Use this link to share with your colleagues:
How to Track Special Perks / Benefits for Members: https://help.pm.leapevent.tech/a/1121111
Memberships are a great way to grant automatic discounts and early access to your patrons. But what about non-ticketing-related perks, like swag bags, merch, or letters?
You can track fulfillment of those perks in PatronManager, too! We recommend using a date field on the Benefit object. Join us below, and we'll show you:
- How to track each perk
- How to report on which members have had their perks fulfilled
- A note about member-limited Discount Codes
This should take about ten minutes per perk, so let's jump in.
How to track each perk
To track fulfillment of each perk, we're going to add a date field to the Benefit object. You and your users will fill this field in when the perk is fulfilled so you can not only track that it was fulfilled, but when it was fulfilled.
1. Go to Setup
2. In Object Manager, search and click on "Benefits"
3. Under Fields & Relationships, create a new field
4. Choose Date and click Next
5. Set your field up
-
Field Label: name it something clear; we recommend "[Benefit Level Name] - [what the perk is]"
- All perk tracking fields (like this one) will show up next to each other, so naming conventions are key!
- Help Text and Description: describe in more detail what this perk is; you and your colleagues will be able to read this on the page layout, so it's a helpful place to provide additional instruction
- Click Next
6. Click Next...
7. ...and click Save
8. That's it! You'll now see the field under "Custom Fields" on your Benefit Records
All custom perks, for any and all Benefit Levels, will always be visible on each Benefit record - regardless of the Benefit Level associated with this Benefit record.
That's why naming conventions and help text are a must!
9. Did you come here from our Setting up Your Membership Program: Home article?
Click here to go back and continue working!
How to report on which members have had their perks fulfilled
We've got a whole article for reporting on Memberships - click here to see exactly the report you need!
A quick note about member-limited Discount Codes
If one of the perks you offer members is discounts tied to their Benefits, and if you use the Member Usage Limit field on the Discount Code to limit the number of times that discount applies to each Individual or Household membership, you can see the total uses of that Discount on the Benefit record.
This Discount Code Usage Related List allows you to easily track how many times a member (or member household) has taken advantage of their limited-use discount. Clicking on the Name link opens a more detailed view, including information about the specific tickets that were discounted.
You can also see this Related List on the Contact record, but keep in mind that for Household Memberships the Discount Usage may be split among different Contacts in the Household. Refer to the Benefit record for the complete detail.
The Discount Code Usage related list is only populated once a member has used their member discount at least once. Don't be concerned if it doesn't appear!
If a discounted ticket is later refunded, the Usage Count drops accordingly, so it's possible to have a Usage Count of zero.