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Discount Management

This guide covers creating, managing, and reporting on discount codes in the RapidCert admin dashboard.

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Overview

Discount codes allow you to offer reduced pricing to companies at checkout. Discounts can be a fixed dollar amount or a percentage off, and can be scoped to specific clients, limited by usage count, or set to expire on a given date.

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Who Can Manage Discounts

Navigate to Settings in the sidebar, then select the Discounts tab to access discount management. The tab has two sub-tabs: Codes for discount codes and Invoiced sales for sales settled by invoice.

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Creating a Discount

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Discount Fields

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Codes that settle by invoice

Switch on Settles by invoice when you will invoice the contractor directly for an accreditation. The contractor applies the code at checkout, completes Stripe Checkout with a $0 total, and RapidCert records an invoiced sale.

• A code that settles by invoice must be a Percentage discount of 100%. Switching the option on for a new code sets and locks the type and value.
• An existing code can switch to settling by invoice only if it is already a 100% percentage discount. Otherwise, create a new code.
• Settling by invoice is available only when your organisation is on live RapidCert fee tiers. Saving is refused otherwise.
• An invoice amount needs a single-use code. After a code has synced to Stripe its Max Uses is fixed, so you can add an invoice amount only if it was already set to 1.
• The Settles by invoice, Invoice amount, and Invoice number settings lock once the code has been used.

The recorded sale amount is the invoice amount, or the list price when no invoice amount is set. You can change it later from the Invoiced sales sub-tab. An invoice code can pay for starting again an accreditation that was closed after an inactivity review, even though the checkout total is $0. Ordinary 100% codes cannot. Invoice codes cannot be used for urgent upgrades.

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Managing Discounts

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List View

The Discounts tab shows all discount codes with their current status, type, usage count, and expiry date. You can:

• Search by code or reason
• Filter by status: Active or Inactive (expired codes appear in the list with an Expired badge but are not a separate filter option)

Discount codes are shown in order of most recently created.

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Editing a Discount

1. Click the Edit icon in the Actions column
2. Make your changes in the modal
3. Click Save Changes

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Deleting a Discount

Click the Delete icon next to a discount to remove it. Deletion is a soft delete — the record is retained for reporting purposes but the code can no longer be applied at checkout.

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Invoiced sales

The Invoiced sales sub-tab lists the sales made with codes that settle by invoice. Amounts are in NZD including GST. Select a column header to sort by date, company, category, amount, or invoice. Sales are shown newest first by default, 25 per page. Select Refresh to reload the list.

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Setting the invoiced amount

Select Set invoiced amount to record what you invoiced the contractor. Enter the Amount (NZD incl GST), and optionally an Invoice number and a Note, then select Save. The new amount is used in discount reports and the company’s billing history.

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Refunding an invoiced sale

Select Refund, enter a reason, then select Refund sale. This records a full refund of the invoiced amount and cannot be undone. No money moves through RapidCert, so refund or credit the contractor yourself.

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When a sale can no longer be changed

The Set invoiced amount and Refund actions are unavailable, and show the reason, when:

• the sale has been refunded, or
• RapidCert has invoiced its fee for the sale. Contact RapidCert if the sale needs to change.

You also cannot change or refund a sale until RapidCert has recorded its fee for it. If a save or refund is refused because the sale changed after you opened the dialog, the message explains why.

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Discount Statuses

Discount status is derived from the discount’s active flag and its configured date fields.

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Usage Tracking

Each discount shows a Uses count on the list view. Detailed usage tracking data — including which companies have used a code — is available on the Dashboard. To view discount usage:

1. Navigate to the Dashboard
2. Select the Discounts & Kickbacks tab
3. Use the Discount Codes subtab to see per-code usage, the companies that applied each code, and order values

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Kickback and Affiliate System

If a discount is linked to a consultant or affiliate, RapidCert tracks commission owed and paid.

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How Kickbacks Work

When a discount with a consultant email is applied at checkout, the system records:

• The order value after discount
• The kickback percentage
• The calculated commission amount

Commissions are automatically adjusted if an order is refunded — the kickback amount reflects the net revenue received.

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Marking Consultants as Paid

1. Navigate to the Dashboard
2. Select the Discounts & Kickbacks tab
3. Select the Consultants subtab
4. Find the consultant by email
5. Review outstanding commissions
6. Click Mark as Paid to record payment

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Discount Reports

Discount activity reports are available on the Dashboard under the Discounts & Kickbacks tab. Kickback amounts are shown in NZD dollars. Refunds reduce the adjusted kickback so the report reflects the commission still owed. Export the report as CSV to include the refunded amount, payment date, and the administrator who recorded payment.

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Automatic signup offer report

The Automatic Signup Offers subtab reports on offers issued through signup pages. Administrators can filter the report by client and issue date. The summary shows Issued, Emails sent, Reminders sent, Viewed, Available, Used, Not used, Expired, and Conversion. Revenue and discount totals are shown separately for each currency. The paginated table shows the company and recipient email, accreditation and client, offer percentage and status, issue and expiry times, email delivery and first-view details, payment time, original value, discount, and final value. The report displays 25 rows per page. Configure offers under Signup Configuration — Automatic signup offer.

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Stripe Integration

When you save a discount in RapidCert, it is automatically synced to Stripe as a coupon with a corresponding promotion code (discounts with a zero value are not synced to Stripe). This means:

• Discounts are enforced at the payment level, not just in the UI
• Stripe processes the reduced amount directly — no manual adjustments needed
• The Stripe promotion code matches the code you set in RapidCert

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Zero-total discounts

When a discount reduces a contractor/supplier’s total to $0, the checkout behaviour depends on whether the discount is synced to Stripe:

• Stripe-synced discounts (percentage or fixed amount discounts that have been synced to Stripe) — the contractor/supplier is still redirected to Stripe Checkout so that Stripe records the promotion redemption and enforces usage limits. No card details are required.
• App-only zero-total discounts (fixed amount discounts not synced to Stripe, such as those with a $0 value) — the evaluation is confirmed immediately without redirecting to Stripe. No card details are required.

This distinction matters when you configure Max Uses or Expiry Date on a discount intended to produce a zero-total checkout. If the discount is Stripe-synced, Stripe enforces those limits. If it is not synced, RapidCert enforces them.

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Immutability After Sync

Once a discount has been synced to Stripe (i.e., a Stripe coupon has been created), the following fields are locked, regardless of whether the discount has been used:

• Max Uses — Stripe tracks redemptions and cannot rewind this value
• Expiry Date — Stripe enforces this server-side; changes would create inconsistency

If you need to effectively change these values, deactivate the existing code and create a new one with the correct settings.

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Next Steps