Partner Vouchers

What fans see in the app

Before you create anything, it helps to know what the end result looks like. Fans see this:

1. A card in the app's voucher list — your thumbnail image, the campaign name, a short description, and the price (or "Free").
2. A detail screen — the banner image, partner name, price, and two tabs: How to Claim and Terms & Conditions.
3. A Redeem Voucher button. Tapping it gives them a unique code (or sends them to an external link).
4. They take the code to the partner's shop, show it, and it gets scanned.

Everything you fill in on the form maps directly to what fans see. The name becomes the headline. The description becomes the tagline. The images are the first thing they notice. The "How to Claim" text is what they read standing at the till. Keep that in mind as you go.

Setting up a voucher campaign

This walks through the whole process using a real example: Hempistry (a local coffee shop) offering fans 10% off hot drinks for two weeks.

1. Add the partner (one-off)

Go to Partner Vouchers → Partners → + Add Partner.

• Name: Hempistry
• Description: A note for your team, e.g. "Coffee shop on Doncaster Road, contact is James." Fans don't see this.

Save it. Then from the partner's details page, click + Add Outlet and enter the shop name, e.g. Doncaster Road. This is where fans go to redeem, and it helps the scanning system verify the location. If the partner only has one location, one outlet is enough.

You only add each partner once. Next time you run a campaign with Hempistry, they're already there.

2. Add a category (one-off)

Go to Partner Vouchers → Categories → + Add Category.

• Name: Food

Categories are how fans filter vouchers in the app — "Food", "Fashion", "Lifestyle", etc. You create each one once and reuse it across campaigns.

3. Create the campaign

Go to Partner Vouchers → Vouchers → + Add Partner Voucher.

The form has seven sections. Here's what to put in each one, and what to watch out for.

Details

• Partner: Pick Hempistry from the dropdown.
• Categories: Pick Food. You can pick more than one.
• Name: 10% Off Coffee — This is the headline fans see. Keep it short (max 15 characters).
• Voucher Code Prefix: HEM — A short tag (3–5 characters) at the start of every voucher code, so you can tell at a glance which campaign a code belongs to. Leave it blank and the system picks one for you. Codes end up looking like HEM8ECC5.
• Description: 10% off any hot drink — The tagline under the name (max 50 characters). Make it clear what the fan gets.

Images

• Thumbnail: A square photo (1:1). This is the small image on the voucher card in the app's list. A nice shot of a coffee cup works.
• Banner: A wide photo (16:9). This is the big hero image at the top of the voucher detail screen. Something eye-catching — the shop front, a latte art, whatever looks good.

Get these from the partner if you can. Blurry phone photos don't sell vouchers.

Pricing

• Standard Price: 0.00 — This is what fans pay to claim the voucher (not the discount amount). Set it to 0.00 for free vouchers. If you want fans to pay £5 to get the voucher, enter 5.00.
• Membership-based pricing (optional): Tick the checkbox if you want different membership tiers to pay different amounts. You'll see a price field for each tier. Leave it unticked for our example.

Voucher Configuration

This section has the one decision you can't undo. Once the campaign starts, these fields lock.

• Voucher Validity: 1 day 00:00:00 — How long each fan's voucher lasts after they claim it. For a coffee deal, one day is reasonable. For something fans might plan around, a week or more.

• Voucher Generation: Pick one:

  Option	Plain English	When to use it
  Auto-generate	The system makes up a unique code for each fan.	Use this for most campaigns. You just set how many are available and the system handles the rest.
  Import Vouchers	You upload a file of specific codes the partner gave you.	Use this when the partner has pre-printed codes, gift card numbers, or codes tied to their own till system.
  External Redirect	No code — fans get sent to a URL.	Use this when the deal lives on the partner's own website. You're basically giving fans a tracked link.

  If you're not sure, pick Auto-generate. It's the simplest option and works for 90% of campaigns.

  For our Hempistry example: Auto-generate.

• Total Vouchers: 50 — How many fans can claim this. You can always increase it later, but you can't decrease it below what's already been claimed.

Campaign Availability

• Starts At: 06/02/2026 16:00 — When the voucher appears in the app.
• Ends At: 20/02/2026 16:00 — When it disappears. After this date the campaign becomes read-only.

Set a future start date if you want to prepare the campaign in advance — it'll go live automatically.

How to Claim

This is what fans read in the app right before they walk into the shop. Be specific and clear. Write it as if you're telling a mate what to do:

Show your voucher code to the barista at Hempistry on Doncaster Road. They'll enter it at the till to take 10% off your order. One voucher per transaction.

Not:

Present your unique digital voucher code to an authorised representative at the participating partner outlet location.

The first version is what someone actually reads. The second is what someone ignores.

Terms & Conditions

The fine print. Cover the basics — what's included, what's not, any limits:

Valid for hot drinks only. Cannot be combined with other offers. One voucher per customer per visit. No cash alternative. Vouchers expire 24 hours after claiming.

Click Continue. You'll see a summary of everything. Check it, then click Confirm.

4. Go live

Your campaign is saved but might be offline — not yet visible to fans.

Go to the campaign's details page (click its name in the vouchers list) and use the toggle switch at the top to set it to live.

That's it. Fans can now see the voucher, claim it, and go get their coffee.

After the campaign is live

Checking how it's going

Open the campaign from Partner Vouchers → Vouchers and click the name. The details page shows:

• The voucher codes table at the bottom — every code, who claimed it, and its status (Active / Redeemed / Expired / Cancelled).
• The Num Vouchers and Redeemed counts tell you at a glance how many are left and how many fans have actually used theirs.

Taking a campaign offline temporarily

Use the live/offline toggle on the details page. Offline hides the campaign from the app. Fans who already claimed a voucher can still use it — you're just stopping new claims. Useful if the partner runs out of stock or asks you to pause.

Editing a running campaign

Click Edit Partner Voucher on the details page. You can change the name, description, images, pricing, "How to Claim", and "Terms & Conditions" at any time. You can also increase the total voucher count.

Three fields lock once the campaign has started: Partner, Voucher Validity, and Voucher Generation. These can't change because existing vouchers depend on them.

Once the campaign's end date passes, the whole thing becomes read-only. To run it again, create a new campaign.

Topping up vouchers

If you run out of vouchers mid-campaign:

• Auto-generate / External Redirect: Edit the campaign and increase the Total Vouchers number.
• Imported codes: Click Import Codes on the details page and upload another file. The total updates automatically.

Importing voucher codes

Only relevant if you're using the Import Vouchers generation method — skip this section otherwise.

1. Create the campaign first (pick "Import Vouchers" as the method). You won't set a voucher total — that's determined by how many codes you upload.
2. Open the campaign's details page.
3. Click Import Codes.
4. Download the sample file if you need to see the format.
5. Upload your CSV or Excel file and click Import.

The file is simple — one column, header row "Code", one code per row:

Code
COFFEE2026A
COFFEE2026B
COFFEE2026C

Limits: 5 MB max, 25,000 codes per upload, each code at least 4 characters, all codes unique across your entire system.

If it fails, the error tells you exactly which codes are the problem. Nothing partial gets saved, so fix the file and re-upload.

You can import multiple times — new codes add to the existing pool.

Troubleshooting

Fans can't see the campaign in the app

Three things to check:

1. Is the campaign live? (Check the toggle on the details page.)
2. Has the start date passed? Future-dated campaigns are scheduled but not yet visible.
3. Has the end date passed? Expired campaigns are hidden automatically.

I can't edit a field

If the campaign has started: Partner, Voucher Validity, and Voucher Generation are locked by design — changing them would break existing vouchers. If the campaign has ended: everything is read-only. Create a new campaign instead.

The code import failed

Common causes:

• Duplicate codes — some codes already exist in another campaign. Remove them and re-upload.
• File too large — stay under 5 MB / 25,000 rows.
• Wrong format — needs to be CSV or .xlsx with a single "Code" column header.

A fan says their code doesn't work

Look up the code in the voucher codes table on the details page:

• Expired — the validity ran out. They need a new one.
• Redeemed — already used. Each code works once.
• Cancelled — administratively cancelled. Check with your team.
• Active — should work. Make sure the fan is at the right partner outlet.

All vouchers are claimed

The app shows "out of stock." Increase the total (auto-generate/external) or import more codes (imported). See "Topping up vouchers" above.

Permissions

Can't see Partner Vouchers in the sidebar, or a button is missing? Your account may not have the right permissions. Ask your admin — permissions are managed under Member Management → Permissions.