Discounts

The aXcelerate discounts feature enables you to flexibly manage all the possible scenarios where a workshop booking would be discounted to one or more of your students. The discounts system provides a range of discount types and calculation methods and also supports combining discounts as an option so that you can adapt the system to suit your needs with as little setup as possible.

Once a discount has been applied to any booking, certain fields will NOT be able to be updated on that discount record. These fields include the discount type, calculation method and calculation value. This is to maintain the integrity of the data for reporting purposes.

Discounts can be either global (meaning that they will apply to all workshops) or not global in which case these discounts have to be set against either the workshop type or workshop instance.

Turn feature on with System Settings

For the discounts feature to work, you must have the "Workshop Discounts" system setting enabled. This setting can be found under the "Additional Options" tab in the System Settings page. For more help on workshop discounts, see Registering a Contact for a Workshop.

If you require discounts for accredited enrolments, you must also have the "Accredited Discounts" setting enabled. For more help on this feature, see Enrol Student in a Class.

Calculations

In the situation where the discount criteria has been met for more than one discount for a course booking, and these discounts do not have the "Not in conjunction" flag selected, these discounts will be applied together to determine the biggest discount for the user. To achieve this, flat rate discounts will be applied first, followed by percentage off discounts, and finally flat rate off discounts. If multiple percentage based discounts are applied, the discounts are calculated as follows:

If d1, d2 and d3 represent three % discounts that have already been refactored into their inverse decimal values (e.g. 20% off = 0.8) and are applied in that order respectively, the new price = (((original price * d1) * d2) * d3) with rounding after each step in the calculation.

i.e. the percentages are not added before they are applied to the original price.

Discount Types

The discount type dictates what criteria must be met for the discount to be applied to the booking. To assess the criteria, the system needs to know who is booking and on which workshop. Depending on which type is selected, the criteria field will change.

  • Category - The criteria is a contact category. The discount may be applied if the person being booked has this contact category.
  • Concession - No criteria. The person getting booked on the course must be able to claim this concession in truth. The responsibility to apply these discounts is left to the user.
  • Early Bird - The criteria is the number of days before the start date of the workshop. The discount may be applied if the booking date is at least this many days before the start date.
  • Group - The criteria is the size of the group. This discount may be applied if the number of people being booked into the workshop is equal or greater in value.
  • Membership - The criteria is a membership type in the contact portfolios. The discount will be applied if the person being booked has this membership.
  • Organisation - The criteria is not set on the discount page, rather, unique organisation discounts are created and then the appropriate choice is selected in the organisation update page. The discount is applied if the person being booked is linked to this organisation in aXcelerate either directly or the person being booked's organisation is a child organisation of an organisation with this discount.
  • Promotion Code - The criteria is a code of letters and numbers. A discount code can be passed in at the time of booking and the discount may be applied if the supplied code matches this discount code.

Basic Steps

  1. Choose Finance > Discounts

  2. The Discounts page will display.

  3. Populate fields in each section of the Discount form. For more information, see Notes For Specific Fields.

  4. Click Submit

  5. The new discount will be added to the Discount table. For more information, see Notes For Specific Fields.


Please Note - To apply a discount to an enrolment:

  • This must be a new enrolment
  • There must be a default value (eg tuition fee) set
  • If a finance model has been applied, this must be set as 'per hour'
  • VET Student Loans cannot be used in conjunction with discounts


Notes For Specific Fields

Field Name
Field Notes
Discount form
Name

Enter the Name of the discount. Required field.

Discount Type

Use the drop-down list to select the Discount Type. Required field.

Expiry DateEnter the date the discount will expire.
Criteria

Determined by type:

Early Bird: The criteria for early bird discounts is the number of days before the start date of the workshop.

Membership: The criteria for membership discounts is a membership type in the contact portfolio.

Category: The criteria for category discounts is a contact category.

Organisation: The criteria for organisation discounts is set in the organisation's update page. The discount is applied if the person being booked is linked to this organisation in aXcelerate either directly or the person being booked's organisation is a child organisation of an organisation with this discount.

Group: The criteria is the size of the group. The discount may be applied if the number of booked students exceeds this number.

Promotion Code: The criteria is a code of mixed letters and numbers. The code can be supplied at the point of booking to receive a discount.

Concession: No criteria. The responsibility to enforce requirements for this discount is left to the user.

Calculation MethodUse the drop-down list to select the Calculation Method. Required field.
Not in conjunction with other discountsWhen checked, this discount is unable to be used in conjunction with any others; where an enrollee is eligible for multiple discounts, the system will select the discount with the highest calculated value.
Calculation Value

Enter the Calculation Value which will be deducted from the total amount. Required field.

The options are:

Percent Off: This option is for a flat percentage discount (i.e. 50% off)

Flat Rate: This option is for a flat rate discount (i.e. $500.00)

Flat Rate Off: This option is for a flat rate off discount (i.e. $100.00 off)

Apply globally to

If this is ticked, the discount will only be able to be utilised on an enrolment in a Workshop or Class and this is the only place this discount will appear. 

If this is not ticked, the discount will only be able to be utilised if it is set against either a Class or Workshop instance, or against a Workshop Type. It will then only be able to be selected when enrolling a student in a Class or Workshop with that discount linked. 

Discount table
Update
To update a discount, click the  icon.
Delete
To delete a discount, click the  icon.
Make
To deactivate a discount, click the  icon.