Product Discount - Overview

Introduction

To attract club members, you can consider offering Product Discounts in your club. You will find here the detailed description of the most important options and fields that are available to be selected during Product Discount configuration. If you do not know how to use a given Discount feature, here, you can check its function and in some cases, example of usage. 

Mind, it is not a practical instruction, but the feature description. Use this article as an explanation of the possibilities you have when configuring your Product Discount.

• This article will help you understand the basic configuration of the Product Discount. 
• This article will be helpful to PG Champion, Club Manager, Sales Manager, Administrator and Club Owner. 

Before You Start

You must have the following system permissions to manage product discounts:

• View: ProductDiscounts.View

• Add: ProductDiscounts.Add

• Edit: ProductDiscounts.Edit

• Delete: ProductDiscounts.Delete

Feature description

In Perfect Gym, you have many options available when you create Product Discounts for your club members. You can choose from various options to find the best solution fit for your business. Depending on the options selected during set up, Product Discounts you offer to club members will bring different functional result and business outcome. 

To make this easier for you, the Product Discount configuration process has been divided into several steps:

Go to PGM-> Sale -> Product discounts.

Part 1: How to Manage the Main Discounts List

This section covers the main Discounts page, which lists all existing product discounts.

Filters and Search Settings

The Filters section at the top of the page allows you to find specific discounts.

• Discount: A text field where you can search by the discount's name or description.

• Show not started discounts: When checked, the grid will include discounts where the Start date is in the future.

• Show finished discounts: When checked, the grid will include discounts where the End date has passed.

• Search: Click this button to apply your filters and refresh the grid.

To View and Filter Discounts:

1. Navigate to the Discounts page. The grid will load with all active and upcoming discounts.

2. The grid displays columns for Name , Description , Start date , End date , and Discount type.

3. To find a specific discount, use the Filters section.

4. Enter a discount name or description in the search box.

5. Check the boxes to Show not started discounts or Show finished discounts as needed.

6. Click the Search button. The grid will update with your results.

To Add a New Discount:

1. Click the Add new discount button located above the grid.

2. This will open the New discount configuration form. (See Part 2 for details).

To Edit an Existing Discount:

1. Find the discount you wish to edit in the grid.

2. Click the Edit icon (a pencil) in that discount's row.

3. This will open the configuration form with the discount's existing details loaded.

To Delete a Discount:

1. Find the discount you wish to delete in the grid.

2. Click the Delete icon (a trash can) in that discount's row.

3. A confirmation pop-up will appear asking you to confirm the deletion.

4. Click OK to permanently delete the discount.

Part 2: How to Configure a Discount (The Edit Form)

This section details the settings available when you add a new discount or edit an existing one.

Discount Configuration Settings

The form is divided into main settings and several tabs for advanced limitations.

Core Details

• Name: The public name of the discount. This field is required and must be unique.

• Description: A description for the discount. This field is required.

• Start date: The date and time the discount becomes active. This field is required.

• End date: The optional date and time the discount expires. This must be later than the Start date.

  • Time picker - optionally, you can decide on the exact time of the Discount, i.e. if you want to enable the Product Discount from Monday 10.00 am sharp.

Discount Value

• Discount type
  • Percent Discount - enter the percentage of the Discount you want to give to your club members for the Product.
  • Amount Discount - enter the amount of the Discount you want to give to your club members for the Product.
  • Gratis - select it when you want to offer the chosen Product for free.  
  • Fixed Amount - enter the fixed amount the member will pay for the discounted Product.

  • Loyalty Points: The discount is related to loyalty points.

• Additional authorization - By to this option, you can create a product discount, which can only be activated by assigning a code to a given employee who, by entering his code on POS, activates the product discount. If you want to create this type of authorization please go to the "Product discount authorization codes" tab. 
• Discount value - enter the value of the Product Discount.
  • In case you have chosen Percent Discount, or Amount Discount enter the value that will be deducted from the Product price. 
  • In case you have chosen Gratis, zero value will be automatically displayed. 
  • In case you have chosen Fixed Amount, enter the new Product price here. 

• Charge loyalty points - (Appears if Discount type is "LoyaltyPoints") The number of points charged per currency unit.

• Amount paid by points - (Appears if Discount type is "LoyaltyPoints") The discount value, expressed as a percentage, that can be paid with points.

• Range - tick this checkbox if you want your club Employees to decide on the Product Discount value.

• Discount value to: (Appears if Range is checked) The maximum value of the discount. This cannot be lower than the Discount value.

  • If you set the range to 10%, club Employees will be able decide by themselves if they want to grant a club member with i.e. 5%, 7%  or 10% Product Discount. 

Options & Limitations

• Additional authorization: An optional dropdown to require an additional authorization code for this discount.

• Show reason box - tick this checkbox if you want the information on the Product Discount to be displayed on POSweb. You will be able to check the reason of the Product Discount, i.e. 10% Holiday Sales.
• Reason is required - tick this checkbox to make the Discount reason description obligatory.  
• Time limited - after ticking this checkbox, a new Time limit tab will be displayed next to the Product in Discount tab. To set this parameter, go to the Time limit tab. This option will be useful in case you want to create Happy Hours Product Discount available i.e. on Monday from 10.00 am till 2.00 pm. sharp. 
  • Time limit - select the specific time period in which the Product Discount will be available for the club members. Hold Ctrl to select multiple periods. 
• Membership limitation - after ticking this checkbox, a new Limit for Memberships tab will be displayed next to the Product in Discount tab. To set this parameter, go to the Limit for Memberships tab. This option allows you to limit Product Discount availability only for clients with specific Access Rules. I.e. you can offer a free water to Platinum club members only.  
  • Limit for Memberships - click on the Plus icon on the right and select the Access rule from the predefined list. To confirm your choice, click Insert. 

• Activated by voucher: Check this if the discount is activated by a voucher.

• Payment plan limitation - after ticking this checkbox, a new Limit for Payment plans tab will be displayed next to the Product in Discount tab. To set this parameter, go to the Limit for Payment plans tab. This option allows you to limit Product Discount availability only for clients with specific Payment plans. I.e. you can offer the Product Discount only to members with Upfront Payment Plan with Limited Visits. 
  • Limit for Payment Plan - click on the Plus icon on the right and select the Payment Plan from the predefined list. To confirm your choice, click Insert. 
• Tag limitation - after ticking this checkbox, a new Limit for Member tags tab will be displayed next to the Product in Discount tab. To set this parameter, go to the Limit for Member tags tab. This option allows you to limit Product Discount only to members with the specific Client Tags. 
  • Limit for Member tags - click on the Plus icon on the right and select the Tag from the predefined list. To confirm your choice, click Insert. 

• Contract dates limit: Check this to enable contract-date-based restrictions.

  • Date reference: (Appears if Contract dates limit is checked) Select the contract date (e.g., Start Date) to use as a reference.

  • From day offset: (Appears if Contract dates limit is checked) The number of days from the reference date that the discount becomes valid.

  • Until day offset: (Appears if Contract dates limit is checked) The number of days until which the discount is valid, relative to the reference date. Must be equal to or greater than the "From" offset.

Accounting

• Accounting configuration: A panel for setting accounting properties.

• Charge code: An optional dropdown to assign a specific charge code to this discount for financial reporting.

Configuration Tabs

When editing a saved discount, you can configure the following tabs:

• Products in discount

  • This tab contains two grids used to define what is being discounted.

  • Associated categories: This grid lists product categories. New products added to a category in this list will be automatically added to the discount. Columns show Product category , Discount range , and Club.

  • Discounted Items Grid: This grid lists individual products or "all products" entries. It has buttons to Insert all products or Remove all products. Columns show Product , Discount range , and Club.

• Club members

  • This tab allows you to restrict the discount to specific club members.

  • You can add users one by one or click Add users. This opens a tool to bulk-add Club members spending a certain amount during last X months.

• Time limit

  • This tab is only visible if the Time Limited box is checked.

  • It displays a weekly calendar where you can click and drag to select 30-minute time blocks for each day of the week. The discount will only be valid during the selected time periods.

• Limit for memberships (Access Rules)

  • This tab is only visible if the Membership limitation box is checked.

  • It contains a grid of allowed memberships. When you click Add, a form appears:

  • Membership: A dropdown to select the membership/access rule to add.

• Limit for payment plans

  • This tab is only visible if the Payment plan limitation box is checked.

  • It contains a grid of allowed payment plans. When you click Add, a form appears:

  • Payment Plan: A dropdown to select the payment plan to add.

• Limit for member tags

  • This tab is only visible if the Tag limitation box is checked.

  • It contains a grid of allowed member tags. When you click Add, a form appears:

  • Tag: A dropdown to select the member tag to add.

Step-by-Step Instructions (Configuring a Discount)

1. From the main Discounts page, click Add new discount or click the Edit icon on an existing one.

2. Fill in the Core Details:

   • Enter a unique Name.

   • Enter a Description.

   • Select a Start date and an optional End date.

3. Define the Discount Value:

   • Select a Discount type.

   • Enter a Discount value.

   • (OPTIONAL) Check Range and enter a Discount value to.

4. Set Options & Limitations:

   • Check the boxes for any limitations you need, such as Time Limited or Membership limitation.

5. Assign an Additional authorization or Charge code.

6. Click Insert (for a new discount) or Update (to save changes).

   Important: For new discounts, you must click Insert to save the discount before you can add items to the limitation tabs (Products, Members, Time, etc.).

7. After saving, the page will reload in "Edit" mode. Now you can:

   • Go to the Products in discount tab to add product categories or specific products.

   • Go to the Time limit tab to select active time blocks.

   • Go to the Limit for memberships tab to add allowed memberships.

   • Go to any other active limitation tab to configure it.

8. After adding items to the tabs, click Update to save your full configuration.

Hints

• Save First!: When creating a New discount, the tabs for products, members, and other limitations are hidden. A message "Save this discount first to add items to it" is shown. You must save the main details first.

• Validation: The form has built-in validation.

  • The Name must be unique.

  • End date cannot be earlier than Start date.

  • Discount value to cannot be lower than Discount value.

• Insert As New: When editing an existing discount, an Insert As New button is visible (with permission). This copies the current configuration into a new discount, which you can then modify and save.

• Time Selection: On the Time limit tab, you can click and drag to select multiple time blocks at once.

• Club members: This feature is disabled by default, please contact support if you wish to use this feature.

• Bulk Add Users: The Add users button on the Club members tab is a powerful tool to target users based on their spending history.

Use Case Examples

1. Goal: 10% discount on all "Apparel" products, at all clubs.

   • Settings:

     • Name: "10% Off Apparel"

     • Discount type: "Percent discount"

     • Discount value: 10

     • Products in discount tab: Add an entry to the "Associated categories" grid. Select "Apparel" as the Product category and "All clubs" as the Discount range.

2. Goal: A "Happy Hour" $5 discount on "Smoothies" every weekday from 2 PM to 4 PM.

   • Settings:

     • Name: "Happy Hour"

     • Discount type: "Amount discount"

     • Discount value: 5

     • Time Limited: Checked.

     • Products in discount tab: Add the "Smoothies" category or individual smoothie products.

     • Time limit tab: Select the 14:00, 14:30, 15:00, and 15:30 blocks for Monday, Tuesday, Wednesday, Thursday, and Friday .

3. Goal: A "Members Only" discount for a specific "Gold" membership.

   • Settings:

     • Name: "Gold Member Discount"

     • Membership limitation: Checked.

     • Limit for memberships tab: Click Add and select the "Gold" membership from the dropdown.

4. Goal: A "Buy One Get One Free" promotion for a specific product.

   • Settings:

     • Name: "BOGO Protein Bars"

     • Discount type: "Gratis"

     • Discount value: 0

     • Products in discount tab: Add the specific "Protein Bar" product. (Note: The logic for "buy one" might be handled by POS, this config just makes the item free).

5. Goal: A 20% discount that requires a manager's approval.

   • Settings:

     • Name: "Manager Approval 20%"

     • Discount type: "Percent discount"

     • Discount value: 20

     • Additional authorization: Select "Manager" (or the equivalent) from the dropdown.

6. Goal: A "VIP Members" 25% discount, restricted only to members with the "VIP" tag.

   • Core Settings:

     • Name: "VIP Member 25% Off"

     • Discount type: "Percent discount"

     • Discount value: 25

   • Limitations:

     • Check the Tag limitation box. Click Update to save.

     • Go to the Limit for member tags tab.

     • Click Add (or "Insert").

     • In the new form, select "VIP" from the Tag dropdown. Click Insert.

     • Go to the Products in discount tab and add the products/categories this discount applies to.

7. Goal: A 15% discount on supplements, but only for members on the "12-Month Contract" payment plan.

   • Core Settings:

     • Name: "12-Month Plan - 15% Off Supplements"

     • Discount type: "Percent discount"

     • Discount value: 15

   • Limitations:

     • Check the Payment plan limitation box. Click Update to save.

     • Go to the Limit for payment plans tab.

     • Click Add. Select "12-Month Contract" from the Payment Plan dropdown. Click Insert.

     • Go to the Products in discount tab. Add the "Supplements" category to the Associated categories grid.

8. Goal: A "Staff Discount" that requires a reason to be entered, but the reason is optional.

   • Core Settings:

     • Name: "Staff Discount - 50%"

     • Discount type: "Percent discount"

     • Discount value: 50

   • Options:

     • Check the Show reason box.

     • Leave the Reason is required box unchecked.

   • Note: This will present a text box to the cashier at the point of sale, which they can fill out or leave blank.

9. Goal: A high-value "Manager Override" discount that must have a mandatory reason entered.

   • Core Settings:

     • Name: "Manager Override - Write-off"

     • Discount type: "Fixed amount"

     • Discount value: 0 (to make the item free)

   • Options:

     • Select "Manager" from the Additional authorization dropdown.

     • Check the Show reason box.

     • Check the Reason is required box.

   • Note: This provides two layers of control: it requires manager authorization and a mandatory audit trail via the reason box.

10. Goal: A "Welcome" discount (10% off) that is only valid for the first 30 days of a new member's contract.

    • Core Settings:

      • Name: "New Member 30-Day Discount"

      • Discount type: "Percent discount"

      • Discount value: 10

    • Limitations:

      • Check the Contract dates limit box.

      • In Date reference, select "Contract Start Date" (or equivalent).

      • In From day offset, enter 0.

      • In Until day offset, enter 30.

      • Click Update to save.

11. Goal: A discount that uses Loyalty Points, where 100 points can be used to pay for 50% of an item's price.

    • Core Settings:

      • Name: "Pay with Points - 50%"

      • Discount type: "LoyaltyPoints".

      • Charge loyalty points: Enter 100. (This sets the "cost" per currency unit).

      • Amount paid by points: Enter 50. (This sets the value as 50%).

    • Note: The Charge loyalty points value defines the cost of the discount, while Amount paid by points defines the effect of the discount.

12. Goal: A variable discount for "End of Season" clearance, ranging from 10% to 50%.

    • Core Settings:

      • Name: "Clearance Sale 10-50%"

      • Discount type: "Percent discount"

    • Discount Value:

      • In Discount value, enter 10.

      • Check the Range box.

      • In Discount value to, enter 50.

    • Note: At the point of sale, the user will be able to apply any percentage discount between 10% and 50%.

13. Goal: A "Win-Back" promotion targeting all members who spent over $500 in the last 12 months, but are not currently active.

    • Core Settings:

      • Name: "Win-Back 20% Offer"

      • Discount type: "Percent discount"

      • Discount value: 20

    • Limitations:

      • (After saving) Go to the Club members tab.

      • Click the Add users button.

      • In the pop-up, enter:

        • Club members spending: 500

        • during last: 12 months.

      • Click Continue.

      • The system will add all qualifying members to the discount. (Note: Additional filtering for "inactive" members might be manual or part of another process).

14. Goal: Create a new "Easter" discount by copying last year's "Christmas" discount.

    • Steps:

      • On the main Discounts page, find the "Christmas" discount.

      • Click the Edit icon (pencil) to open it.

      • Change the Name to "Easter Sale" and update the Start date and End date.

      • Click the Insert As New button.

    • Result: A new discount, "Easter Sale," is created with all the same products, categories, and limitations as the "Christmas" discount, but with the new name and dates.

15. Goal: A "Single Product" discount on "Yoga Mat - Blue" at the "Downtown" club only.

    • Core Settings:

      • Name: "Downtown Yoga Mat Sale"

      • Discount type: "Amount discount"

      • Discount value: 10.00

    • Limitations:

      • (After saving) Go to the Products in discount tab.

      • In the Discounted Items Grid, click Add (or "Insert").

      • This opens the DiscountItemsEditForm.

      • Select the Product radio button.

      • In the Product dropdown, search for and select "Yoga Mat - Blue".

      • Select the Selected clubs radio button.

      • In the Clubs list, check "Downtown".

      • Click Insert.