Editing discount packages

Discount packages are a very powerful way of managing all the various reasons guests sometimes have for paying less for a given service or product. It allows you to give discounts on treatments, retail items, offer spa “credit” and even offer specific individual treatments for free.

The packages dialog is accessed via the packages button on the toolbar:

Clicking this button reveals the following screen:

The package dialog is divided functionally into 4 quadrants. Let’s look at them in turn:

1. Package Selection (top left)

Use the package selection area to select, add, or remove packages from the database.

– To add a new discount package, enter the package name in the search field and then click the “+” button.

To select an existing discount package, just click on its row in the package selection window.

To remove a discount package, select the package by clicking its row, and then click the “-” button. You do this very rarely, in most instances you retire a package by deselecting active in the details area (see below).

To select or view packages that you used to use but have now retired, click the “active button”, just above the search field.

Membership

If you are wondering what the “M” column stands for in the package selection window, it’s just displaying which packages require memberships to be valid. Those with a “+” symbol, are members-only packages. So in the picture above “Mother’s Day Special” is a members-only package. You can add or remove guest memberships via the separate membership dialog.

Q: What do you mean by membership?

Many discount packages are generic. They apply to everyone. For example, if you create a package called “No Show”, which charges 50% of the treatment fee to any guest who fails to turn up for their appointment, then you want to be able to apply that package to anyone who violates your cancellation policy. That is, a “No Show” could be applied to any guest at all.

But let’s look at the Yearly Membership package. A yearly membership might involve the guest paying an upfront fee – say $3000, and for the next 12 months they get all sorts of bonuses – such at % off discounts, treatment credits, use of the swimming pool or whatever. Now you don’t want your receptionists assigning that package to just anyone – the guest has to pay to become a member of that exclusive group. Such packages are termed “membership packages” and as mentioned above, guests have to be manually enrolled in a given membership via the membership dialog. If they are not enrolled, they won’t get the discounts on offer.

2. Package Details (lower left)

Let’s look closely at the package details area:

Stepping through the fields in turn:

Nick name: A very short unique name for the package. Choose as short as possible. This is for display in the Sale window.

Duration: The period in days that this package is valid for. Typically only applies to memberships. For example, a “Yearly Membership” would have a duration of 365. If a membership is expired (exceeded date duration) then you will be shown a warning in red.

% off treatments: The percentage discount to be applied to all treatments. For example, you might decide that all locals get a 10% discount on their treatments in an attempt to encourage repeat visits. In such a case, you’d put 10 in this field.

% off retail: The percentage discount applied to anything you sell that is not a service. That is retail products, in the main.

Price: How much the guest has to pay to be allowed to use this package. Typically only applies to memberships. If your Yearly Membership costs $3000, then 3000.00 would go here.

Credit: How much spa/salon credit the package is worth. For example, a Yearly Membership could offer % discounts to treatments AND $1000 credit to be spent as the guest pleases within your business. In this instance, you’d put 1000.00 in this field.

Active: If ticked, the package is one that is currently valid and able to be used in your business. When you no longer want a package to be available, you don’t delete it – you retire it by unticking the active tick box.

Members only: No prizes for guessing what this means! If ticked, a guest has to be manually subscribed to the package to receive its discount and credit benefits.

Never expires: Some packages never go out of fashion. “No Show” would be an example. Tick this button and a really large number is inserted into duration – meaning the discount will never have a expiry date.

3. Specific treatments (upper right)

OK, here’s where we can get fancy. It is possible to create packages that offer a specific range and quantity of treatments for free. For example, you might decide that a particular package entitles your guest to 2x relaxation massages and 2x facials. This would mean that those four specific treatments would be free for this guest under this package. Note that the 3rd relaxation massage a guest had under this package would no longer be free under the specific treatment rule, though other package discounts and credits may well apply.

You can configure specific treatments via the “modify” button.

4. Notes

Nothing much to explain here. The notes section is just an area where you’d write any explanatory notes/details concerning the package for the benefit of your receptionists. If you are organised, you could have your marketing “sell” speech for this particular package here.