Discount campaigns: setting up, linking and applying

In this article, you will learn how to set up discount campaigns, link them to membership offers and facilities, and apply them at contract conclusion or retroactively to existing contracts.

Contents

• Prerequisites
• Overview: discount campaign vs. discount voucher
• Creating a new discount campaign
• Basic info tab
• Configuring discounts per contract component
• Discount on the pre-use period (pro-rata fee)
• Facility overrides (multi-location)
• Assigning and activating facilities
• Discount campaign at contract conclusion
• Applying a discount campaign retroactively to a contract
• Display in the contract document
• Archiving a discount campaign

Fast lane

1. Go to Settings / Membership signing / Discount campaigns and click Create discount campaign.
2. Fill in the Basic info tab: name, public name, description, campaign period, contract sources, combination with vouchers.
3. Configure the individual discounts per rate and term in the Membership offers, Flat fees and Additional modules tabs.
4. Assign the discount campaign to the facilities you want via Edit sharing settings; it becomes active there immediately.
5. The discount campaign is detected automatically at contract conclusion, and can also be applied retroactively to existing contracts via the contract action Apply discount campaign.

Prerequisites

Permission: Settings / Roles / Manage discount campaigns (CRUD: create, edit, delete). The permission is located under the Prospect acquisition category (subcategory: Membership signing).

In addition, for practical use you need:

• at least one active membership offer for the discount to apply to,
• optionally, existing additional modules, flat fees or a starter package, if you want to discount these components,
• optionally, an existing lead campaign, if you want to link the discount campaign for attribution to a promotion page.

Overview: discount campaign vs. discount voucher

Discount campaigns and discount vouchers are two separate tools that differ in how they are controlled and applied. The following table summarizes the key differences.

Creating a new discount campaign

1. Go to Settings / Membership signing / Discount campaigns.
2. Click Create discount campaign in the top right.
3. The discount campaign consists of several tabs: Basic info, Membership offers, Flat fees and Additional modules. Fill them in in this order.
4. Save the discount campaign. It is initially inactive until you activate it in at least one facility.

Basic info tab

In the Basic info tab, you set the framework conditions for the discount campaign.

Combination with vouchers, part of the Discount campaigns and vouchers group, offers three options:

Configuring discounts per contract component

In the Membership offers, Flat fees and Additional modules tabs, you set the actual discount values. Each tab lets you add one or more discount blocks via Add membership offer discount, Add flat fee discount or Add additional modules discount.

Each discount block consists of:

• a scope: the Membership offer and Terms dropdowns, both defaulting to All unless you narrow the discount down to a specific offer or term. Once you select a specific membership offer, Terms lists that offer's configured terms to choose from. The Flat fees tab adds a further Flat fees field: a multi-select list of the account's configured flat fees (each shown with its name and price), with Select all and Clear selection shortcuts, to narrow the discount down to specific flat fees. The Additional modules tab adds an analogous Additional modules field (default All additional modules) to narrow it down to specific modules,
• the Duration of the discount: Permanent, Initial runtime or Months (see table below),
• the Type and value of the discount (see table below), optionally with one or more Facility overrides.

Discount types:

Duration:

Starter package: in addition to the recurring fee, you can set a discount on the starter package in the Membership offers tab. This acts as a one-time reduction of the one-time starter fee.

Discount on the pre-use period (pro-rata fee)

If a membership offer's pre-use is configured as For a fee, the software calculates the pro-rata charge automatically from the monthly fee. This charge covers the period between the actual start of use and the regular contract start. Within a discount campaign, you can discount this pro-rata fee via the Pre-use fee toggle in each discount block of the Membership offers tab, independently of the discounts on the monthly fee, additional modules or flat fees.

When you switch the Pre-use fee toggle on, a separate Type and value block appears with the same options as a regular discount: choose the Discount type (Substitute price, Percentage or Absolute discount), enter the Value, and optionally add Facility overrides. A discount of 100% lets the pro-rata fee lapse entirely for all contracts within the campaign period, giving a fee-free pre-use period as a campaign benefit.

Example: a facility wants to attract new members with a fee-free pre-use period as part of a summer campaign. The regular contract starts on the first of the month, but members should be able to train from the moment they sign, without paying for the interim period. In the discount campaign, a discount on the pre-use fee is set with a value of 100%. For every contract concluded within the campaign period, the pro-rata fee lapses entirely, while the regular monthly fees remain unchanged.

Facility overrides (multi-location)

In multi-location setups, the value set in a discount block serves as the default for all facilities. If a facility needs different conditions, you can set an individual value for that facility.

1. Open the relevant discount block in one of the component tabs.
2. Under Facility overrides, click Add override.
3. In the new row, choose the facility from the Select location dropdown and enter the differing value. Repeat Add override for further facilities; each row can be removed individually via its remove icon.
4. Save the override. In the overview, the discount is then marked with the note With facility overrides.

For facilities without their own override, the default value remains active.

Assigning and activating facilities

A discount campaign only takes effect once it has been assigned to at least one facility.

1. Open the discount campaign: while creating it, or afterwards from the Discount campaigns list by clicking the campaign, then its ⋮ menu and Edit.
2. At the top of the campaign editor, click the facility-count badge next to Edit sharing settings (for example 14 facilities) to open the facility picker.
3. Search or scroll the list and check the facilities the discount campaign should be available in. The badge count updates as you (de)select facilities; use Remove selection at the top of the list to clear all selected facilities at once.
4. Save. The discount campaign is now assigned to the selected facilities, shown as a badge next to the campaign name.

Important: only one discount campaign can be active at a time per membership offer in a facility. If you assign a new discount campaign to a facility that already has one active for the same membership offer, make sure the previous one is removed or deactivated there first.

Discount campaign at contract conclusion

The software automatically detects, at contract conclusion, whether an active discount campaign matches the combination of facility, membership offer and contract source.

• At contract conclusion via the Sales Tool, the preview shows the reduced price for each affected line item.
• The discount campaign is applied without additional input, provided the contract source and membership offer match the configuration.
• If a voucher is also involved, the combination-with-vouchers rule selected in the Basic info tab applies.

Applying a discount campaign retroactively to a contract

Existing contracts can be retroactively assigned a discount campaign if the discount campaign is active on the selected start date and is enabled for the Administration contract source.

1. Open the member's contract.
2. Select the contract action Apply discount campaign.
3. Select the matching discount campaign from the list. Only discount campaigns that match the membership offer, facility and selected start date are shown.
4. Confirm the application. The discount is calculated from the selected start date.

Notes:

• Only one discount campaign can be active per contract at a time. If a discount campaign is already applied, it must be removed first.
• Retroactive application is only possible if the discount campaign is active on the selected start date.

Display in the contract document

In the contract document, the discount campaign is listed with the following information:

• the public name of the discount campaign,
• the affected contract components (membership offer, additional modules, flat fees, starter package),
• the effective period of the discount,
• the discount value (percentage, absolute or substitute price).

Archiving a discount campaign

When a discount campaign is no longer needed, you can archive it instead of deleting it. Archived discount campaigns remain visible for existing contracts but can no longer be selected for new contracts.

1. Open the discount campaign.
2. Click Archive.
3. Confirm the action.

Contracts that were already concluded with the discount campaign keep the discount according to the originally configured effective period.