Staff Title Promotion Setup

Modified on Thu, 2 Jul at 4:46 PM

In this article, we will walk through setting up a promotion for staff titles.

Things to know:

The ability to create a staff title promotion is governed by the "Accessing Promotions" access control and the "BOGOS: Enable Employee Title Criteria" hidden setting. For franchise businesses, this hidden setting is controlled at the parent level; please contact support@mytime.com to enable it.
Staff titles must be created and configured in your system before you can use them as criteria in promotions. Learn more here.
Staff title promotions are configured as an additional requirement within standard service, product, gift card, package, and membership promotions.
When configuring promotions at the parent level, only items created at the parent level (such as services, products, classes, etc.) will be available for selection.
Promotion Rules & Application Logic:
- Item Trigger vs. Discount Conflict: When creating Buy X, Get Y style promotions, the triggering items must be different from the items receiving the discount. If the same item appears in both the "Qualified Items" and "Discounted Items" lists, the promotion conditions will conflict and fail to apply. Example: If you offer a free Facial when a client purchases two Haircut services, the Facial must not be added to the triggering/qualified items list.
- Item Cost Prioritization: By default, promotions apply to the least expensive eligible item on a ticket. To prioritize higher-value items instead, enable “Apply Promotions in Order of Highest to Lowest Item Cost” under Business Setup > Settings (managed at the parent level for franchises).
- Quantity Grouping: Promotions are grouped and applied based on the "Must Purchase" quantity. For a Buy One, Get One offer, the discount triggers when a second eligible item is added. If multiple qualifying packages are added to the ticket, the promotion automatically multiplies across those items.
- Multi-Day Calculations: For multi-day appointments (e.g., a 7-day pet boarding stay), the promotion applies to the entire duration and total cost of the stay, rather than just a single day.
- No Manual Overrides for Auto-Apply: For promotions configured to auto-apply, the option to enter the promotion code manually—either online or in-store—will be disabled.
POS & Checkout Behavior:
- POS Naming Format: In the Point of Sale, promotions display as [Promo Code]: [Promotion Name] (e.g., NEWYEAR15: New Year Sale 15% Off). If the code and the name are exactly identical, only the code will display.
- Ticket-Level vs. Item-Level Discounts: If a promotion is configured to apply to the entire ticket, clicking the "Add Discount" link under individual line items will not work. You must select the promotional code from the main Discount dropdown menu at the bottom of the POS screen.
- Mass-Removing Manual Promos: After selecting a manual promotion from the main POS Discount dropdown, clicking "Remove" will clear it from all line items simultaneously and recalculate the total. This does not apply to auto-applied promotions.
- Quantity Matching for Manual Promos: Manual promotions will only appear as selectable options in the POS for line items that have already met the required quantity threshold in the cart.
- Error Messaging for Clients: If a client attempts to use a restricted promo code online (e.g., an in-store-only promo), the system will display a specific explanation, such as "The X promo code cannot be used for online payments."
Discount Stacking & Safeguards:
- Preventing Duplicate Stacking: By default, the system allows the same manual promotion to be stacked multiple times on a single item. To prevent over-discounting, you can enable the “Apply Manual BOGO Only Once” hidden setting, which enforces the following rules:
  - Once applied to an item, that specific promo is hidden from that item's "Add Discount" list.
  - It can still be applied to other unique items on the same ticket.
  - Applying it at the item level hides it from the ticket level to prevent double-discounting.
Multi-Tiered Discount Order: You can configure online promotions to calculate in the exact same sequence as the POS system:
- Flash Sale Discounts (Applied first; overrides all others)
- Membership Discounts (Applied second if no flash sale is active)
- Auto-Promotions/BOGOs (Applied last)
- Note: The resulting discount will be visible on both the “Pick a Time” page and at checkout via a backend hidden setting.
Best-Fit Auto-Apply Logic: You can optimize your account to automatically calculate and apply the absolute highest savings option based on the number of items or pets on a ticket. This is controlled by the “BOGOs: Apply Best Discount First” hidden setting (contact support@mytime.com to enable).
Date, Search, & Code Maintenance
- End Date Validity: Promotions with a specified end date remain active through the entirety of that calendar date. For example, a promotion ending on June 30 remains completely valid until 11:59 PM on June 30 and expires on July 1.
- Code Reusability: A promotional code can be reused in a brand-new promotion once the original promotion using that code has been deleted. Deleting a code at the child/location level immediately frees it up for use at the parent level.
- Multi-Page Search: If your promotions page spans multiple pages, use the search field to instantly locate a specific promotion by typing either its Name or Promo Code.
Benefit Settings Calculation Rule
- When setting up promotions requiring a specific number of identical items, the system utilizes two distinct types of logic depending on your Benefit Settings:
  - Applied to "Each Item in Criteria": Used when the discount applies directly to the items that triggered the promotion (e.g., "Buy 3 of the same item, get all 3 for 10% off"). The discount activates only when the required threshold of identical items is hit.
  - Applied to "Different Qualified Items": Used for "Buy X, Get Y" scenarios where purchasing an item triggers a discount on an entirely different product or service listed in your Benefits section.

Contents:

Creating Staff Title Promotions
Staff Title Promotion Scenarios

Creating Staff Title Promotions

Navigate to Marketing > Promotions
Select your location
Click on the "Create New Promotion" button

Under the General Settings tab, complete the details. Please see the breakdown in the table below:

General Setting	Description
Promotion Name	The name of the promotion
Location	Locations where the promotion would be applicable. If you want this promotion to be applied to every location, choose "All."
Description	This is a description field for your internal reference
Valid	The start and end date of the promotion
Auto Apply	If set to Yes, the option to add a promotion code or barcode will be disabled.
Promotion Code	Enter a code to be used for promotion redemption online and in-store. You can create your own code or leave it blank. If left blank, the system will autogenerate one for you
Barcode	This is an optional field to add a barcode. If a barcode is added, MyTime's POS will add the promotion to the ticket if that barcode is scanned. If left blank, the system will autogenerate one for you.
Promotion ID	This is an optional field that can be used when the promotion needs to reference an external ID or tracking number from another system. If left blank, the system will autogenerate one for you.
Calculate Staff Commissions	Pre-Discount - Calculate the staff member's commission before the promotion is applied Post-Discount - Calculate the staff member's commission after the promotion is applied
Restrictions	You can set your restrictions for the promotions here. You can select one or more from the list given: New Clients Only - The promotion will only be applied to new clients One Use Per Client - This promotion can only be used once per client One Use Per Ticket - This promotion can only be used once on any one ticket Cannot Be Used With Other Promotions - This option will prevent any other promotion from applying to the ticket Membership Required - Only clients with a membership will receive this promotion Can Be Used For Online Bookings & Purchases - This restriction determines whether the promotion is applicable for online use. New Family Member Only - This option is available for family accounts and will apply exclusively to tickets where it is the first transaction for the selected family member. It can be applied either manually or automatically. If you attempt to apply this promotion to a family member who has already been included in a previous ticket, an error message will appear: "The (Promotion name) promotion can only be used for new family members." New Pet Only - This option is available for pet accounts and will apply exclusively to tickets where it is the first transaction for the selected pet. It can be applied either manually or automatically. If you attempt to apply this promotion to a pet who has already been included in a previous ticket, an error message will appear: "The (Promotion name) promotion can only be used for new pets." One Use Per Family Member - This promotion can only be used once per family member. If you attempt to apply this promotion to a family member who has already been included in a previous ticket, an error message will appear: "The (Promotion name) promotion can only be used for new family members." One Use Per Pet - This promotion can only be used once per pet. If you attempt to apply this promotion to a pet who has already been included in a previous ticket, an error message will appear: "The (Promotion name) promotion can only be used for new pets." Cannot Be Used If Package/Membership Credit Is Used For Qualifying Item Or Item Is Free - This restriction ensures that promotions requiring multiple qualifying items do not count items paid for using package or membership credits, or items that are free. As a result, promotions cannot be applied if the qualifying criteria include items covered by a package, membership, or at no cost. For example: If a promotion offers “Buy 2 services, get 1 free,” and one of the two qualifying services was paid for using a membership credit, that service will not count toward the promotion. The promotion will only apply if both qualifying services are paid for directly, not through credits or free items.

Click Next to go to the Criteria and Benefits section. From here you can configure the following:

Promotion Criteria and Benefits	Description
Requirements	If you set requirements for the promotion, then certain criteria must be met before the promotion can be applied. By default, promo codes are automatically applied to all services and products. If you'd like the code to only apply to certain items or groups of items, you can choose a type from the Qualified Items section.
Number of Qualified Items	The minimum number of items from a basket of qualified items that must be on the ticket before the promotion can be used. For example, if set to 2, at least two items must be added to the ticket for the promotion to be applied.
Number of Identical Qualified Items	The minimum number of identical items from a basket of qualified items that must be on the ticket before the promotion can be used (note: mixing and matching of different items from the list of qualified items would not count). For example, if set to 2, the promotion will only apply if two of the same item (service, product, etc.) are added to the ticket.
Value of Qualified Items	The minimum monetary value of items from a pre-determined basket of qualified items must be on the ticket before the promotion can be used. For example, if set to $100, the value of the item (service, product, etc.) added to the ticket must also be $100 for the promotion to apply. In POS, the value of qualified items promotion takes the total value of all the qualified items into account to determine if the ticket meets the requirements for the promotion. Promotions are then sorted and applied from larger to smaller, so the larger ones are applied first if qualified.
Must Purchase	The number of items that need to be purchased for the promotion to be applied.
Staff Title	Select the specific staff title required to qualify for this promotion. For example, if the "Junior" title is selected, the discount will only apply if the client receives a service from, or purchases an item (product, membership, package, or gift card) attributed to, an employee currently holding the "Junior" staff title.
Promotion Benefits	Discount type - this can be a percentage, dollar amount, free, or you can have the price set to a specific value Apply to - Select what the benefits should be applied to. For staff title promotions, the apply to field needs to be set to 'Different Qualified Item'
Different Qualified Items	The promotional code can be used for any service, product, gift card, membership, package purchase in-store or online

Publish promotion

Staff Title Promotion Scenarios

Promotion Name - 20% Off Services with Junior Title

Promotion Criteria Setup

Requirements:
- Number of Qualified Items
  - Must Purchase - 1
  - Qualified Items - All services
- Staff Title - Junior Title(s)

Promotion Benefit Setup

Benefit - 20%
Apply to - Different Qualified Items
Up to - 1
Qualified item - All Service

When the benefit is applied to the ticket, you will see that the facial service has been discounted.

Promotion Name - BOOK A SERVICE WITH JEROME & GET A PRODUCT AT 50% OFF

Promotion Criteria Setup

Requirements:
- Number of Qualified Items
  - Must Purchase - 1
  - Qualified Items - All Service
- Staff Title - Senior Title(s)

Promotion Benefit Setup

Benefit - 50%
Apply to - Different Qualified Items
Up to - 1
Qualified item - All Products

When the benefit is applied to the ticket, you will see that the product has been discounted.

Promotion Name - BOOK 2 IDENTICAL SERVICES WITH JENNY & GET A $10 Gift Card

Promotion Criteria Setup

Requirement:
- Number of Identical Qualified Items
  - Must Purchase - 2
  - Qualified Items - All Service
- Staff Title - Junior Title(s)

Promotion Benefit Setup

Benefit - $30
Apply to - Different Qualified Items
Up to - 1
Qualified item - Gift Cards

When the benefit is applied to the ticket, you will see that the product has been discounted.

Promotion Name - Spend $200 With Jerome & GET $20 OFF

Promotion Criteria Setup

Requirement:
- Value of Qualified Items
  - Must Purchase - $200
  - Qualified Items - All Services, All Products, All Memberships, All Packages, All Gift Cards
- Staff Title - Senior Title(s)

Promotion Benefit Setup

Benefit - $20 Off
Apply to - Each Item in Criteria
Up to - 1

When the benefit is applied to the ticket, you will see that the service has been discounted.

For more information, contact us at support@mytime.com.

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