Use this link to share with your colleagues:
Giving Portal Users Benefits without Using Memberships: https://help.pm.leapevent.tech/a/979562
If you're using PatronPortal, you might want to give your Portal users special benefits, like early access dates and discounted tickets.
That's where Benefits (with a capital "B") come in. In this article, we'll show you how to group special privileges like ticket discounts and early access together under Benefit Levels. Then, we'll go over how to give those privileges to a patron by assigning them a Benefit.
Once Benefits are assigned to your Portal users' Contact records, they'll receive their special privileges automatically while shopping for tickets via Portal.
This article is specifically for assigning these Benefits without using our Memberships feature.
Memberships are a way to sell Benefits, and allow your Portal users to renew their Benefits online. If you'd like to learn more, and find out if Memberships are a good fit for your organization, check out our All About Memberships article.
If you're currently using Memberships, and need help creating a Memberships to sell a Benefit Level, jump to this Help Tab article just for you.
1. Create a Benefit Level
The Benefit Level is how we'll group together your Discount Codes and Early Access Dates into one, big privilege package. Our Help Tab article on the topic will show you how to create your Benefit Level(s).
Remember that you can create more than one Benefit Level! For example, maybe your Board Members should get a 10% discount on all performances, but your Subscribers should get a 20% discount on all performances. You'd want to create both a "Board Member" and "Subscriber" Benefit Level.
2. Add Discount Codes to your Benefit Level(s)
Give your Portal users discounts on specific performances by associating Discount Codes to your new Benefit Level. Check out our Help Tab article to learn how.
Remember that you can give different discounts to different Benefit Levels, as with our Board Member and Subscriber example above, or you can associate the same discount to multiple different Benefit Levels
3. Add Early Access Dates to your Benefit Level(s)
If you'd like your Portal users to be able to buy tickets to a performance early, you can add Early Access Dates to the Benefit Level you created. Follow along with our Help Tab article for step-by-step instructions.
Remember that you can set different Early Access Dates for different Benefit Levels. For example, maybe your Board Members get access to your main series performances a month before the general public, and your Subscribers get access two weeks before the general public.
4. Assign Benefits to your Portal users
Now that all your Benefit Levels are set up, you can assign these Benefits to your Portal users. Once you finish this step, your users will be receive the discounts and early access you set up automatically when they log in to Portal!
For example, if you want to give all of your Board Members a "Board Member"-level Benefit, you'll want to create a report of all your Board Members. To learn more about how to use Reports, check out our Anatomy of a Report article.
4.1. Go to the Reports tab
4.2. Click "New Report"
4.3. Search "user" in the Quick Find box, select "Users" and click "Continue"
4.4. Click on the little pencil above the left panel and give your report a unique name
4.5. Click on the Filters tab in left panel
4.6. Start typing "profile" and select "Profile"
4.7. Fill in the following information and click "Apply"
- Operator: Equals
- Value: Authenticated Website
For help on adding filters to reports, check out How to Add a Filter to a Report.
4.8. Toggle back to the Outline tab in the left panel
4.9. Add the Contact ID field as a column, and whatever other fields you'd like to see
4.10. Remove the First and Last name fields
4.11. Replace them with the First Name / Last Name fields under the "Contact: General" section in the "Add Column" field
4.12. Click "Save & Run" and put the report in a public folder
4.1. From the report, click into the Contact you'd like to create a Benefit for
4.2. On the Contact page, go to the Related tab, scroll down to the Benefits related list and click " New"
4.3. Define the Benefit and click "Save"
There's a lot to see on this screen - let's go over each field:
- Set the Contact's Benefit Level by clicking the magnifying glass and selecting the appropriate Level.
- Most Benefits' Expiration Dates are a year out from creation, but you can set this date to whenever you'd like.
- Set the Status to Active.
- Use the Ticket Order, Ticket Order Item, and Donation fields to relate this Benefit to a specific ticket purchase or donation the Contact has made. If they're receiving this Benefit with no connection to a ticket order or donation, that's fine - just leave them blank.
- Click Save when you're done.
If you allow your Portal users to renew their Benefits online and this isn't your first year or season offering Benefits to your Portal users, make sure to go back to your Portal users' old Benefits and fill in the "Renewed By" field with the new, current Benefit!
This ensures that your Portal users don't see that old Benefit as still needing renewal in Portal.