Contact Promotions Overview
The Contact Promotions screen can be accessed under the "Contacts" in the Marketing menu. This screen is designed to give users the ability to view all contacts that are assigned to a specific promotion. It is also designed to give internal users the ability to assign Promotions to specific contacts.
Note: Users can also assign a promotion to a Contact ID under the Manage Contacts screen in the CRM. See the Softrip CRM manual for more information.
The Promotion Type that contact promotions will fall under are travel credit, gift certificate, prize/sweepstakes or rewards.
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In order to assign promotions to specific contacts, users must first have the promotion created under Marketing Promotions. Because the marketing promotions screen offers a variety of different filters, users can tailor the promotion to fit the desired scenario. This includes controlling the date in which the promotion can be redeemed, controlling when the passengers must travel by for the promotion to still be valid and potentially controlling the destination of the passenger(s) for promotion redemption.
See the Promotions manual for more information on Marketing Promotions and their fields.
Defining Examples
Because businesses can choose the type of promotions they want to offer to the public, there are many different scenarios where creating a marketing promotion that can be applied to contacts may be a benefit.
Below are examples of the different types of scenarios where a contact promotion may support a business.
Scenario 1
A business has a customer care team that handles onsite issues and different complaints from passengers. Because of this, it was determined that there are three different discounts that the business would like to offer to passengers depending upon their complaint.
Discount 1 - $50 off per person for future travel
Discount 2 - $150 off per booking for future travel
Discount 3 - $100 off per booking for future travel
Each discount should be applied to a contact depending on the situation. For example, Discount 1 could be applied any time a passenger calls into the contact center post travel and advises that the sight seeing company did not have their names. Discount 2 could be applied any time a passenger calls and advises they were unhappy with the meals served at one of the restaurants that were included in their tour.
Users can set-up a "customer service" travel credit under marketing promotions so that the customer care team can assign the promotion to any given contact at any point.
Scenario 2
A business decides that on their reservation site they want to expose a field that prompts passengers to enter a contact name if they were referred by another contact/friend.
Under the referral program, they want to give contacts $50 off for any future travel.
Users can set-up a "referral" travel credit under market promotions that can be later applied to any contact that has referred a friend.
Assigning Contact Promotions
Users can create new data by selecting the plus (+) sign at the top of the screen. This will open the bottom grid which will allow users t start assigning promotions to contacts.
Defining the fields
Contact ID:
The Contact ID is the ID that is assigned to the contact once the contact has either been manually created in the Softrip CRM or is created in reservations.
Note: A new contact ID will not be created in this field on this screen. Users will be searching for existing contacts.
When creating new data in the Contact Promotions screen, users will want to first select the contact that the promotion will be associated to. To do this, users can either enter the Contact ID, or they can conduct a manual search by selecting the arrow.
When conducting a manual search, users will have the opportunity to enter the first and/or last name of the contact, making it easier to narrow the results and find the correct contact.
Status:
Users can either mark the status as "active" or "inactive." If this is a promotion that should be eligible for redemption, the status should be marked as "active."
Valid if Booked From/Valid if Booked To:
Setting these values override the original book dates entered into Marketing Promotions.
Example
The customer care department has a passenger who will be receiving $150 off per booking; however, the discount can only be applied if a booking is created within the window of April 1st and August 31st.
Redeemed Book Date:
The Book Date represents the date in which this promotion was used towards a Reservation. Contact Promotions with an empty Book Date show that this contact promotion has not yet been used and is still available to the Contact.
Clicking the calendar icon allows you to easily select a Book Date. All new Contact Promotions should be entered with no book date. Acceptable Date Formats are: MM/dd/yy; MM/dd/yyyy; MM-dd-yy; MM-dd-yyyy; dd-MMM-yy;
Promotion ID:
The promotion field allows users to select from existing promotions that have already been created under Marketing Promotions. Users can either begin typing in the field in order to choose an option from a drop down, or, they can open the search grid by selecting the arrow.
Price:
This field is meant to override the promotion price that was originally entered in the Marketing Promotions screen. If no value is entered in this field on the contact promotions screen, then the field will automatically enter the default value once the promotion is saved.
Valid if Departs From/Valid if Departs to:
Setting these values override the original departure dates entered into Marketing Promotions.
Example
The customer care department has a passenger who will be receiving $150 off per booking; however, the discount can only be applied if a booking has departure dates that fall between January 1st and October 1st.
Redeemed Departure Date:
The Departure Date represents the departure date of the reservation in which this promotion was used towards a Reservation.
Note: All values that are entered against the promotion in the Marketing Promotions screen are the "default" values of the promotion. If users choose to update the values, such as the booked or departure dates, in the contact promotions screen then the promotion will become a custom promotion. The updated or "custom" values will apply only to that specific contact.
Default Values vs Custom Values
The video included below is meant to outline the relationship between the default values under marketing promotions and how they can be overwritten under contact promotions.
Conducting a search
Contact promotions are visible under each contact profile in the CRM. Although this is a great option when viewing just one contact at a time, using the contact promotions screen will give users the opportunity to take inventory of all contacts that have a specific promotion associated to them at one time.
The following fields are available for users to conduct a search on the contact promotions screen.
Defining the fields
Contact ID:
Users can search for a specific contact by either manually entering the Contact ID number or by expanding the search grid using the arrow. Using this option will display only one contact at a time; therefore, users can also take advantage of viewing the full user profile under the CRM.
Promotion ID:
Users can conduct a search by the promotion ID. This field is auto responsive; therefore, users will be able to begin typing the promotion name and will receive the applicable results. Users can also expand the search grid.
This option allows users to view all contacts that have that specific promotion applied to them. These results can also be exported.
Category:
Using the category search option will return all contacts that have a specific promotion type applied to them. An example of this would be searching to see how many users have a "travel credit" promotion assigned to them.
Status:
This field can be used to view either all active or all inactive promotions.
Last Edited By:
This search field allows users to search by an internal user ID.
Description:
Users can conduct a wildcard search under the description field and search by keywords.