30 EUR (6 months x 5 EUR discount) in his member account due to the discount. -
Current contract period, if the contract of a member already runs longer and is in a subsequent period, you can indicate herewith that the current contract period is discounted up to its contract start.
The following example illustrates the application:
- Your member Max comes to your studio on 30.06.2021 and would like to redeem a voucher
- The voucher discounts the monthly fee from 25 EUR to 20 EUR.
- Max has already signed a contract on 01.06.2019.
- Max is already in a contract period. Max is 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 EUR (1 month x 5 EUR discount) into 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 vouchers, a voucher is described below using the example of company vouchers.
Step 1 - Voucher creation - Description
To create vouchers navigate in your Magicline to Settings > Vouchers . Under the item Company Vouchers you will find the option to create company vouchers in the header on the right. You will see the following dialog.
Enter your information for the voucher in the following fields:
Name: Name of your voucher configuration
Campaign: Link to a campaign for evaluation
External ID: This ID will be listed in exports and can be used in 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. It will not be displayed externally.
External description: Description for the external display of the voucher (e.g. MySports).
Further description: Description that can be used additionally.
Step 2 - Voucher creation - Voucher amount
Based on your type selection the second step will be displayed differently.
Enter your information about
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Amount
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Voucher code type
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Static or
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individual
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Prefix for vouchers - here you can enter any prefix for vouchers, this can help you to recognize the vouchers by their code. For example, if you enter FF (for Family & Friends), it will be placed in front of the created voucher code.
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Effective period - how long should the voucher be applied,
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initial - only for the initial duration of the contract or
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unlimited - over the entire life of the contract, including the contract extension.
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In addition to these details, you can also select whether the start package of your rate should be discounted completely when redeeming the voucher.
Step 3 - Voucher creation - approvals
In the overview that appears, the basic structure of your voucher is now complete. 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 or redeemed by you. As well as the tools, over which the coupons may be redeemed.
You can edit the data via the 3-point menu.
The award period indicates in which period your vouchers are awarded.
The redemption period allows you to control in which period your vouchers may be redeemed - if no period is specified, this will not be restricted.
Voucher release refers to the tools in which the vouchers can be redeemed:
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Sales tool - refers to the SalesTool with which you can accompany your members in the studio and conclude a contract there, for example, via a tablet.
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Member management - Initially always enabled, this setting refers to the member overview in the Magicline.
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Cash register sales - MySports
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MySports - redemption of a voucher via the self-service in MySports.
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Connect API - redemption of voucher codes via Magicline websites connected via ConnectAPI.
Step 4 - Voucher creation
Additionally you can add a contract note for the vouchers, in which you describe the general conditions of your voucher and for example in which cooperation model the member is with the redemption of such a voucher.
This contract note is automatically used when such a company voucher is redeemed when the contract is created.
Rate release of voucher codes
As a new level we have added a rate release for voucher codes. In certain constellations you may not want a voucher code to be applied to all your tariffs, so you can define in this tariff release for which tariffs the vouchers may be applied.
You will be able to select specific tariffs, including their terms and payment methods, to ensure that your vouchers can only be applied to these tariffs.
To use the tariff approval, go to your voucher configuration Settings > Vouchers and select your voucher.
In the following dialog you can define your rates, the corresponding runtimes and the payment methods to which the voucher can be applied.
Once you have selected your tariff and the associated terms and payment methods, click on +Add to add the tariff to the release.
Rate approvals - examples
You can activate as many tariffs as you like for this release.
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If you have rates with several terms, which should all be released, select only the tariff and add it. (See Classic XL)
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If you want to unlock only certain terms and payment methods for a tariff, define them and click on add. (See Basic+)
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If you want to enable only one term with different payment methods, select only the tariff and the corresponding term. (See Weight loss package)
Voucher overview - configuration
The voucher overview now provides you with the information of your configuration.
By clicking on the link in the header "Financial view - Magicline Koop - 20%" you will get directly to the creation of your voucher codes.
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, for which you will also see information about the date of redemption and the respective member.
Voucher codes are always created in Magicline via so-called packages. These packages can have any number of vouchers, help you in the later assignment, however, when the codes were created and also to revoke them.
Creation of coupon codes
To create voucher codes go to the financial view of a voucher in the header on "Generate vouchers".
In the following view you will see the information of the voucher configuration again, you have the possibility to enter another name for a package and to define the number of associated vouchers. Afterwards your voucher codes will be created and you can view them in the overview.
Export coupon codes
To provide all voucher codes as fast as possible, you have the possibility to export the voucher codes. For this purpose an Excel document will be created based on your configuration. In this document the voucher type, the company assignment, your external name, as well as all created and redeemed vouchers are listed. For the already redeemed vouchers it is also listed which member has redeemed this voucher at which time.
Revoke voucher codes
In order to revoke specific voucher codes, the function "Revoke vouchers" is also available in the header.
Vouchers that have been revoked will be displayed in the overview as "cancelled". These can now no longer be redeemed by members.
Conclusion of a contract with a voucher code
For the conclusion of a contract there are different possibilities to enter a voucher code.
Currently we offer the possibility to enter voucher codes via the member overview in Magicline, the sales tool and the Connect API (Magicline websites).
This process describes the redemption for company vouchers, member vouchers differ only in the missing assignment of a company (see above).
Voucher entry - member overview
The conclusion of a new contract with the help of a company voucher is possible in the Magicline by creating a new member.
To do this, the member's information must be entered via Members > Create new member.
When selecting the contract data, the option "Voucher" can be selected via the dropdown Type. In the marked field with the code, the voucher code is entered. The voucher will be automatically validated - invalid, expired or already redeemed codes will be 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 only set to certain tariffs, these will be 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 different selection of tariffs is not possible - due to the strict default from the voucher configuration.
After the selection of the tariff, the duration and the payment method, the contract and the company defined in the voucher configuration are assigned to the new member upon completion of this process. The stored discount will be automatically applied to the new contract.
Voucher entry - sales tool
To enter a voucher code through the sales tool, go through the rate selection process with your member. In the contract conclusion you will find the following 3-point menu and here you can enter the voucher code from the member.
The discounts will then be displayed in the summary.
Redeeming a voucher code for existing contracts
For already existing contracts voucher codes can also be entered.
If the contract has existed for some time and the member has already settled the claims of the contract, depending on the date of application of the voucher, a credit is created in the member account, because the amounts already settled are discounted by the voucher, this discount is then written in the form of a credit in the member account and credited for the next claims.
A voucher can now be redeemed via the context menu of the contract.
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 date or the contract start date is validated, so an early redemption without contract data is not possible.
In addition, the type of voucher is displayed in the dialog.
With redemption on today's date (09.02.2023), the already balanced contribution for the month of February will be calculated proportionally and credited to the member account:
In addition, we assign an indicator "B2B" to the contract that this contract is in a B2B context.
Subsequently, the voucher can be eiditated via the context menu of the contract via Edit Voucher .
Here we offer the possibility to withdraw the voucher at the end of the performance period or to cancel the redemption - e.g. in case of an incorrect entry for a wrong member - the voucher code will then be reactivated and can be redeemed with another member.