Vouchers

Scroll down for the Step-by-Step Guide on how to create, sell and redeem vouchers on Line-Up

KEY TERMS & TIPS:

How do I create a Voucher?
By creating a product on the Products page. Here you can enter Voucher info, add a Price Table and attach Delivery Methods.

Depending on what you want your customer to receive after ordering a Voucher, it may be worth either:

• Creating a Voucher-specific Delivery Method - with Email/Ticket Templates containing voucher info and merge tags - so you can attach it to your Voucher product. See here for more info about Delivery Methods
• Or adding Voucher/Product Merge Tags onto the templates that are attached to your standard E-ticket Delivery Method. See here for the merge tags you need for Products/Vouchers

NOTE - we recommend adding these Merge Tags to your standard Templates as a default. This is because a customer may purchase both a Product and a Ticket in one order, but with only one Delivery Method. Because of this, it is worth having all the possible transaction info on the Delivery Method that you use for your main booking flow.

How do I sell a Voucher?
On the Box Office page. If you want to sell one by itself, you will need to sell it as a Standalone Product.
See step 8 in the Step-by-Step Guide below for full instructions.

How do I redeem Vouchers on Box Office?
On the Box Office page, by going through the normal purchase flow - but on the Payment page, selecting a Voucher Payment Method and entering the voucher code.
You just need to make sure the Voucher Payment Method is created before you do this.
See our step 10 in the Step-by-Step Guide below for full instructions.

How does the customer redeem their voucher on the booking flow?
Once a voucher is purchased, the customer will receive the voucher code in their email and/or ticket (depending on which template you have inserted the Voucher code Merge Tag).

Then when on the checkout page, the customer can select the Voucher Payment Method and enter the code in the box to redeem. 

See step 11 in the Step-by-Step Guide below for full instructions.

I want to create a Refund to Voucher.
This is slightly different from a normal voucher - see here for more info.

How do I check the status of a Voucher?
By going to the Tools page and the Voucher section, where you can browse and manage Vouchers.
See step 11 in the Step-by-Step Guide below for full instructions.

How do I report on Vouchers?
If you'd like to report on specific Voucher codes and balances, create a Vouchers report. This will also show you Credit, Debit and Net of your Vouchers.

If you'd like to report just on sales of Voucher products, then create an Orders report. NOTE - as Voucher products aren't connected to performances, these won't appear in a Performances report. For more info on reports, go here.

Another option when looking for Voucher sales is via the Vouchers page, where you can browse and manage Vouchers. See step 11 in the Step-by-Step Guide below for full instructions on this.

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STEP-BY-STEP GUIDE:

1. Create a Voucher Product

a) Select Products on the left hand side and then New Product

b) Enter details:

• Name
• Description
• Type - select Voucher from the dropdown
• Image - jpg or .png image (no larger than 1MB)
• Inventory - Set a stock level of the product or select Unlimited inventory
• Available for Standalone Purchase? - tick this box if you'd like to sell the Voucher product by itself
• Tags - for internal use, these will appear in your product list
• External ID - for internal use, a unique identifier for the product
• Voucher Settings - enter Voucher Name and Days Valid For (how long you would like the voucher to be valid until it expires)

c) Submit your product

2. Create a Price Table

a) Select the Prices tab and New Prices

b) On the pop-up, enter the following details:

• Name
• Description
• Tax Rate - select from the dropdown

c) Add Band:

• Select New Band
• Enter a name

• Select a colour from the chart

• Add a description (optional) by right-clicking on Band and selecting Band Settings. Enter description and then click Done

d) Add Variants

• Select New Variant
• Enter a name

• Enter the price for your Variant per Band

NOTE - if you have multiple price Variants for a Voucher Product, then these will be treated as individual Voucher items. So if a customer purchases multiple different price items of the same Voucher Product (e.g. 1x £50 and 1x £25) then they would receive a different code for each.

• Add a description (optional) by right-clicking on a Variant and selecting Variant Settings. Enter description and then click Done

e) Add Channels to Variants:

• Right-click on a Variant and then click Manage Channels

• Select your Channels and then click Done

• Hover over the channel icon to see the Channels that have been added

f) Add Adjusters to Variants (if applicable - if not, skip to step g):

• Right-click on a Variant and then Manage Adjusters
• Select your Adjusters and then Add Selected Adjusters

• Select the arrow dropdown to see the Adjusters you've added and their fees for each price

g) Add Discounts (if applicable - if not, skip to step h):

• Select the Discount Mode toggle
• Click Add Variant Discount 
• From the pop-up, select your Discount from the drop down (you will need to create your Discount before this step. More info can be found here)
• Select which Variant(s) to apply the Discount to
• Click Done and you'll see the discounted price for each Variant

h) Save and Review Price Table:

• Click Save and then Review. NOTE - you must click Save before leaving the page, otherwise your changes will be lost

• Check the details are correct, including the Inside and Outside Prices for your Variants
• Want to make changes? Click Back to Edit
• Happy? Click Publish & Make Active

• Want to make changes once it's published? Click Duplicate As Draft and make edits to a new version of your Price Table
• Once that's edited and published then that will replace the previously published version

3. Manage Visibility - Channels

a) On the Visibility tab select which channels the product will appear for

b) Click Update

4. Link voucher product to Performances

Would you like to limit which performances this voucher is available? (If no, skip to step 6)

a) Go to your Event and click the Performances tab

b) Click the box next to the Performances you want to link Products to or find Performances using the Filter bar

c) Select the Product icon on the Action Bar at the bottom

d) Select your Product from the pop-up list

e) Select Link to Performances or Link to Performances, with a stock level per Performance and then enter the number. Click Submit

f) To see linked performances, go back to Products and select your product

g) Select the Visibility tab and scroll down to Linked Performances

5. Want to un-link voucher product from performances? (if no, skip to step 6)

a) Individually:

• In the Linked Performances section of the product, select  on an individual performance
• Click Yes on the pop-up to un-link

b) In bulk:

• Go to your event and click the Performances tab
• Click the box next to the performances you want to link products to or find performances using the Filter bar
• Select the Product icon on the Action Bar at the bottom
• Select your product from the pop-up list
• Select Remove from Performances
• Click Submit to unlink 

NOTE - by default a product will appear for all events and all performances. By linking the product to performances it will then only appear for these specific performances. If after that you would like the product to appear for another event, then you would need to link it to those specific performances as well

6. Create Visibility Rules

(Optional - skip to step 7 if you don't need to create these):

a) Create Ruleset - on the Visibility tab on the product, scroll down and enter the following:

• Name
• Description
• Type - either All Rules must apply or At least one Rule must apply

b) Select Rules:

• Choose either Performance or Transaction
• Choose from Start Date, Start Time, Tag or Day of the Week
• If Start Date or Start Time - choose from is, is greater or equal to or is less than or equal to
• If Tag - select is and then enter/select your Tag  
• If Day of the Week - select day from the drop down
• Click Save Ruleset

7. Choose Print Rules for your Delivery Method

NOTE - you may want to create a new voucher-specific Delivery Method if you'd like your customer to have certain information in their email confirmation, e.g. the voucher code. See here for how to do that

a) On the Product page, click the Settings tab

b) Click the pencil icon on your chosen Delivery Method

c) When would you like the barcodes to be generated for your vouchers?

• Immediately - barcodes will be generated once the order is placed
• Scheduled - set date and time for the barcodes to be generated

d) Do you have a Ticket Template attached to your Delivery Method? Select from the drop-down (these will need to be created prior to this step and will need to have Voucher Merge Tags in order for the right info to appear for the customer. Go here for more info)

e) Save Print Rules

8. Selling vouchers via Box Office

a) Select Box Office on the left hand side

b) Select which Channel you'd like to sell products through

c) Want to sell it with a ticket order (if not, see step d)? Select the event, performance and tickets you'd like to sell first and then the Products page will appear in the next step

NOTE - if you can't see your product or the price has not appeared, this might be because you haven't granted the correct Channel access or it has been unlinked to that performance

d) Want to sell the Voucher by itself? Select the Products tab

NOTE - if you can't see your product here then it will be because you haven't selected the Standalone option on the Product page. See here for more info

e) Add your Voucher product(s) to the basket and go through the standard Box Office flow to sell the product

9. Adding vouchers to a completed order

a) Go to the Order that you'd like to create a related Product order for

b) Click Create Related Transaction

c) This will take you straight to the Box Office page, where you can create a related transaction. Click the Products tab

 

NOTE - if you can't see your Product or the price has not appeared, this might be because you haven't granted the correct Channel access or it has been unlinked to that performance

d) Add your Product(s) to the basket and click Continue on to Order Options (Customer details will have been saved from the previous transaction). Select your Delivery Method if you want the customer to receive emails relating to this order and continue to payment

e) On the payment page, select the correct Payment Method and click Pay & Update Basket Total

f) Once the transaction is complete, it will create a related order. Click View Parent Order to see the original ticket order

10. Redeeming vouchers on Box Office

a) Create a new Voucher Payment Method

• On the Settings page, click New Payment Method

• Select Voucher Payment Type and enter the name of the Payment Method

• Select the Channels you want it to be available for and click Submit

b) Use Gift Voucher for an order at Box Office:

• Go to Box Office page and go through the steps to add tickets to the basket
• Once you're on the final Payment page, select the Voucher Payment Method from the dropdown
• Enter the Voucher Code underneath and click Pay & Update Basket Total

11. Redeeming Vouchers in the Customer-Facing Booking Flow

a) Once a customer has added items to their basket and gone through to the checkout page, they will see the Voucher Payment Method as an option to select at the bottom of the page

NOTE - you will need to have added this as a Payment Method and enabled the Website Channel in order for this option to be available. See step 10a above

b) The customer can then enter the voucher code that has been sent to them and click Confirm & Pay

12. Browse and manage individual vouchers

a) Go to the Tools page and click Vouchers

b) Check the status of your vouchers:

• If has a tick, then it's still valid
• If it has a cross, then it has expired

c) To find a specific voucher, search for the coupon code at the top of the page

d) Click into a voucher to see transactions that have used the voucher. Click the Transaction ID to be taken to the order page

e) On the order page, scroll down to the basket to see details. Click View to see the voucher details

NEXT STEP: Create a Refund Voucher