Overview
Promo codes allow you to create unique discount codes for your promotions. During setup, you can configure how the promo code is used, including usage limits, date restrictions, blackout dates, and whether it can be combined with other promotions.
Step 1: Navigate to Promo Codes
1. Go to Tools.
2. Select Promo from the dropdown menu.
3. Click Actions.
4. Select Add New.
Step 2: Create the Promo Code
Code Name
Enter the promo code exactly as you want customers to enter it during checkout.
Example:
- SUMMER25
- FREERAFT
- WELCOME10
Generate Individual Promotions (Optional)
Enable Generate Individual Promotions if you need multiple one-time-use promo codes.
When selected, The Flybook will:
- Use the code name you entered.
- Append six random letters and/or numbers to each code.
- Generate a unique, single-use promo code for each code created.
This is useful for:
- Giveaway campaigns
- Individual customer coupons
- Gift certificates
- Marketing promotions
Import Codes (Optional)
If you already have a list of promo codes, you can import them instead of generating them.
Import a comma-separated list of promo codes, and The Flybook will create each code automatically.
Step 3: Configure Usage Rules
Promo Config
Choose the promotion this promo code should apply to from the Promo Config dropdown.
The promotion must already exist under:
Setup > Promotions & Gift Cards/Certificates > Promotions
Number of Uses
Specify how many times the promo code can be redeemed.
Important:
For Activities, usage is counted per guest.
Example:
- Reservation for 3 guests = 3 uses
For Rentals and Tickets, usage is counted per item.
Example:
- 2 rentals = 2 uses
Inactive
Mark the promo code as Inactive to prevent it from being used during checkout.
Existing reservations that already used the promo code are not affected.
Cannot Be Combined with Other Promos (Item Level)
Selecting this option limits each invoice item to one promo code.
Multiple promo codes can still exist on the same reservation as long as they apply to different items.
Stand Alone Promo
A Stand Alone Promo cannot be combined with any other promo code.
If this promo code is applied, it becomes the only promo code allowed on the reservation.
Remaining Value Covered by External Payment Record
Use this option when the customer purchased the promotion outside of The Flybook.
When enabled:
- The remaining balance of the invoice item is covered by an external payment record.
- Deposit calculations are disabled.
Note: Because this setting changes how deposits are calculated, we recommend contacting the Advisory Team before enabling it.
Step 4: Configure Date Restrictions
Use Event Date Range
Limits the promotion to reservations whose event dates fall within the selected date range.
Use Apply-able Date Range
Limits when the promo code can be applied.
Customers may only use the promo code during the selected date range, regardless of the event date.
Use Event Time Windows
Restricts the promotion to events occurring during selected times of day.
Days of the Week
Limit the promotion to specific days of the week.
For example:
- Monday through Thursday only
- Weekends only
Allow Front-End Applications
Controls whether customers can apply the promo code during online checkout.
- Enabled: Customers can enter the code online.
- Disabled: Staff may still be able to apply the code internally, but customers cannot use it during checkout.
Use Expiration
Set an expiration date after which the promo code can no longer be redeemed.
Step 5: Configure Blackout Dates
Blackout Config
Select a Blackout Configuration from the dropdown menu. (blackout help article if needed https://theflybookhelp.zendesk.com/hc/en-us/articles/360039440373-Blackouts-Setting-Up-Blackout-Rules)
Blackout configurations prevent the promo code from being used on specific dates or during restricted periods.
This is commonly used to exclude:
- Holidays
- Peak season dates
- Special events
- High-demand weekends
Tips
- Create the promotion before creating the promo code.
- Use descriptive promo code names that are easy for customers to enter.
- Test promo codes before distributing them publicly.
- Consider using blackout dates to protect high-demand booking periods.
- One-time-use promo codes are ideal for marketing campaigns and customer-specific discounts.
Frequently Asked Questions
What's the difference between a Promotion and a Promo Code?
A Promotion defines the discount itself, while a Promo Code determines how customers access that promotion.
Can I deactivate a promo code without affecting existing reservations?
Yes. Marking a promo code as Inactive only prevents future use. Reservations that already used the promo code will not be changed.
Can customers combine promo codes?
It depends on your settings. You can allow multiple promo codes, limit them to one per item, or require a promo code to be used as a stand-alone promotion.
What are blackout dates used for?
Blackout dates prevent promo codes from being used during selected dates, such as holidays, peak seasons, or special events.