Promotions

Promotions let you offer discounts, buy-one-get-one deals, and store credit rewards to patients at checkout. They can apply automatically when conditions are met, or require a promo code to redeem.

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How Promotions Work

A promotion has three parts:

1. Rules — conditions that must be met before the promotion applies (e.g., “cart contains Botox”, “patient is in the Birthday cohort”, “subtotal is over $200”)
2. Discount — what the patient gets (e.g., “20% off”, “$25 off”, “100% off 1 unit of Filler”)
3. Credit reward (optional) — store credit the patient earns after checkout (e.g., “$20 credit, expires in 90 days”)

A single promotion can give both a discount and a credit reward.

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Rule Groups (AND / OR)

Rules are organized into groups:

• Rules in the same group are alternatives — any one of them can be true (OR logic)
• Different groups must all be satisfied (AND logic)

Example: “Birthday patient OR VIP member, AND cart contains Botox”

• Group 1: Birthday cohort, VIP cohort (either qualifies)
• Group 2: Botox in cart (must also be true)

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Create a Promotion

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Set Up Rules

Add one or more conditions. The promotion only applies when all groups are satisfied. Available rule types:

• Patient cohort — target a specific patient segment (e.g., birthday patients, new patients, VIPs). Click + New to create a cohort without leaving the page.
• Location — only applies at a specific clinic location
• Item in cart — requires a specific item with an optional minimum quantity (e.g., “2x Botox”)
• Category in cart — requires any item from a category (e.g., “Injectables”)
• Item type in cart — requires a service, product, medication, package, or booking fee
• Minimum quantity — a minimum number of items in the cart
• Minimum subtotal — the cart total must reach a threshold (e.g., “$200+”)

Each rule has an Operator — pick is (the default) for the standard match, or is not to invert it. An “is not” rule passes when the cart or patient does not match the target — for example, “category in cart is not Memberships” to exclude membership purchases from a promotion. To create alternatives (OR), click Add alternative (OR) within the same group. To add a separate required condition (AND), click Add condition group (AND).

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Configure the Discount

Choose what the discount applies to:

• All items — every item in the cart
• Specific item — one particular item
• Category — items in one or more categories. Pick as many categories as you like; each one shows as a removable chip. Ticking a parent category also selects everything nested under it, so a deal on “Injectables” automatically covers Botox, Filler, and their subcategories.
• Item type — one or more item types (for example, all Services and all Products). Pick as many as you need; each shows as a chip.

Pick a discount type:

• Flat — one value for the discount. Set a percentage off (e.g., 20% off), a fixed amount off (e.g., $25 off), or both — the system applies whichever is set.
• Graduated (tiered by quantity) — the price changes as the quantity goes up. See below.

How a fixed amount applies: When you enter a flat fixed amount, choose how it comes off the cart:

• Once per transaction (the default) — the amount comes off the order total one time. A $50 promo takes $50 off the whole cart, even when several items match.
• Per item — the amount comes off each matching item. A $50 “per item” promo on two matching items takes $50 off each, for $100 total.

Quantity cap: If you set a quantity on a flat discount, only that many units are discounted. This is how “buy 1, get 1 free” works — set the target item to 100% off with quantity 1.

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Graduated (tiered) pricing

Graduated pricing charges a different price depending on how many units are bought — ideal for units-based items like injectables. For example: the first 10 units at $8.99 each, and everything after that at $12.99 each. To set it up, choose Graduated as the discount type, then:

1. Choose how each tier is priced — fixed price per unit (e.g., $8.99) or percentage off the list price (e.g., 30% off).
2. Add a row for each tier. For every row except the last, enter the unit cutoff (the running unit count where that tier stops) and the price. The last tier has no cutoff — it covers every unit beyond the tiers above it.
3. Use Add tier for a third price band, and the ✕ to remove one. You need at least two tiers.

Graduated pricing is worked out at checkout, once the quantities are known, so the discount updates automatically as units are added or removed.

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Add a Credit Reward (Optional)

If you want patients to earn store credit when the promotion applies:

• Credit amount — how much credit to award (e.g., $20)
• Expiry (days) — how long the credit lasts before it expires (leave blank for no expiry)

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Add a Loyalty Points Reward (Optional)

When the Loyalty Points add-on is on, a Loyalty Points Reward section lets you award bonus points when the promotion applies:

• Bonus Points — how many extra points to award
• Expiry (days) — how long the bonus points last (leave blank to use the program default)

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Set a Schedule (Optional)

• Date range — when the promotion starts and ends. Leave blank for always active.
• Recurrence — repeat on a schedule (e.g., every Tuesday, weekdays only, monthly). Use the menu for common patterns or Custom for advanced options.

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Set Redemption Limits (Optional)

• Max total redemptions — how many times this promotion can be used across all patients (e.g., “first 100 customers”)
• Max per patient — how many times a single patient can use it (e.g., “once per patient”)
• Redemptions per session — how many line items the promotion can discount within a single checkout. Leave Unlimited on (the default) to discount every matching item on the ticket. Turn it off and enter a number to cap it — for example, set it to 1 so a “10% off” offer only applies to one item even when several qualify.

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Restrict Who Can Apply (Optional)

By default, any staff member can apply the promotion at checkout. To restrict it:

• Staff — only selected staff can use it
• Teams — only members of selected teams can use it

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Common Promotion Recipes

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Percentage Off for Everyone

• No rules needed
• Discount: 20% off, all items
• Auto-apply: on

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Buy One, Get One Free

• Rule: Item in cart — Botox, minimum quantity 1
• Discount: Specific item — Filler, 100% off, quantity 1

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New Patient Welcome

• Rule: Patient cohort — “New Patients” cohort
• Discount: 15% off, all items
• Promo code: WELCOME15
• Max per patient: 1

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Birthday Special

• Rule: Patient cohort — “Upcoming Birthdays” cohort
• Discount: 20% off, all items
• Max per patient: 1

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Spend $200, Earn $20 Credit

• Rule: Minimum subtotal — $200
• No discount (leave blank)
• Credit reward: $20, expires in 90 days

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Tuesday Treatment Day

• Schedule: Recurrence — Weekly on Tuesday
• Discount: 10% off, item type — Services

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Injectable Volume Pricing

• Applies to: Category — Injectables
• Discount type: Graduated, fixed price per unit
• Tier 1: up to 10 units — $8.99 each
• Tier 2: remaining units — $12.99 each

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How Promotions Appear at Checkout

When a patient is selected at checkout, the system evaluates all active promotions. A Promotions button appears with a count of eligible offers.

• Auto-apply promotions are applied automatically to the cart — a notification appears when a new promotion becomes available.
• Manual promotions show an Apply link on the right of the row. Click the row to apply — no typing required. Once applied, the row shows an Applied badge.
• Code-based promotions can also be applied with one click when the cart otherwise qualifies; the row stays clickable in the Promotions list. Patients (or staff) can still enter the code in the Enter promo code field as a fallback.
• Ineligible promotions are shown with a reason (e.g., “Requires Botox in cart”, “Patient is not in the required cohort”).

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Edit or Pause a Promotion

Click on any promotion from the list to open its detail page — or click the actions menu on its row and pick Edit to jump straight into the editor. From there you can:

• Edit any field and click Save Changes
• Click Pause to temporarily disable it (or Activate to re-enable)

The detail page also shows performance stats: total redemptions, total discounted amount, and a history of which patients used the promotion.

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Delete a Promotion

On the promotion’s detail page, click Delete and confirm when prompted.