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Coupons
Coupons are discount codes that members enter at checkout to get a reduction on membership, class, or event fees. You create and manage them in the Admin under Coupons. This page explains the types of coupons, how to create and manage them, and how subsidy (scholarship) codes work.
Used by: Admin.
What Coupons Are
Promotional coupons use codes you choose (e.g. SPRING2026) that members type at checkout. Subsidy coupons are often created with an auto-generated code (pattern like SUBSIDY-2026-1234) for scholarship or subsidized membership checkout. The system applies the discount based on the coupon’s type and amount. You control type, amount, expiry, and usage limits where the form allows it.
Types of Coupons
| Type | What it does | Example |
|---|---|---|
| Percentage off | Reduces the total by a percentage. | 20% off → member pays 80% of the price. |
| Fixed amount off | Subtracts a fixed dollar amount from the total. Can be set as high as the full price to cover the entire cost. | $10 off → member pays total minus $10; $50 off on a $50 item → free. |
| Free (100% off) | Makes the product free. Often used for scholarships or comp registrations. | 100% off → no charge. |
How to Create a Coupon
- Go to https://admin.uibeta.org/admin/coupons.
- Click New Coupon.
- Enter a code (e.g. SPRING2026). Use something clear and memorable; avoid easy-to-guess codes if the coupon is not public.
- Select the type (percentage, fixed amount, or free) and set the amount (e.g. 20 for 20%, or 10 for $10 off). For a fixed amount, you can enter the full price to cover the entire cost.
- Set an expiry date and usage limits if needed: Total Usage Limit (how many times the code can be used in all; leave blank for unlimited) and Per-User Limit (how many times one member can use it). For example, valid until end of semester, max 50 uses, once per member.
- Save and share the code only with the intended recipients (e.g. email to scholarship recipients).
TIP
Use clear, memorable codes that hint at the purpose (e.g. SCHOLARSHIP26 for a 2026 scholarship code).
WARNING
Once a coupon code is shared publicly, anyone who has it can use it. Use usage limits to control how many times it can be applied.
How usage limits are counted
Usage limits apply to every kind of order — card payments, fully discounted ($0) orders, and check or cash orders.
- A use is counted as soon as the member starts paying with the code, not when the payment finishes. This stops several people using the last remaining slot at the same moment: once the limit is reached, the next person to try the code is turned away.
- If the card payment fails, the use is given back. The same happens when a card checkout is abandoned: after 24 hours the checkout is cancelled and its use comes back.
- A check or cash order takes up a use when the member places it, so a single-use code can't sit on two unpaid check orders at once. If the order is cancelled or expires, the use is given back; when staff confirm the payment, it becomes a completed use. If staff later reinstate an expired order, it takes the use back, and the reinstate is refused when the coupon has no uses left (see Offline Payments).
Teacher-Class Coupons
Teacher-class coupons are a special type: email-bound, single-use, and free (100% off). They are created for instructors who receive a complimentary class enrollment as a benefit.
- Each coupon is tied to a specific instructor email address — only that email can use it.
- The code is auto-generated (you do not choose the code).
- The coupon is single-use; it cannot be reused once applied.
How to create a teacher-class coupon
- Go to https://admin.uibeta.org/admin/coupons.
- Click + Teacher Coupon.
- Enter the teacher's email address — the one they sign in with. The code will only work for that account.
- Optionally enter the semester (e.g. Fall 2026). It is added to the coupon's name so you can find it in the list later.
- Click Create Teacher Coupon. The dialog shows the new code (it starts with TEACH-). Click Copy, then Done.
- Send the code to the teacher. They enter it at checkout, signed in with that email, when enrolling in their complimentary class.
The new coupon also appears in the Coupons list. The code works for classes only, is 100% off, and can be used once.
The + Teacher Coupon button only appears for staff who can manage coupons. If you don't see it, ask a super admin to check your permissions.
Free class ≠ free membership
Teachers get two different benefits, and only the free class uses a coupon.
- Free class — the coupon on this page. You create the code with + Teacher Coupon, send it to the teacher, and the teacher enters it at checkout. It does not appear on its own.
- Free membership — automatic. When a class reaches its minimum enrollment, the system grants a complimentary Gateway membership (one year) to each assigned instructor who doesn't already have an active membership. No code, nothing at checkout. Existing members are skipped (not upgraded or extended). See Instructor Overview for the teacher-facing version.
When a membership is auto-granted, an alert email goes out to staff who have class notifications turned on (Admin → Settings, per-staff notification preferences), not to everyone. If nobody has that preference on, the alert falls back to the default admin notification emails.
Subsidy Codes vs Regular Coupons
Subsidy codes are typically tied to scholarship requests. When a scholarship is approved, the system may create or assign a coupon so the member can complete checkout at no (or reduced) cost. Those codes are often one-use or limited to that person. Regular coupons are general-purpose discount codes you create and share as needed. If your organization uses the scholarship workflow, subsidy codes are managed in relation to Scholarship requests; the Coupons list may show both regular and subsidy-type codes.
Coupons and Donations
Coupons never discount donations. This is enforced automatically — you do not need to configure anything:
- In a donation-only cart, applying any coupon results in no discount; the donor's full gift always goes through.
- In a mixed cart (a donation plus a class, event, or membership), the coupon discounts only the non-donation items; the donation line is left unchanged.
- Members see a short note next to the donation line at checkout explaining that coupons don't apply to donations.
This keeps donation receipts accurate and ensures the full gift amount is recorded, regardless of any code a member enters.
How to Deactivate or Delete a Coupon
- Deactivate: If the UI offers an “Active” toggle or status, turn it off so the code can no longer be used. Existing uses are unchanged.
- Delete: If you delete a coupon, the code will no longer work. Consider deactivating instead so you keep a record. Only delete when you’re sure the code should never be used again.
Summary
- Promotional: Admin → Coupons → + New Coupon → your code, type, amount, expiry/limits → save.
- Subsidy: Admin → Coupons → + New Subsidy Code → often auto-generated code → save; filter list with Subsidy Only / promotional filters as needed.
- Teacher class: Admin → Coupons → + Teacher Coupon → teacher's email (and semester) → copy the generated code and send it to the teacher.
- Types: Percentage, fixed amount, or free (100% off).
- Control use: Set expiry and usage limits; avoid sharing codes publicly if they’re meant for a limited group.
Need help? Contact Andrew.