Create and manage vouchers

Configuration -> Attendee Registration -> Vouchers

Fig. 1: Administration of voucher codes

In the voucher management, voucher codes can be created, viewed, filtered and edited. By default, the codes are generated randomly in alphanumeric order with a length of 8 characters.

If you want to send vouchers (in bulk) via e-mail from Converia, you can do so directly via the e-mail module. If you need a lot of vouchers for external use, you can generate them directly in the respective voucher types.

Click the Create new entry button to create and configure a new voucher code. Selecting a category (voucher type) is mandatory, and it is recommended that you adjust the expiry date. In addition, you can define a quota for the voucher code and enter a description in the free text field.

Fig. 2: Example - Create voucher

Manage vouchers

Voucher overview

The voucher overview lists all vouchers generated with Converia. The overview offers the possibility to search for specific codes, to sort the columns and to filter by category (voucher type) and status (available, used, consumed).

Possible actions on already created voucher codes

• Adjust expiry date

• Adjust quota

• View number of bookings in relation to the quota of the code

• Add/adjust description (only visible in backend)

• Copy direct access link (double-click on the link and use Ctrl+C to copy). -> This is a link that leads to the registration form with an already active voucher code. This means that the code itself does not have to be redeemed first. The link cannot be shortened.

Case study

Scenario: Conference with sponsor representatives

The organizers of the Manual Conference 2024 would like to give sponsoring companies the opportunity to have a fixed number of representatives attend free of charge or at a reduced price. To do this, voucher codes will be created and passed on to the sponsoring companies or to the representatives. Each sponsoring company has a predetermined, limited quota of places that may not be exceeded.

Process:

1. Creating voucher types: Two voucher types are created. One voucher type allows free participation, one voucher type allows a 50% discount participation.

2. Creating voucher codes: Voucher codes are created for each sponsoring company. For example:

   • Sponsoring company A (gold sponsor) receives a voucher code of the voucher type “free participation”.

   • Sponsoring company B (silver sponsor) receives a voucher code of the voucher type “50% discount participation”.

3. Quotas: Quotas are set for each voucher code created. This means that each voucher code only allows a limited number of redemptions. Converia ensures that the quota for each sponsoring company is not exceeded.

   Example:

• Sponsoring company A has a contingent of 10 free participations. As soon as 10 representatives have used this voucher code, it is no longer valid and no further redemptions are possible.

1. Distribution and application of voucher codes: The voucher codes are forwarded to the respective sponsoring companies or representatives. They can enter the code during the registration process in Converia to receive either free or discounted participation. The system checks the validity of the codes and the remaining contingent. If a code is valid and the contingent has not yet been exhausted, the corresponding discount (e.g. 100% or 50%) is granted.

2. Monitoring and reports: Converia allows you to keep track of how many voucher codes have already been redeemed and how many places are still available for each sponsoring company. This helps you to maintain control over the quotas and allows you to create further codes or adjust quotas as needed.