Promotions – Setup and Use

Promotions within WashConnect are ways to track customer purchases in order to grant special pricing/discounts. Use of this will require a means to identify customers before a purchase is made. This can be through an employee at a Point of Sale, or through License Plate Recognition (LPR) if available.
Management of Customer Promotions will involve checking promotional balances of customers within Manage Customers, and may involve adjusting Promotional Counts from a Touch POS sales screen.

Overview:

1. Considerations
2. Accessing Promotion Section
3. Bonus Points
4. Customer Date
5. Calendar Date
6. Frequent Car/Frequent Customer
7. Punch Card
8. Discount Price List: Fleet Only
9. Checking & adjusting promotional balances

Considerations

This ability is going to be determined by your Security Role privilege, along with information that will be needed for the Customers account within WashConnect. Please consider adding the proper privileges to the necessary parties involved with this process, along with including necessary information for promotions in club/customer sign up forms.

NOTE: Only one promotion is allowed per transaction.

Accessing Promotion Section

1. Open WashConnect at Corporate.
2. Select Configuration > Goods and Services > Promotions.
   • Click the Add button to take us to the Create Promotion screen.
   • Click the Edit button to take us to the Edit Promotion screen.
   • Click the Disable button to disable the promotion.
   • When disabled, this button will be replaced with the Enable button.
   • To remove the selected promotion from the list of preconfigured promotions, click the Delete button.

Bonus Points

Bonus points allow a customer to accumulate bonus points with every purchase, these points can be redeemed for free washes. The free wash offerings can be limited to as few or as many wash services as you would like.

There are two different methods for gaining and using bonus points:

NOTE: The Bonus Point Promotion per dollar supersedes the Bonus Point Specific to PLU.

Bonus Point Promotion per dollar

1. At WashConnect logon, select Corporate.
2. Select Configuration > Goods and Services > Promotions.
3. Click the Add button to a new Promotion.
4. In the Promotion list, select Bonuspoint.
5. In the Award box, type the amount of Points you want to grant.
6. In the Redeem box, type the amount of Dollars you want the customer to spend.
   When a customer spends the Redeem value, they will be granted the Award value in points.

To configure Wash services so they can be purchased with Bonus points:

1. Select Configuration > Goods and Services > Sales Items.
2. Edit the Sales Item we want to be able to grant with Bonus Points.
3. Scroll down the form until you see the Bonus Point section.
4. Points Awarded will be explained in the next method.
5. Points to Redeem is the amount of points we want customers to spend to get this item for free.
6. Save the Sales Item to confirm our changes.

Bonus Point Specific to PLU

NOTE: The Bonus Point Promotion per dollar supersedes the Bonus Point Specific to PLU.

1. Select Configuration > Goods and Services > Sales Items
2. Edit the Sales Item to grant with Bonus Points.
3. Scroll down the form until you see the Bonus Point section.
4. Points Awarded will be the amount of points to award the customer for purchasing this item.
5. Points to Redeem is the amount of points customers need to spend to get this item for free.
6. Save the sales item to confirm our changes.

• •  

Customer Date

1. At WashConnect logon, select Corporate.
2. Select Configuration > Goods and Services > Promotions.
3. Click the Add button.
4. In the Promotion box, select Customer Date.
5. In the Name box, type the name of the Promotion.
6. In the Visit within box, type a number of days (before and after the customer’s birthday or anniversary) to participate in this Promotion.
   • If this set to 0 it will apply only on the day of the birthday/anniversary.
7. In the receive % box, type a percentage off to give the customer if they purchase a wash within the number of days defined in the sequence.
   -OR-
   • In the dollar $ off box, type an amount to give the customer if they purchase a wash within the number of days defined in the sequence.
8. In the Media Information box, select the Button and Font Color to appear on the Touch POS Available Promotions screen.
9. From the Advanced Setup section, select all the Eligible Customers from the list of customers to Award.
10. The birthday Promotion is set up in the system for the eligible customers.
    NOTE: The customer's birthday or anniversary must be entered Customer Information in order for this promotion to apply.
    
11. You will need to access Manage Customers to view and change the Calendar Date.
    
    

Calendar Date

1. At WashConnect logon, select Corporate.
   NOTE: If logged in at the site level, you only can View and Edit Promotions.

2. Select Configuration > Goods and Services > Promotions.

3. Click the Add button.
4. In the Promotion box, select Calendar Date.
5. In the Name box, type the name of the Promotion.
6. In the Visit within box, type a number of days (before and after) the calendar date to participate in this Promotion.
   • If this set to 0 it will apply only on the day of the birthday/anniversary.
7. In the and receive % box, type a percentage off to give the customer if they purchase a wash within the number of days defined in the sequence.
   -or-
   In the $ off box, type an amount to give the customer if they purchase a wash within the number of days defined in the sequence.
8. In the Date box, select a Calendar Date to award this promotion.
9. In the Media Information box, select the Button Color and Font Color to appear on the Touch POS.
10. From the Advanced Setup section, select all the Eligible Customers from the list of customers. Select Eligible Customers to Award.
11. Click the Save button.

Frequent Car/Frequent Customer

Both Frequent Car and Frequent Customer promotions are setup using nearly identical steps. The main difference will be that if Frequent Customer is selected, then if a customer has 2 vehicles that both visit the sites once within 1 day, the customer will have 2 visits towards this promotion; If Frequent Car is selected, then if a customer has 2 vehicles that both visit the sites once within 1 day, the customer will have 1 visit towards this promotion.

1. At WashConnect logon, select Corporate.
   NOTE: If logged in at the site level, you only can View and Edit Promotions.

2. Select Configuration > Goods and Services > Promotions.

3. Click the Add button.
4. In the Promotion box, select Calendar Date button.
5. In the Promotion box:
   • Select Frequent Car if we want to target the vehicle(s) of a customer for frequency promotions.
     -OR-
   • Select Frequent Customer if we want to target the customer for frequency promotions.
6. In the Name box, type the name of the Promotion.
7. Click the Add Seq. button.
8. In the Days box, type the amount of days for the car to return to be eligible for this promotion.
9. In the % Discount box, type a percentage off to give the customer if they purchase a wash within the number of days of their last wash purchase that is defined in the Days field.
   -OR-
   In the $ Discount box, type an amount to give the customer if they purchase a wash within the number of days of their last wash purchase that is defined in the Days field.
10. Click the Repeatable checkbox to make this frequent car promotion available again within the number of days defined in the sequence.
11. If you would like to offer a second discount for the same vehicle to return within the number of days defined in the sequence, click the Add Seq. button.
12. In the Media Information box, select the Button Color and Font Color to appear on the Touch POS Available Promotions screen.
13. From the Advanced Setup section, select all the Eligible Customers to Award/Redeem from the dropdown list of customers.
    Example: Selecting Known Customers but not checking any club/fleet options will make it so that known customers who are not part of a club/fleet will be eligible.
14. Click the Save button.
15. From the Promotion saved successfully message, click OK.
16. The Promotion is now setup in the POS system for the eligible customers. If customer is eligible to receive the promotion, upon finalizing sale, an Available Promotions screen appears to select which promotion customer wishes to participate.

Punch Card

Punch Card promotions are designed to take the place of paper cards which reward the customer with a free wash after a set number of purchased washes. Punch Card promotions increase sales, and promote customer loyalty.

Set a minimum required dollar amount for purchases to be eligible for a "punch". You can also set the number of punches required to redeem an amount off the next purchase (percentage or dollar amount)

On the bottom of the customer's receipt, the list of punch card promotions available will print. If there are no promotions available, the punch card title will be suppressed.
NOTE: There is no physical punch card. The punch card promotion is an electronic tracking system that promotes frequency of visits. When the customer is purchasing wash services or sales items at the Touch POS, the system automatically suggests the available promotional offers for the customer before the sale is final.

1. At WashConnect logon, select Corporate.
   NOTE: If logged in at the site level, you only can View and Edit Promotions.
2. Select Configuration > Goods and Services > Promotions.
3. Click the Add button.
4. In the Promotion box, select Punch Card.
5. In the Name box, type a name for the promotion.
6. In the Minimum Wash Amount box, type a minimum dollar amount.
   NOTE: Minimum wash amount should be the least amount the customer pays to have a wash count on their punch card. If customer pays less than this amount, the wash will not count towards their punch card.
7. In the Purchase box, type the amount of washes to purchase, for the minimum amount or higher to be awarded the dollar or percentage amount off their next wash.
8. In the and receive % box, type a percentage off to give the customer on their next wash after they purchased the number of washes defined in the Purchase box.
   –or–
   In the dollar $ off amount box, type an amount to give the customer on their next wash after they purchased the number of washes defined in the Purchase box.
9. In the Media Information box, select the Button Color and Font Color to appear on the Touch POS Available Promotions screen.
10. From the Advanced Setup section, select all the Eligible Customers from the dropdown list of customers.
11. Click the Save button.

Discount Price List: Fleet Only

Discount Price Lists Promotions are designed to assign specific PLU discounts within selected Fleet Accounts. This can only be applied to Fleet Accounts, only one Discount Price List can be applied to a Fleet account at a time.

1. At WashConnect logon, select Corporate.
   NOTE: If logged in at the site level, you only can View and Edit Promotions.
2. Select Configuration > Goods and Services > Promotions.
3. Click the Add button.
4. In the Promotion box, select Discount Price List.
5. In the PLU# box, type a PLU or Sales Item number, and then select the number from the PLU# list.
6. In the Name box, type a name for this promotion.
7. In the Active box, click to make this Promotion active.
   NOTE: If Active box is clear, the customers will earn points but cannot redeem them.
8. In the PLU# section, select the Add button.
9. In the Profit Center box, select a profit center.
10. Then select all the necessary sales item check boxes.
11. In the Discount Type box, select Actual Price, Discount Amount, or Discount Percent.
12. In the Discount Price box, type in an amount according to the selected Discount Type.
13. If you need to delete the discounted PLU item, click to select it from the list, and then click the Remove button.
14. Click the Save button.
    The Promotion saved successfully message appears.
    Now to add this Promo to the Fleet Account so that it’s members will be able to receive this promotion. You can use this Promotion for many Fleet Accounts, but each Fleet Account can have only 1 Promotion assigned at a time. To assign the promotion to the Fleet Account:
15. Select Fleet > Accounts.
16. From the Discount section, in Promotion, select the promotion from the list.
17. Click the Save button.
18. Now as the members for this fleet account purchase their wash, the price will adjust for the promotion for the fleet member.

Checking and Adjusting Promotional Balances

Now that the Promotion of choice has been setup and a customer group has been assigned to the promotion. You can check the balance of Bonus Points, Punch Card Counts as well as the currently set Birthday/Anniversary date for a customer by editing their Customer Account in WashConnect

1. Select Customer > Manage Customers.
2. Locate the customer in question using the search filters.
3. Edit the customer.
4. Depending on the promotion we need to know about:
   • Bonus Points can be found under the customer statistic section
     
   • Punch Cards can be found in their own dedicated section, located under the Email Subscriptions section of the customers account.
     
   • Customer Date Promotions will be found in their own dedicated section, located under the Email Subscriptions section of the customers account. Click the Calendar icon to set/change the promotion date.
     
     You can also Check & Edit the promotional balances of Bonus Points & Punch Cards in Touch POS following these steps

Please contact ICS Technical Support if any assistance is needed:

800-246-3469