Are Vouchers Right for my Race?
Vouchers are similar to coupons except they are simpler and have a fixed monetary amount, no limits on where it can be used, and a limit on the number of uses. Percentage discounts cannot be used for vouchers.
You can auto-generate unique vouchers to give to each person in your race. This allows the registrants to have a code that can be used like money during registration. This can be a great way to give a discount or free registration to volunteers.
What is a Voucher/Voucher Pool?
Vouchers allow you to give codes to registrants that can be used like money during registration. You must create a Voucher Pool in order to start adding Vouchers.
The Voucher Pool is a grouping of Vouchers. You can create as many Voucher Pools as you would like.
Voucher Pools can be shared with multiple races, so you may want to create one Voucher Pool that is specific only to the race that you are creating it on, and then another Voucher Pool that is going to be shared across multiple races. You can ONLY share Voucher Pools with races that you have race director access to.
TABLE OF CONTENTS
Voucher Setup
Step 1: Creating a Voucher Pool
To begin setting up Vouchers, go to the Financial tab on your Race Dashboard, and open up the Voucher feature.
Next, go to the Voucher Pool setup section, by clicking on Add a Voucher Pool.
This will bring you to the Voucher Pool adding page. Under the Add New Pool tab, enter in a Voucher Pool Name.
Then, let us know Who Can Manage Vouchers?
If you click "Allow all current directors of this race to manage vouchers in this pool.", then ALL of the listed directors of that race can manage the vouchers in that pool. You can view the listed directors on your Race Dashboard, under Race > Secure Access/Info Sharing.
If you click "Allow only me to manage vouchers in this pool. Other users may be added later.", then ONLY YOU, the creator of this voucher pool, can manage the vouchers in that pool; you can ADD OTHERS later if necessary.
Once you have entered in the Voucher Pool Name and decided Who Can Manage Vouchers?, click on Create Voucher Pool.
BEFORE YOU CLICK! | ||
IMPORTANT: You WILL NOT be able to edit or delete the voucher pool after clicking Create Voucher Pool. Please make sure that you have all of the information filled out correctly before clicking Create Voucher Pool. |  | |
You will then receive confirmation that the voucher pool has been created, and you will be taken to your Voucher Pool.
Here you can select either Vouchers, Add Voucher, or Bulk Add Vouchers.
The tabs for Add Voucher and Bulk Add Vouchers are explained below in the sections of the same name. The Voucher tab is explained below, in the Voucher Report section.
Managing the Voucher Pool
To Manage a Voucher Pool, go to your Race Dashboard, then go to Financial > Voucher feature, and select Manage in the row with the Pool that you want to manage (Manage features are explained in the other parts of this tutorial).
Step 2: Adding a Voucher
While on the Manage page for a Voucher Pool (explained above), you can click on either Add Voucher or Bulk Add Vouchers.
Add Voucher
Under the Add Voucher tab, start by entering in the Voucher Amount. This is the amount that this voucher is going to be worth when the recipient receives it. If you need to set an Expiration Date for this Voucher, then you can set this here as well, however, it is not required.
If you know who the Recipient is going to be for this Voucher, and you want to include their information with this Voucher, then you can also include the Recipient First Name, Recipient Last Name, and/or the Recipient Email.
Note: This recipient information is just for your records. The recipient will not receive an email about the voucher once it is created. You will need to reach out to them with the voucher after creating it.
Once you have the Voucher Amount and any other information that you may want filled out, click on Add Voucher:
BEFORE YOU CLICK! | ||
IMPORTANT: You WILL NOT be able to edit or delete the voucher after clicking Add Voucher. Please make sure that you have all of the information filled out correctly before clicking Add Voucher. |  | |
You will then receive confirmation that the voucher was created.
The voucher is now ready to use!
Bulk Add Voucher
Under the Bulk Add Vouchers tab, you can create multiple vouchers at one time. First, you can set the Number of Vouchers that you would like to create (this field is required):
Then enter in the Voucher Amount. This is the amount that each voucher is going to be worth. If you need to set an Expiration Date for these Vouchers, then you can set this here as well, however, it is not required.
Once you have the Number of Vouchers and Voucher Amount filled out, and Expiration Date if needed, click on Add Voucher:
BEFORE YOU CLICK! | ||
IMPORTANT: You WILL NOT be able to edit or delete the voucher after clicking Add Voucher. Please make sure that you have all of the information filled out correctly before clicking Add Voucher. | | |
You will then receive confirmation that the vouchers were created.
These vouchers are now ready to use!
Adding an Existing Voucher Pool
Remember, Voucher Pools can ONLY be shared between races that you have race director access to.
To Add an Existing Voucher Pool, to your race, begin by going to the race that you want to add the voucher pool to.
On that race's Dashboard, go to the Financial tab, and open up the Voucher feature:
Next, go to the Voucher Pool setup section, by clicking on Add a Voucher Pool:
This will bring you to the Voucher Pool adding page. Here you will want to click on the tab for Add Existing Pool:
Using the drop-down for Voucher Pool, select the pool that you want to add to this race:
BEFORE YOU CLICK! | ||
IMPORTANT: You WILL NOT be able to edit or delete the voucher pool after clicking Add Voucher Pool. Please make sure that you have all of the information filled out correctly before clicking Add Voucher Pool. |  | |
You will then receive confirmation that the voucher pool has been added.
And you will be taken to that Voucher Pool.
Here you can select either Vouchers, Add Voucher, or Bulk Add Vouchers.
The tabs for Add Voucher and Bulk Add Vouchers are explained above in the sections of the same name. The Voucher tab is explained below, in the Voucher Report section.
Voucher Report
Each Voucher Pool will have it's own Voucher Report, so in order to view a specific Voucher, make sure that you are viewing the correct Voucher Pool. You can find your Voucher Pools by going to your Dashboard, then Financial > Vouchers.
Once you have located the Voucher Pool with the Voucher Report that you want to view, click on Manage next to that pool.
Here is a sample Voucher Report:
The report shows you the Voucher code (this is what you will share with the recipient of the voucher, and they will enter it in on the checkout page), the Initial Amount that the voucher was set up to be redeemable for, the current Balance (notice that the two vouchers outlined in red have balances that are different from the initial amount; this is because they have been partially or fully used), if applicable, when the voucher Expires and the Recipient information is also shown in the report, and finally, the Other Info column shows when the voucher was created.
Underneath the table, on the right side, you can also Download as CSV, Download as Excel File (XLSX), or Print.
On the Voucher Report you will also be able to click on each individual Voucher to view its report. This will give you the Voucher Usage information, such as the Initial Amount, the current Balance, the Entity that used the voucher, and more.