Introduction

As part of the Gift Voucher module in RTBS is the option to upload series of Deal Codes for a particular offer - with a set activity, price type(s) and value, which can then be converted into bookings by the client directly through the operator's website, using the 'Redeem Gift Voucher' link.
This guide takes you through what is involved, for both the operator and their client.

Uploading Deal Codes

Step 1: Organise the Deal Codes into Columns

The codes must be uploaded according to value/unit type so that the system can assign the correct activity and number of units to each code.
The uploader tool will take all acceptable codes from an entire spreadsheet column, so the first process is to organise your spreadsheet so that vouchers of the same type (same activity and number of units) are grouped together, and each set of deal codes assigned to a separate column:

(Note: The only data of interest here is the deal code itself, and the units to which it should be applied.)

Step 2: Access the Uploader Tool in RTBS

To find the Deal Codes uploader tool, login to RTBS and go to Vouchers → New Gift Voucher.

Select the activity you want to import your first set of codes for:

On the next page, in the 'Deal' section, click the link that reads "Create Multiple Vouchers".

On the next page, enter a Deal Name and Description. The Deal Name will appear in the Reference field of bookings made by clients when they redeem their deal vouchers.
Set the value of the vouchers to be created by entering the applicable number of units. (Please note; if selecting 1 unit, you may find you have to click another number first in order to have the 'Value of Each Voucher' update from $0.00).

Select the validity start and end dates for the vouchers.
Once you've completed all the fields, click 'Upload and Select Deal Codes…'.
On the next screen, click 'Choose File' and browse to the relevant spreadsheet file in your system. Once selected, click 'Upload'.

The spreadsheet will now be uploaded and displayed in the popup window.
Use the bottom and right scroll bars to find the relevant column of Deal Codes (the codes that relate to the activity and units selected).
Select the top code in the correct column, and all codes below it in the same column will also automatically be selected.

A note at the bottom will confirm how many codes have been selected. Click 'Use Selected Codes' to upload.
You'll be taken back to the previous screen. In the Create Vouchers section, click 'Create x Vouchers'.

Once clicked, a message will appear confirming that the new vouchers have been created. Clicking 'View new vouchers' will take you to the 'Search Gift Vouchers' screen (also found under the 'Vouchers' menu in RTBS), and display the long list of deal codes, now each assigned to an RTBS 'Voucher ID' (this becomes the Booking ID when the voucher is redeemed).
Repeat the Deal Codes upload process for each activity and unit variation.

Redeeming Deal Codes

There are two ways to 'Redeem' a Deal Code in RTBS and book the client directly onto a particular activity, at a specific date and time.
Please Note: Once a Deal Code/Voucher ID has been redeemed once, it cannot be redeemed again. If a client reports getting an error message when attempting to redeem their code, please check that it has not already been redeemed by using the 'Search Gift Vouchers' page in RTBS.

Redeeming through the Web Link

The easiest way for clients to redeem their Deal Codes is through a 'Redeem Gift Voucher' link provided by Whytewaters, which can be added to the operator's website behind a suitable button. On clicking the link, the client will be asked to enter either their Voucher ID or Deal Code (in this instance, they will only know their Deal Code):

If a valid Deal Code is entered, on clicking 'Submit', the user will be taken through to select the date and time that they want to redeem the voucher for. They can click the calendar to change the dates displayed.


At the next screen, the guest is asked for their contact details, and then they must click 'Confirm' to save the booking in RTBS. Once confirmed, a ticket for the booking will display on the screen, and a copy will also be emailed to them. Their booking will now be saved in RTBS at the time and date they have chosen.

Redeeming Deal Codes Within RTBS

The operator can manually 'Redeem' a Gift Voucher or Deal Code from within RTBS, through the 'Search Gift Vouchers' screen.

Use the Search Filters to locate the voucher/deal code you want to redeem.

Click 'Redeem' to be taken through to the time/date selection screen.

Enter an email address and contact phone number for the recipient (if preferred), and then select the activity date and time slot for them to be booked onto.
Note: The system doesn't ask for a client name when vouchers are redeemed through this method (Gift Vouchers have already been assigned to a recipient, but for Deal Codes each booking is just assigned to 'A User') - but you can edit the booking once it has been saved to add this information if required.
Click 'Redeem' to confirm. A ticket of the booking will display on the screen, and also be sent in an email, if a valid email address was provided.

The 'Deal Name' specified earlier, along with the Deal Code will be displayed in the Reference field.
A payment transaction is not automatically assigned to the booking; but when the client checks in and presents a valid voucher, the user can log into RTBS to edit the booking, and 'Add Payment' to show that the balance has been accounted for. The transaction note can be used to confirm the Deal Code on the voucher received.