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Promo Code Management Page User Guide
Promo Code Management Page User Guide
Updated over 4 months ago

Welcome to the Promo Code Management Page of RentalTide! This guide will help you effectively navigate and utilize all the features available on the Promo Code Management Page, ensuring efficient creation, editing, deletion, and tracking of promotional codes within your Point of Sale (POS) system.

Introduction

The Promo Code Management Page is a vital component of RentalTide's POS system, designed to streamline the management of promotional codes and gift cards. This page allows authorized users to:

  • View Promo Codes: Access a comprehensive list of existing promo codes.

  • Create New Promo Codes: Generate new promotional codes with specific discounts and conditions.

  • Edit Existing Promo Codes: Update details of existing promo codes to reflect changes or corrections.

  • Delete Promo Codes: Remove obsolete or invalid promo codes from the system.

  • Search and Filter: Easily find specific promo codes using search functionality.

  • Paginate Results: Navigate through extensive lists of promo codes with ease.

Dashboard Overview

Upon accessing the Promo Code Management Page, you'll encounter the following key components:

  • Dashboard Header:

    • Title: "Manage Promo Codes"

    • Subtitle: "Create, edit, and track promo codes for your customers."

    • Actions:

      • Add Promo Code Button: Represented by the AddIcon, allows authorized users to create new promo codes.

      • Refresh Button: Represented by the RefreshIcon, enables users to reload the list of promo codes.

      • Search Toggle: Allows users to toggle the search bar for filtering promo codes.

  • Search Bar:

    • Functionality: Filters promo codes based on promo code text, description, or location.

    • Icons: Includes SearchIcon and ClearIcon for initiating and clearing searches.

  • Promo Codes Table:

    • Table Columns:

      • Promo Code: Unique identifier for the promo code.

      • Discount: Percentage or dollar discount associated with the promo code.

      • Expiry Date: The date when the promo code becomes invalid.

      • Location: Specifies the location the promo code is valid for.

      • Description: Brief description of the promo code.

      • Left: Indicates the number of uses remaining for the promo code.

      • Actions: Options to delete the promo code.

  • Dialogs:

    • Create/Edit Promo Code Dialog: Form for creating or editing promo codes.

    • Delete Confirmation Dialog: Confirmation prompt before deleting a promo code.

  • Loading Indicators:

    • Skeleton Loaders: Displayed while data is being fetched to indicate loading states.

  • Error Messages:

    • Error Notifications: Inform users of any issues encountered while fetching or managing promo codes.

Managing Promo Codes

Efficiently manage your promotional codes with the intuitive features available on the Promo Code Management Page. This section covers viewing promo codes, creating new ones, editing existing codes, deleting codes, and utilizing search and pagination functionalities.

Viewing Promo Codes

The Promo Codes Table provides a comprehensive view of all promotional codes associated with your selected location or across all locations.

Features:

  • Promo Code Details:

    • Promo Code: Displays the unique identifier of the promo code.

    • Discount: Shows the discount type and value (e.g., %Discount or $Discount).

    • Expiry Date: Indicates when the promo code will expire.

    • Location: Specifies the location(s) where the promo code is valid. If applicable, displays as "Valid For All Locations".

    • Description: Provides a brief overview or terms of the promo code.

    • Left: Displays the remaining number of uses for the promo code.

  • Interactive Actions:

    • Delete Button: Click to remove a promo code after confirmation.

Usage Tips:

  • Quick Identification: Utilize the displayed promo code details to quickly identify and differentiate between various promo codes.

  • Efficient Management: Use the action buttons to perform deletions directly from the table without navigating away.

Creating New Promo Codes

Creating new promotional codes ensures that your marketing campaigns remain fresh and effective.

How to Create a New Promo Code:

  1. Access Add Promo Code Button:

    • Located in the Dashboard Header, click on the Add Promo Code Button (represented by the AddIcon) to open the Create/Edit Promo Code Dialog.

  2. Fill in Promo Code Details:

    • Promo Code: Enter a unique identifier for the promo code. Alternatively, use the "Generate Code" button to auto-generate a code.

    • Discount: Specify the discount amount or percentage.

    • Discount Type: Choose between %Discount and $Discount to define the nature of the discount.

    • Expiry Date: Select the date when the promo code will expire.

    • Location: Assign the promo code to a specific location or mark it as "Valid For All Locations".

    • Usage Limit: Define how many times the promo code can be used.

    • Description: Provide a brief description or terms of the promo code.

  3. Submit the Promo Code:

    • After filling in all necessary details, click the "Create" button to save the new promo code.

    • Upon successful creation, the promo code will appear in the Promo Codes Table, and a success notification will be displayed.

Usage Tips:

  • Accurate Information: Ensure all required fields are filled accurately to maintain data integrity.

  • Unique Codes: Promo codes should be unique to prevent conflicts and ensure they are easily recognizable.

  • Clear Descriptions: Use clear and concise descriptions to communicate the terms and benefits of the promo code to customers.

Editing Existing Promo Codes

Updating promo code details allows for adjustments based on changing marketing strategies or correcting any discrepancies.

How to Edit a Promo Code:

  1. Locate the Promo Code:

    • In the Promo Codes Table, find the promo code you wish to edit.

  2. Open Edit Promo Code Dialog:

    • Click on the Edit Icon (if available) associated with the promo code to open the Create/Edit Promo Code Dialog pre-filled with the current details.

    • Note: In the provided code, there is no explicit edit button, but this can be implemented similarly to the delete functionality.

  3. Update Promo Code Details:

    • Modify any of the fields as necessary, such as changing the discount amount, updating the expiry date, or altering the usage limit.

  4. Submit the Changes:

    • After making the desired changes, click the "Update" button to save the modifications.

    • Upon successful update, the promo code details in the Promo Codes Table will reflect the changes, and a success notification will appear.

Usage Tips:

  • Consistent Naming: Maintain consistent naming conventions for promo codes to facilitate easy management.

  • Review Changes: Double-check all changes before saving to prevent data inconsistencies.

  • Track Modifications: Keep a record of changes made to promo codes for auditing and tracking purposes.

Deleting Promo Codes

Removing obsolete or invalid promo codes helps maintain an organized and efficient system.

How to Delete a Promo Code:

  1. Locate the Promo Code:

    • In the Promo Codes Table, find the promo code you wish to delete.

  2. Initiate Deletion:

    • Click on the Delete Icon (represented by the DeleteIcon) associated with the promo code.

    • A Delete Confirmation Dialog will appear to prevent accidental deletions.

  3. Confirm Deletion:

    • Confirm the deletion by clicking the "Delete" button in the dialog.

    • The system will remove the promo code from both the backend and the Promo Codes Table.

  4. Confirmation:

    • A success notification will appear, indicating that the promo code has been deleted successfully.

Usage Tips:

  • Confirmation Prompt: Always confirm deletions to avoid accidental removal of active promo codes.

  • Review Dependencies: Ensure that the promo code is not associated with any active campaigns or customers before deletion.

  • Permission Checks: Only users with the appropriate permissions can delete promo codes to maintain system integrity.

Searching and Filtering Promo Codes

Easily find specific promo codes using the integrated search functionality.

How to Use the Search Functionality:

  1. Toggle Search Bar:

    • Click on the Search Icon in the Dashboard Header to open the search bar.

    • To clear the search, click on the Clear Icon.

  2. Enter Search Terms:

    • Input keywords related to the promo code, such as the promo code text, description, or location name.

    • The Promo Codes Table will dynamically filter and display matching results.

  3. Clear Search:

    • Click on the Clear Icon to remove the search term and view all promo codes again.

Usage Tips:

  • Relevant Keywords: Use specific and relevant keywords to narrow down search results effectively.

  • Case Insensitivity: Searches are case-insensitive, allowing flexibility in input.

  • Partial Matches: The search functionality supports partial matches, enabling you to find promo codes even with incomplete information.

Paginating Promo Codes

Manage large volumes of promo codes efficiently using the pagination controls.

How to Use Pagination Controls:

  1. Locate Pagination:

    • At the bottom of the Promo Codes Table, pagination controls appear if the number of promo codes exceeds the per-page limit (e.g., ten promo codes per page).

  2. Navigate Between Pages:

    • Click on the page numbers or use the Next and Previous buttons to move between pages.

  3. Adjust Rows Per Page:

    • Use the dropdown menu to change the number of promo codes displayed per page (e.g., 5, 10, 25).

Usage Tips:

  • Efficient Browsing: Use pagination to avoid overwhelming the interface with too many promo codes at once.

  • Quick Access: Jump to specific pages using the page numbers for faster navigation to desired promo codes.

Permissions and Access Control

Access to the Promo Code Management Page is governed by a robust permissions system to ensure that only authorized users can view and manage promo code data.

Key Permissions:

  • promo_access: Grants access to view promo codes.

  • promo_create: Allows creating new promo codes.

  • promo_delete: Enables deleting existing promo codes.

Managing Permissions:

  • Role-Based Access: Permissions are typically assigned based on user roles within the organization (e.g., Admin, Manager, Marketing Specialist).

  • Verification: The Promo Code Management Page checks user permissions before rendering action buttons or enabling functionalities to prevent unauthorized access.

Usage Tips:

  • Ensure Proper Access: Verify that your user account has the necessary permissions to perform desired actions on the Promo Code Management Page.

  • Requesting Access: If you lack certain permissions but require them for your role, contact your system administrator or support team to request access.

Error Handling and Notifications

The Promo Code Management Page incorporates robust error handling and user-friendly notifications to inform you of the system's status and any issues that may arise.

Key Features:

  • Snackbar Notifications:

    • Provide real-time feedback on actions such as successful promo code creations, updates, deletions, and error messages when operations fail.

  • Loading Indicators:

    • CircularProgress: Indicates ongoing operations like data fetching or processing actions.

    • Skeleton Loaders: Displayed while data is being loaded to improve user experience and indicate loading states.

  • Dialogs and Alerts:

    • Create/Edit Promo Code Dialog: Facilitates the creation and editing of promo codes with form inputs.

    • Delete Confirmation Dialog: Prevents accidental deletions by confirming user intent.

    • Error Messages: Inform users of any failures during operations like fetching promo codes or saving changes.

Usage Tips:

  • Immediate Feedback: Pay attention to snackbar notifications for instant updates on your actions and system status.

  • Handle Errors Promptly: Address any error messages or dialogs immediately to ensure smooth operations and accurate promo code management.

  • Maintain Connectivity: Ensure a stable internet connection to facilitate seamless data fetching and promo code management.

Frequently Asked Questions (FAQs)

1. How do I create a new promo code?

  • Answer: Click on the Add Promo Code Button (represented by the AddIcon) located in the Dashboard Header. Fill in the required details in the Create/Edit Promo Code Dialog, such as the promo code, discount, expiry date, location, usage limit, and description. After completing the form, click "Create" to save the new promo code.

2. Why is the "Add Promo Code" button disabled for me?

  • Answer: The "Add Promo Code" button may be disabled if you have reached the maximum number of promo codes allowed for your account (maxCodes) or if your user account lacks the necessary promo_create permission. To resolve this, ensure you have the appropriate permissions and that you have not exceeded the promo code limit. If the issue persists, contact your system administrator or support team.

3. How can I search for a specific promo code?

  • Answer: Click on the Search Icon in the Dashboard Header to open the search bar. Enter the promo code text, description, or location name into the search field. The Promo Codes Table will dynamically filter and display matching promo codes. To clear the search, click on the Clear Icon.

4. Why am I seeing an error message when trying to delete a promo code?

  • Answer: Error messages during deletion can occur due to network issues, insufficient permissions, or server errors. Ensure that your user account has the promo_delete permission and that your internet connection is stable. If the issue persists, contact support with specific error details for assistance.

5. Can I assign a promo code to all locations?

  • Answer: Yes, when creating or editing a promo code, you can select "Valid For All Locations" from the location dropdown. This makes the promo code applicable across all your locations. If "All Locations" is selected elsewhere, ensure that your system supports bulk operations accordingly.

6. How do I generate a unique promo code?

  • Answer: In the Create/Edit Promo Code Dialog, click on the "Generate Code" button. This will automatically generate a unique promo code in the format PROMO-XXXXXXXXX, where XXXXXXXXX is a randomly generated alphanumeric string.

7. Is the promo code data secure on this page?

  • Answer: Yes, all promo code data displayed on the Promo Code Management Page is securely transmitted and stored in compliance with data protection standards. Access is restricted based on user permissions to ensure data privacy and security.

Troubleshooting

Issue 1: Unable to Create a New Promo Code

  • Possible Cause: Insufficient permissions, reaching the maximum promo code limit, or network connectivity issues.

  • Solution:

    1. Check Permissions: Ensure your user account has the promo_create permission.

    2. Verify Promo Code Limit: Confirm that you have not exceeded the maximum number of promo codes allowed (maxCodes).

    3. Check Internet Connection: Make sure your device is connected to the internet.

    4. Retry Creation: Attempt to create the promo code again after addressing the above.

    5. Contact Support: If the issue persists, reach out to the support team with specific error details for assistance.

Issue 2: Promo Codes Not Loading Properly

  • Possible Cause: Network connectivity issues, server downtime, or incorrect location selection.

  • Solution:

    1. Check Internet Connection: Ensure your device is connected to the internet.

    2. Verify Location Selection: Make sure a specific location is selected and not set to "All Locations" without available data.

    3. Refresh the Page: Click the Refresh Button in the Dashboard Header to reload the Promo Code Management Page.

    4. Contact Support: If the issue persists, contact support with specific error details.

Issue 3: Search Functionality Not Working

  • Possible Cause: Typing errors, no matching promo codes, or UI glitches.

  • Solution:

    1. Check Input Accuracy: Ensure that search queries are entered correctly.

    2. Reset Search: Click on the Clear Icon to remove the search term and view all promo codes again.

    3. Refresh Page: Reload the Promo Code Management Page to reset UI components.

    4. Contact Support: If the issue remains unresolved, contact support for further troubleshooting.

Issue 4: Unable to Delete a Promo Code

  • Possible Cause: Insufficient permissions, network issues, or server errors.

  • Solution:

    1. Check Permissions: Ensure your user account has the promo_delete permission.

    2. Verify Connectivity: Confirm that your device is connected to the internet.

    3. Confirm Deletion: Make sure you have confirmed the deletion in the Delete Confirmation Dialog.

    4. Retry Deletion: Attempt to delete the promo code again after verifying permissions and connectivity.

    5. Contact Support: If deletion fails repeatedly, reach out to support with detailed information.

Issue 5: Promo Code Left Count Incorrect

  • Possible Cause: Data synchronization issues or backend processing delays.

  • Solution:

    1. Refresh Data: Click on the Refresh Button to reload the promo codes.

    2. Verify Backend Processes: Ensure that the backend processes responsible for decrementing the Left count are functioning correctly.

    3. Contact Support: If the issue persists, report the problem to the support team for further investigation.

Issue 6: Add/Edit Promo Code Dialog Not Opening

  • Possible Cause: UI glitches, permissions issues, or JavaScript errors.

  • Solution:

    1. Check Permissions: Ensure your user account has the promo_create permission to create or edit promo codes.

    2. Refresh the Page: Reload the Promo Code Management Page to reset UI components.

    3. Clear Browser Cache: Sometimes, cached data can cause functionality issues. Clear your browser's cache and try again.

    4. Disable Browser Extensions: Some extensions might interfere with modal functionality. Try disabling them and accessing the dialog again.

    5. Contact Support: If the issue persists, notify support with specific error details for further assistance.

Issue 7: Unable to Generate a Unique Promo Code

  • Possible Cause: System errors, API issues, or duplication conflicts.

  • Solution:

    1. Retry Generation: Click on the "Generate Code" button again to attempt generating a new promo code.

    2. Check for Duplicates: Ensure that the generated promo code is unique and does not conflict with existing codes.

    3. Verify Backend Services: Confirm that the backend services responsible for generating promo codes are operational.

    4. Contact Support: If generation fails repeatedly, reach out to support with specific error details.

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