Setting Up Offers

Billy Fluck
Billy Fluck
  • Updated

This article goes into detail of how to go about setting up the various types of Offer available in Spektrix. If you haven’t already read the Intro to Offers article then we'd suggest you do so before going any further.

Here's what we'll cover in this article:

Preparation

It’s worth taking a bit of time before you set an Offer up to make sure you are fully prepared and know everything you need about your intended Offer. A few things to think about might be:

  • Which type of Offer do you need? What do you want your Offer to do? Make sure you’re familiar with the different types, and choose the right one before you start
  • How is this Offer going to fit into your existing suite? Do you already have Offers set up with similar customer eligibility, or Event criteria? If so, remember that the system will always apply the Offer which gives the biggest overall basket discount first
  • Will this Offer need to be included in a specific Priority Group, or a Limit Group? If you’re not sure what these are or how they work, have a look at this article
  • Does the discount you want to apply work mathematically? Make sure you’ve worked out the maths before you start building your Offer!

Offer setup

Offers are created and edited in the Admin Interface, under Other > Offers. To create an Offer, you'll need to complete various fields, some optional and some required, and each of which is explained below. Most of these sections remain the same regardless of which type of Offer you are creating – Multibuy, X For Y or Package – but where there are differences, we've highlighted them.

To go straight to the part of this article on a specific section of Offers, click on its name in the list below:

Basic Details

This first section is where you define the essential information for the Offer:

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  • Name: give your Offer a clear, memorable name; bear in mind that any Offer names will appear in the online savings panel (if you choose to make the Offer visible there in the Website tab)
  • Description: though this field is optional, we'd recommend completing it to make it clear at a glance what this Offer does
  • Priority group: if you want to include this offer in a specific Offer Priority Group, you can either choose it here; by default, Offers will be added to the lowest priority group that you have on your system
  • Image: if you want to, you can upload an image to appear alongside this Offer in the online savings panel
  • Start date & time/End date & time: you can use these options to schedule exactly when an Offer goes live, and is made inactive; if you leave them blank, it will be live when you complete its creation and remain as such until you deactivate it
  • Active/Active in box office:
    • If Active and Active in box office are both ticked, the Offer is live in the Admin Interface and available to be used in the Sales Interface
    • If only Active is ticked, the Offer remains visible in the Admin Interface, but won't apply in the Sales Interface
    • If Active is unticked, regardless of whether Active in box office is ticked or not, the Offer will not be visible in the Admin Interface unless you tick the View inactive? box in the Offers section, and won't apply in the Sales Interface

NOTE: you'll be able to set whether an Offer is available online in the Website tab.

  • Cross Selling Enabled (only appears when creating a Multibuy Offer): ticking this makes the Offer eligible for inclusion on the Multibuy Cross-Selling page online; this page appears during the booking process before the basket is reached, and prompts customers when they currently have tickets which could be part of a Multibuy Offer:

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NOTE: this is an online-only feature, so any Offer you want to be included also needs to have the Active on website option ticked as well (see Website section below).

  • Total applications/Total items/Total discount: this section will be populated automatically as people start to use the Offer, and acts as a handy indicator of how much an Offer is being used 

Discount

This section is where the main differences between the different Offer types are visible, as each type applies discounts in a slightly different way. For all types of Offer, though, there are two values you can set which will allow you to tailor your Offer a little more:


  • Minimum price an item can be discounted to: this allows you to set a lower limit to a discount, so that regardless of what you set as a discount amount, a ticket (or merchandise item in the case of a Package Offer) can only ever be discounted down to a set value. This can be used in conjunction with a 100% discount to discount all tickets to a set price, e.g. you could create an Offer that discounts tickets of a range of prices to a flat £5 – all you'd need to do is set the discount to be 100%, then set the Minimum price an item can be discounted to at £5
  • Minimum Basket Value: this allows you to set a minimum basket value, meaning that the Offer will only apply when customers meet a minimum spend requirement, e.g. you could create an Offer where, when a customer spends at least £100, they get 10% off their order by setting the discount to 10% and the minimum basket value to £100

NOTE: while both of these are required fields, by default they are both set to £0.00, meaning they won't have any effect.

For all the other fields, we'll break this down by Offer type.

Multibuy Offers

A Multibuy Offer works across one or more Events and applies a discount evenly across each eligible ticket. You can choose from a value, percentage, or custom discount, with the amount you enter being deducted from each ticket that matches the Offer’s criteria.

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  • Value: allows you to set a fixed amount to discount
  •  discounts by a percentage of the ticket’s price
    • ng this check box includes the Ticket Commission (if applicable) as well as the ticket price when calculating the discount, e.g. if you have a £10 ticket with a £1 commission, ticking this box means that the system will calculate the discount based on the full £11, meaning a 50% discount would see a discount of £5.50 applied
  • Custom: allows you to set a different fixed value for each Ticket Type and Price Band combination. Use this if you want to set a range of discounts depending on what a customer purchases:

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  • Minimum tickets required per event: this defaults to 1, but you can set it to whatever number you require in order to ensure a set amount of tickets are purchased for an Event in order for the discount to apply, e.g. buy three tickets to Macbeth and save 10%
  • Commission: tick this check box to completely waive any Ticket Commissions from tickets discounted in this Offer. You might use this as part of an Offer that gives customers a discount when booking across multiple Events, waiving Ticket Commission as an additional incentive on top of the discount

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It's important to remember here that all Offers are constrained by mathematics; for example, a Multibuy Offer can't discount three tickets by £10, as 10 isn’t divisible by 3.

Also, because Multibuy Offers have to split discounts evenly across all tickets, it's also not possible to only discount tickets to certain Events – you couldn't, for instance, create a Multibuy Offer that discounts Romeo and Juliet tickets to £5 when customers also book tickets for Macbeth and Hamlet. The discount will be taken off all eligible tickets evenly.

 

X for Y Offers

An X for Y Offer is what you'll use for any 3 for 2 or buy 10 get the 11th free deals, and it can only apply to matching tickets from the same Event and Instance.

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  • Offer: simply enter the numbers you require, e.g. 2 tickets for (where one ticket is discounted to £0), or 20 tickets for 15 (where five tickets are discounted to £0). Your Offer will apply when the number of tickets in the first box are purchased, and the customer will only pay for the number of tickets in the second box

NOTE: if you set a Minimum price an item can be discounted to when setting up an X for Y Offer, the tickets will not be discounted to £0, but to the price set here. 

  • Commission: tick this check box to waive commission on discounted items; this will mean that any discounted tickets (such as the free ticket in a two-for-one deal) will exclude any applicable Ticket Commissions, while Ticket Commissions will still apply to all other non-discounted tickets

Package Offers

A Package Offer allows combinations of tickets and/or merchandise and apply when a customer puts a specific combination of items in their basket. Their set up is also a little more complicated than the other Offer types.

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There are two dropdown lists from which you can choose which items you want to include in your Package. Each dropdown will include all Ticket Types or merchandise items that are available on your system:

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When you have selected an item from one of the dropdowns, you'll see it appear in the list of items included in your offer:

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  • Qty: choose the number of each item that a customer needs to have in their basket in order for the Offer to apply
  • Discount?: tick this if you want that particular item to be discounted. You need to have at least one item discounted, but it’s up to you which one(s) to discount. For each item that you want to discount there will be a further field allowing you to enter the discount value:

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  • Waive Cmsn/Dlry?: tick this next to a discounted item to choose to waive Ticket Commission on tickets/Delivery Commission on merchandise
  • Discount logic: choose whether each Offer applies discounts to or by the values that you enter; choosing Discount to allows you to set a fixed value for discounted items; Discount by lets you choose how much is discounted from each item. You can also choose whether the discount is a fixed value, or a percentage of the discounted item
  • Price bands: you can choose to have different discounts per Price Band by ticking the Specific bands option and then selecting which Price Bands you want the Offer to apply to from the check boxes provided:

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  • Split out discount by band?: tick this to see additional fields appear next to any Ticket Types you have selected, allowing you to enter a different discount for each Price Band:

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Event Criteria

Regardless of which Offer type you use, you can choose whether an Offer applies to all of your Events, or just specific ones. If you want an Offer to apply across all Events (perhaps because you’re planning on narrowing down the customer eligibility) you can leave this section as it is, as the default setting is for all Events to be included:

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If, however, you want to specify which Events to include in the Offer, click on the Specific Event option and you will see a set of Event Instance criteria appear:

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This works in the same way as any other criteria picker does in Spektrix, giving you a range of options to choose from and drag down into the Drop criteria here… section. You can choose one or more of these options and, if what you’re looking for isn’t immediately visible, untick the Only show commonly used criteria check box to see the full range of options.

A few examples of criteria you might use are:

  • Events: choose which Events to include from a complete list of your live Events
  • Instances: choose specific Instances of an Event
  • Date: select all Event Instances taking place within a certain period of time
  • Event Attributes: use Attributes to determine whether certain Events should be included in Offers – see this article for more information on this

If you want to be really specific, you can combine two or more criteria, e.g. combine Date and Event Attributes to select a narrow range of Events. As with other criteria pickers, you can combine criteria using the ANDOR and NOT rules.

Multibuy Offers

When creating a Multibuy Offer, you'll also have the option to choose what the Minimum number of events someone must book for in order to be eligible for the Offer; this could be used for an Offer where people get 10% off all tickets when they book for one or more Events:

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Ticket Criteria

You can also limit Offers to specific Ticket Types and/or Price Bands:

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The default is for Offers to apply across all Ticket Types and Price Bands, but you can choose one or more specifically if you want to limit the Offer. Selecting Include the following on either option opens up a list of all available Ticket Types or Price Bands, from which you can choose one or more for the Offer to apply to:

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To select more than one option, click on the first option you want and then hold down the Shift key on your keyboard while selecting any others.

Fixed Series rule

Here you can decide whether to include Fixed Series tickets in an Offer:
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  • Not fixed series tickets: exclude all tickets bought as part of a Fixed Series subscription from the Offer
  • Only fixed series tickets: make this Offer apply only against tickets bought as part of a Fixed Series subscription
  • Either: include tickets bought as part of a Fixed Series subscription, as well as tickets that aren't

Limits

Offers can be limited in a number of ways; you might, for instance, want to make sure that each customer can only take advantage of an Offer once, or limit the number of times an Offer can be used against an Event.

There are two sets of limits that you can apply – per Offer limits, which only apply to one specific Offer, and Limit Groups, which are overall limit rules which you can apply to a range of Offers.

Per Offer limits

To apply a limit to your Offer, you can choose one or more of the options from this list:

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For each limit you choose, you can set Max Items/Applications (the maximum number of times an Offer can be used) and/or Max Discount – in other words, the maximum number of times an Offer can be used, or the maximum value of discount it can apply.

NOTE: Max Items are set in Multibuy Offers, referring to the number of tickets that can be discounted per limit; Max Applications are set in Package Offers and X for Y Offers, and refer to the the number of times the Offer can be applied.

Each option limits the Offer in a slightly different way; we've broken this down and given an example for each of them:

  • Per Event: the number of times an Offer can be applied/maximum amount of discount an Offer can apply to a specific Event
    • e.g. an Early Bird Offer that gives a discount to the first fifty people to book for an Event
  • Per Instance: the number of times an Offer can be applied/maximum amount of discount an Offer can apply to a specific Instance
    • e.g. an Early Bird Offer that gives a discount to the first fifty people to book for a specific Instance of an Event
  • Per Offer: the number of times an Offer can be applied/maximum amount of discount an Offer can apply across all eligible Events and Instances
    • e.g. an Offer available as part of a new season launch, where the first fifty people to book for any of your newly announced shows receives a discount
  • Per Customer: the number of times an Offer can be applied/maximum amount of discount an Offer can apply per customer
    • e.g. an Offer which gives 10% off the first time someone books
  • Per Customer Per Event: the number of times an Offer can be applied/maximum amount of discount an Offer can apply per customer for each eligible Event
    • e.g. an Offer that gives 10% off the first time someone books for a particular Event
  • Per Membership Period: when using memberships as Eligibility Criteria, this limits the number of times an Offer can be applied/maximum amount of discount an Offer can apply all Events, Instances and customers per membership period
    • e.g. an Offer that's part of a membership's perks, offering five free tickets a year for members with an annual membership

NOTE: when limiting Offers by customer, each Offer will only apply once a customer has either logged in online or been added into the basket in the Sales Interface, as the system needs to check against the customer’s record whether the limit has already been reached.

Overriding Offer limits

By default, if an Offer has per customer limits set, it will only apply online if there’s a customer in the basket/cart – this means online customers need to log in before the Offer will apply. There is, however, an option to override this:

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Choosing to override this will make an Offer visible online whether a customer has logged in or not – which means the system can use an Offer to calculate the potential discount a customer could gain from buying a Membership, for example.

We recommend thinking carefully before enabling this override, as while it allows you to show customers their potential savings, it can also have a wider impact on the overall customer experience. Selecting this means that an Offer can apply before the system has checked whether a customer has already passed the per-customer limit or not – this could mean that, if they've already used an Offer the maximum number of times/to discount the maximum amount possible, the Offer will be removed from their basket/cart once they log in.

Offer Limit Groups

Offer Limit Groups work by setting limits that will then apply to all Offers included within that group. For any Offer that is included within an Offer Limit Group, the system will apply both its per Offer limit(s) and any limit(s) set within the group.

If you want an Offer to be included in an Offer Limit Group, select its name in the left-hand column then click the > button to add it into the right-hand column:

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Eligibility

If you're happy for all customers to be able to take advantage of an Offer, you don’t need to fill anything in to this section; however if you want to restrict an Offer to certain customers you can do so using various criteria:

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Each section will include all available criteria, based on what you currently have set up on your system:

  • Tags: contains all Tags that you have set up on your system, organised by Tag Group
  • Attributes: contains all Customer Attributes that you have set up on your system.
  • Memberships: contains all Memberships currently available on your system
  • Promotion Codes: contains all Promotion Codes that have been built on your system
    • If you haven’t yet created a Promotion Code for your Offer, you can click on the New button to create one
  • Criteria Groups: contains all available Criteria Groups currently set up on your system

To select your criteria, click on the section that the criteria you want to use is in; this will expand to show a list of all available:



From there, you can drag one of the criterion down to the Drop criteria here area:

When setting multiple Eligibility criteria, it's important to be aware of the ANDOR and NOT rules. After you've selected one criterion, you have the option of adding further criteria next to the first one – using AND logic, making the rule stricter and meaning fewer people will meet the eligibility criteria – or in the Drop criteria here area – using OR logic, making the rule less strict and meaning more people will meet the eligibility criteria:



Website

By default a new Offer will only be available in the Sales Interface. If you want an Offer to be available online, tick the
Active on website check box:

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Ticking that box expands the Website section and shows a number of fields to fill in:

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  • Name on web/Description on web: give your Offer a clear name and description – these are specifically how the Offer will appear on your website, as opposed to in the Sales Interface, so it needs to make sense to your customers
  • Web URL: see below for more info
  • Show in online savings panel?: tick this check box if you want the Offer to be advertised to eligible customers online as part of the booking process:

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NOTE: if you don’t want to show an Offer in the Online Savings Panel, make sure this box is not ticked. You might for instance have more than one of the same type of Offer, and not want them all to show up online so that customers don’t get confused.

If you want the Offer to appear online, you need to choose whether to add Offer Page Content or a Web URL:

  • Offer Page Content: this is used to provide information about an Offer so that when a customer clicks on it in the Online Savings Panel they are taken to a page which gives some information on the Offer, such as links to the Events included in a Multibuy Offer. You can use Wikitext to formatting here; see the handy guide on the right-hand side of the page for more info:

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  • Web URL: tick the No website content necessary check box, and instead put a direct link in the Web URL field. This can be set to a non-Spektrix page on your site that details all of your available offers – giving you complete control over how this information is displayed.

Testing

Once you've created an Offer, you should always test it to make sure it's working as you expect it to. You should test your Offer wherever it's going to be used (whether that's in the Sales Interface, online, or both) by putting the relevant number/combination of tickets into a basket, making sure you meet the relevant criteria and eligibility.

If you're worried about an Offer being active online while you're testing it, consider making a Tag called, for example, Offer Testing, applying it to your customer record, then setting this as another eligibility criterion, using the AND rule. That way, even if customers meet all the other criteria, they'll still not be able to use this Offer until you've removed your Offer Testing Tag from the eligibility criteria.

You should also try buying the same tickets without meeting the relevant eligibility criteria to make sure the Offer doesn’t apply where you don’t want it to.

Copying Offers

If you have an existing Offer which you'd like to duplicate – for example when you’re setting up your new season, and want to use the same criteria – you can just copy it rather than setting up a new Offer from scratch!

When you go to Admin > Other > Offers, you’ll see a Copy option next to each of your Offers:

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When you select that option for one of your Offers, you’ll be taken to the Offer Details screen for a new Offer, which will be named as the original Offer name plus - Copy:

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NOTE: if it's not the first time you’ve copied a particular Offer, the new one will have - Copy (number) appended to its name.

The copied Offer will be set to Active by default, but will not have Active in box office selected, while the Offer totals (Total applications, Total items and Total discount) will be set to zero. All other fields (including any custom Attributes) will be copied exactly as per the original Offer.

Active on website in the Website tab will also not be selected, however when you check select this option you will see the original Offer's Website Content ready for use when you do activate it.

Further reading

Hopefully this article has given you everything you need in order to set up your Offers. We'd recommend you also check out these other articles:

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If you have any questions about setting up Offers, or would like to discuss anything from this article in more detail, please don’t hesitate to get in touch with the Spektrix Support team. 

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