Managing Vouchers

Applicable to: Association Administrators, Club Administrators

Application(s): Admin Portal > My Organisation > Vouchers

This article will cover the following:

1. Understanding voucher types and discount options
2. Creating a new voucher code
3. Editing existing vouchers
4. Deactivating and archiving vouchers

Related articles:

• Participants: Using voucher codes at registration
• Administrators: Managing registration fees

Overview

Vouchers let you provide registration fee discounts to participants and teams. You can create vouchers with fixed dollar amounts or percentage-based discounts to support early bird offers, member benefits, or promotional campaigns.

Standard Vouchers only apply to fees set by your organisation. For example, a club voucher can only discount club fees, not association or state body fees in the same registration.

Participants enter voucher codes during the Payment & Summary step of their registration, and the discount automatically applies to your organisation's fees.

It's possible for Governing Bodies to create Promotional Vouchers, which discount fees at organisations beneath them - click here to learn more.

Accessing voucher management

1. Navigate to My Organisation > Overview > Vouchers tab
2. View your Active vouchers (shown by default)
3. Switch to Inactive using the dropdown filter to view archived vouchers

Understanding voucher types

When creating a voucher, you'll choose between the available voucher types and choose your discount option.

• Standard voucher: available to all organisations, to discount fees at your organisation only.
• Promotional voucher: available to Admin Body organisations, to discount fees at your organisation and all child organisations beneath you.

Discount options

• Fixed amount: A set dollar value (e.g. $20 off)
• Percentage: A percentage off the cart subtotal (e.g. 5% off all fees)

Creating a voucher

1. Start the setup
   1. Click Create a voucher
   2. Select your voucher type (Standard or Promotional)
   3. Choose your discount type (Fixed Amount or Percentage)
2. Configure voucher details
   1. Enter a Voucher name
      • This name appears at checkout, on tax invoices, and in transaction reports
      • Use clear, descriptive names like "Early Bird 2025" or "Member Discount"
   2. Set the Voucher value
      • For fixed amounts: Enter a whole dollar amount (e.g. $10, $65, $39)
      • For percentages: Enter a whole number (e.g. 5, 10, 25)
   3. Enter Number of uses
      • Set how many times the voucher can be redeemed at checkout
      • Once this limit is reached, the voucher cannot be used even if still active
   4. Toggle Activate voucher to ON
      • This activates the voucher immediately upon creation
   5. Click Create
3. Save and distribute your code
   1. The system generates a unique 8-character voucher code automatically
   2. Copy the code using the copy function
   3. Distribute the code to your intended recipients via email, website, or social media

⚠️ Important: Voucher codes are system-generated and cannot be customised. Only one voucher from your organisation can be used per participant at checkout.

Editing existing vouchers

You can modify most voucher settings after creation to adapt to changing needs.

1. Find the voucher in your voucher list
2. Click Edit
3. Update any of the following:
   • Voucher name
   • Discount amount or percentage
   • Number of uses allowed
   • Active/inactive status
4. Click Update & save

What you can change: Voucher name, discount value, usage limit, and active status can all be updated at any time.

What you cannot change: The voucher code itself is permanent once generated.

Any changes to discount amounts apply only to future uses of the voucher, not past transactions.

Deactivating and archiving vouchers

Keep your voucher list manageable by deactivating expired or unused vouchers. Deactivated vouchers move to the Inactive list but remain accessible if needed later.

1. Deactivate a voucher
   1. Navigate to the voucher you wish to deactivate
   2. Click Edit
   3. Toggle Activate voucher to OFF
   4. Click Update & save
2. View archived vouchers
   1. Use the dropdown filter at the top of the page
   2. Select Inactive to view all deactivated vouchers
3. Reactivate a voucher
   1. Find the voucher in the Inactive list
   2. Click Edit
   3. Toggle Activate voucher to ON
   4. Click Update & save

How vouchers work at checkout

When participants register, they enter your voucher code during the Payment & Summary step. Here's what happens:

• The system validates the code is active and has remaining uses
• The discount applies only to your organisation's registration fees
• If multiple organisations charge fees (state body, association, club), participants need separate vouchers from each organisation
• The discounted amount appears in the order summary
• The voucher redemption shows on the participant's tax invoice

Frequently asked questions

Should we use fixed amount or percentage discounts? Fixed amounts work well for specific dollar-value offers (e.g. "$20 off early registrations"). Percentage discounts are better for scaling with different fee levels (e.g. "10% off for returning members") since they automatically adjust based on the cart value.

Can we set expiry dates for vouchers? Vouchers don't have automatic expiry dates. Instead, control availability by toggling vouchers inactive when you want them to stop working, or by setting a limited number of uses.

What happens if a voucher discount exceeds the registration fee? If a $50 voucher is applied to a $30 fee, the fee becomes $0 and the remaining $20 voucher value is forfeited. The voucher is marked as fully redeemed and one use is counted against the usage limit.

Can we track which participants used a voucher code? Yes. Voucher usage appears in your transaction reports, and each tax invoice shows which voucher code was redeemed.

What's the difference between Standard and Promotional vouchers? Standard vouchers only discount your organisation's fees. Promotional vouchers discount your fees plus all child organisation fees in the same registration. 

Can participants combine multiple voucher codes from our organisation? No. Participants can only apply one voucher code per organisation at checkout. However, if they're paying fees to multiple organisations (club, association, state body), they can use one voucher from each organisation.

How do we stop a voucher being used without deleting it? Toggle the voucher to inactive. This preserves the voucher code and settings for potential future use while preventing new redemptions. You can reactivate it anytime by toggling it back on.