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Coupon Guide
Coupons let you send targeted vouchers to customer segments via email. Each voucher contains a unique QR code that the customer presents at the counter for the operator to redeem.
How coupons work
- You create a coupon in Admin and configure its reward.
- You send the coupon to a customer segment — each recipient gets a unique voucher instance by email.
- The customer opens the email and presents their voucher QR code at the counter.
- The operator scans or enters the voucher on the Operator POS.
- The reward is applied to the customer's account immediately.
Each voucher instance belongs to exactly one customer. Vouchers cannot be transferred or used by a different customer.
Creating a coupon
Go to Admin → Coupons → New Coupon.
| Field | Description |
|---|---|
| Name | Internal name (also shown to the customer in the email) |
| Reward type | Stamp — award stamps; Points — award fixed points; Free item — create a pending reward redemption |
| Reward value | Number of stamps or points to award; for free items, select the reward from the catalogue |
| Expiry date | Last day the voucher can be redeemed (inclusive, midnight in your timezone) |
| Max redemptions | Optional global cap across all voucher instances |
| Max per customer | Maximum times one customer can redeem this coupon (default: 1) |
Save the coupon. It starts in Draft state — no vouchers have been sent yet.
Sending a coupon
On the Coupon list, click Send on the coupon you want to distribute.
Choose a customer segment:
Segment Who receives it All customers Every active customer in your account Long-standing Customers who joined more than 90 days ago Recent purchase Customers who transacted in the last 30 days Manual selection You choose specific customers by name/phone/email A recipient preview shows how many customers match the segment before you confirm.
Click Send to dispatch. Each recipient receives an email with their unique voucher QR code.
Sending is immediate and cannot be undone. If a customer's email address is not on file, they will not receive the email.
Redeeming a voucher at the counter
Customer — opens the voucher email and shows the QR code or reads the voucher code.
Operator — on the Operator POS screen:
- Click Redeem Voucher (purple button on the transaction type selector screen).
- Scan or type the voucher ULID code from the customer's email.
- The screen confirms the reward applied.
The reward is applied instantly:
- Stamp — the stamp is added to the customer's current stamp card for the relevant transaction type.
- Points — the fixed point amount is added to the customer's balance.
- Free item — a pending reward redemption is created. The operator then confirms fulfilment in the normal reward fulfilment flow.
Coupon states and validation rules
A voucher will be rejected at the counter if any of these conditions are true:
| Condition | Error shown to operator |
|---|---|
| Voucher already redeemed | "This voucher has already been redeemed." |
| Coupon is expired | "This voucher has expired." |
| Coupon is inactive | Redemption blocked silently (voucher not found) |
| Max redemptions exceeded | "This coupon has reached its maximum number of redemptions." |
Monitoring coupon performance
The coupon list shows live stats for each coupon:
| Column | Meaning |
|---|---|
| Sent | Total voucher instances sent (one per recipient per send batch) |
| Redeemed | Vouchers that have been successfully redeemed |
| Pending | Vouchers sent but not yet redeemed |
| Expiry | Date after which remaining pending vouchers expire |
Click a coupon to see a per-redemption breakdown including customer name, redemption date, and reward applied.
Expired vouchers
Pending vouchers are automatically expired at the end of the coupon's expiry day (midnight in your timezone). Expired vouchers cannot be redeemed. The expiry process runs nightly — a voucher will not expire mid-day.
Coupon limits
- One voucher instance per recipient per send batch. If you send the same coupon to the same segment twice, customers in the first send will have two voucher instances.
Max per customercaps total redemptions across all send batches for that customer.Max redemptionscaps the total across all customers — once reached, no further redemptions are accepted even for vouchers already sent.