Create and Manage Coupons

This topic covers how to create and distribute coupons and their associated coupon codes. You can use coupons to provide discounted or free course enrollments, also called “course seats”, to your learners.

Create a Coupon

To create a coupon, you create one or more coupon codes that learners use to receive their discounts. You then use your email system to distribute the discount or enrollment codes for that coupon.

Creating a coupon code has several steps.

You create coupons and their associated discount or enrollment codes on the Create New Coupon page in the coupon administration tool, which is located at http://localhost:8002/coupons/. In the tool, you enter basic information and select the options for your coupon.

Enter Basic Information

Each coupon requires some basic information. To enter basic information for your coupon, follow these steps.

  1. Follow the steps in Creating Products Overview to start your E-Commerce server.
  2. In a browser on your E-Commerce server, go to http://localhost:8002/coupons/ to open the coupon administration tool, and then select Create Coupon.
  3. On the Create New Coupon page, enter the following information.
    • Coupon Name: The name you want to give the coupon, such as “January 15% Promotion”. The name must have fewer than 30 characters.
    • Category: A list of possible classifications for your coupon, such as “Course Promotion” and “Financial Assistance”. Categories can help you keep track of your coupons.
    • Valid from and Valid until: The dates and times when the discount or enrollment code is valid for use. The time zone is set to Universal Coordinated Time (UTC).
    • Email Domains: Optional. A list of comma separated domains. If specified, only users registered with an email address that matches can use the coupon. If null, any user can use the coupon.
    • Discount Value: The discount that you want to apply to the course fee, specified as a percentage between 1% and 99% or a fixed amount in U.S. dollars.
    • Client: The name of the organization that you create the codes for. Note that the current system cannot automatically send this organization an invoice for the codes you create. For more information, see Specify Invoicing Options and View the Invoice for a Coupon.
    • Note (optional): Any additional information that you want to add to your coupon, such as why the coupon was created. The note is visible on the coupon page in the coupon administration tool and in the .csv file for the coupon. It is not visible to learners.
    • Tax Deducted Source (TDS): This field is not yet active.

After you specify basic information for your coupon, you must specify the coupon code type.

Specify the Coupon Code Type

In addition to entering basic information, you must specify a coupon code type. The coupon code type is either “enrollment code” or “discount code”.

  • An enrollment code covers the entire fee for a course seat.
  • A discount code offers between 1% and 99% or a fixed dollar amount off the fee for a course seat.

A “course seat” is a single course enrollment in a specific course track.

To specify the coupon code type, follow these steps.

  1. For Code Type, select Enrollment Code if you want the coupon code to cover the entire course fee, or select Discount Code if you want to provide a discount for the course.

  2. If you selected Enrollment Code, locate the Number of Codes field, and then enter the number of enrollment codes that you want to create.

    If you selected Discount Code, the following fields are visible.

    • Discount per Code (required): Enter the percent or U.S. dollar amount of the discount that you want to offer, then select Percent or Fixed. Do not add a percent sign or a dollar sign.

    • Code (optional): If you want to specify your own discount code, such as SCHOLAR15, enter the code that you want in this field. This code can have 1 to 16 characters.

      If you want the system to generate a discount code for you, leave this field empty, and then enter the number of discount codes that you want to create in the Number of Codes field.

After you complete this step, you must specify the courses that you want your coupon to apply to.

Specify Courses

In addition to specifying your coupon’s code type, you must specify the courses for your coupon. Your coupon can apply to a single course or to multiple courses.

Note

If you want your coupon to apply to multiple courses, you must use the edX Course Catalog API. The Course Catalog API is in beta and is not documented or fully supported.

To specify the courses for your coupon, follow these steps.

  1. On the Create New Coupon page, select Single Course or Multiple Courses.

  2. Specify the courses for your coupon.

    If you selected Single Course, follow these steps.

    1. For Course ID, enter the ID of the course that you want. To find the course ID, open the course administration tool at http://localhost:8002/courses, select your course name in the list of courses, and then locate the Course ID field on the page for the course.
    2. For Seat Type, select the type of seat for the coupon. A “seat” is a single course enrollment in a specific course track. For example, the seat type might be “verified” or “professional”. The options for this field appear after you enter a valid value in the Course ID field.

    If you selected Multiple Courses, follow these steps.

    1. In the Valid for field, enter a query to retrieve the courses that you want. For more information about creating a query, see Create a Query for Multiple Courses.

      To see a preview of the results that your query will return, enter your query in the Valid for field, and then select Preview. A dialog box opens that lists the courses in your query results.

    2. For Seat Types, select Non-credit or Credit.

      If you select Non-credit, you must also select Verified, Professional, or both.

After you complete these steps, you must specify usage limitations for your coupon.

Create a Query for Multiple Courses

Note

To create a query, you must use the edX Course Catalog API. The Course Catalog API is in beta and is not documented or fully supported.

The coupon administration tool uses queries to return a catalog of courses. The coupons that you create apply to each course in that catalog.

These queries use the following syntax.

field_name:search_terms

Your query can contain operators such as quotation marks (”), asterisks (*), and hyphens (-).

For example, your query might resemble one of the following queries.

org:(Company OR University)

org:(-Company OR -University)

start:[2016-01-01 TO 2016-12-31]

number:6.002x*

For more information about queries, including syntax and operators, see Query string syntax.

The following table lists the field names that you can use in your query, along with a description for each field name.

Field Name Description
announcement The date the course is announced to the public, in YYYY-MM-DD format.
end The course run end date, in YYYY-MM-DD format.
enrollment_end The enrollment end date, in YYYY-MM-DD format.
enrollment_start The enrollment start date, in YYYY-MM-DD format.
key The course run key, sometimes also called the course ID.
language The language in which the course is administered.
max_effort The estimated maximum number of hours necessary to complete the course.
min_effort The estimated minimum number of hours necessary to complete the course.
number The course number (for example, 6.002x).
org The organization associated with the course (for example, MITx).
pacing_type The pacing for the course run. Options are instructor_paced or self_paced.
start The course run start date, in YYYY-MM-DD format.
title The course title.

Specify Usage Limitations

In addition to specifying courses for your coupon, you must specify usage limitations. Usage limitations control whether one or more customers can use the coupon, as well as the number of times each customer can use the coupon.

To specify usage limitations, follow these steps.

  1. On the Create New Coupon page, locate Usage Limitations.

  2. Select one of the following options.

    • Can be used once by one customer

      If you select this option, the Number of Codes field is visible. In this field, specify the number of individual discount or enrollment codes you want to create. The value must be between 1 and 1000. Make sure that you create enough discount or enrollment codes so that each person receives one code.

    • Can be used once by multiple customers or Can be used multiple times by multiple customers

      If you select one of these options, the Maximum Number of Usages field is visible. In this field, specify the number of times customers can use the coupon code.

      For example, if you want to create a coupon code that is available for 10 different customers, and each customer can use the code only one time, enter 10 for Can be used once by multiple customers.

      If you want to create a coupon code that is available for 10 uses, whether by one customer or multiple customers, enter 10 for Can be used multiple times by multiple customers.

After you specify usage limitations, you must specify invoicing options for your coupon.

Specify Invoicing Options

In addition to setting usage limitations for your coupon, you must specify invoicing options. You can send an invoice when you create the coupon or after one or more customers have redeemed the coupon. The invoice can be for the total amount or for part of the total amount.

To specify the way you want to invoice your client, follow these steps.

  1. On the Create New Coupon page, locate Invoice Type.

  2. Select one of the following options.

    • Already invoiced: Select this option if you have already sent an invoice to your client.

      If you select this option, you must also enter information in the following fields.

      • Invoice Number: Your internal invoice number.
      • Invoice Amount: The amount that you have already invoiced the client.
      • Payment Date: The date when payment is due from the client.
    • Invoice after redemption: Select this option if you will send an invoice to your client after one or more coupon codes have been redeemed.

    • N/A: Select this option if neither of the other options applies to your situation.

Finish and Review Coupon

When you select Create Coupon, the system generates one or more discount or enrollment codes as well as the URLs where users can redeem these codes.

When the system has finished generating the coupon, a page for the coupon opens. This page lists the information for your coupon, including all discount or enrollment codes for the coupon, the coupon’s status, URLs where users can redeem the codes, dates the coupon is valid, and the course that the coupon applies to. You can also download a .csv file with the coupon information from this page.

Download Coupon Information

After you create a coupon, you can download a .csv file that lists the information that you entered when you created the coupon. The .csv file also includes additional information, such as the discount or enrollment codes that are associated with your coupon and the system-generated URL where a user can redeem each code.

  1. In your browser, go to http://localhost:8002/coupons/ to open the coupon administration tool.
  2. On the Coupon Codes page, locate the coupon that you want in the table, and then select the name of the coupon. The page for the coupon opens.
  3. On the page for the coupon, select Download. Your .csv file begins downloading automatically.

The .csv file for your coupon lists the following information.

Coupon Name The name of the coupon.
Code The 16-digit alphanumeric discount or enrollment code. The .csv file lists at least one entry for each code. The system creates an additional entry for the code each time the status of the code changes (for example, when the status changes from Active to Redeemed).
Maximum Coupon Usage The number of times that the discount code or enrollment code that is associated with the coupon can be used. For single-use coupons, this value is 1. For multi-use coupons, this is the value that you specified in the Maximum Number of Usages field.
Redemption Count The number of times the coupon has been redeemed. The initial value is 0, and the value is incremented each time that a discount code or enrollment code for the coupon is redeemed.
Coupon Type The type of coupon code associated with this coupon. Possible values are Enrollment and Discount.
URL The URL where the user redeems the coupon code.
Catalog Query (for multi-course coupons only) The query that was used to determine which courses the coupon applies to.
Course Seat Types (for multi-course coupons only) The seat type that the coupon applies to. For example, the seat type might be “verified” or “professional”. For more information about seat types, see Specify Courses.
(for single-course coupons only) Course ID The ID of the course that the coupon applies to.
(for single-course coupons only) Organization The organization that provides the course.
Client The organization that purchased the coupon codes.
Category The value that you selected for the Category field when you created the coupon.
Note The text, if any, that you entered in the Note field when you created the coupon.
Price The regular fee for the course.
Email Domains The email domains allowed to use this coupon.
Invoiced Amount The text, if any, that you entered in the Total to Invoice to Client field when you created the coupon.
Discount Percentage The percent discount, if any, that you specified when you created the coupon.
Discount Amount The dollar amount discount, if any, that you specified when you created the coupon.
Status The status of the coupon. Possible values are Active, Redeemed, or Expired.
Order Number The order number associated with the redemption of the enrollment or discount code.
Redeemed By Username The username of the customer who redeemed the enrollment or discount code.
(for multi-course coupons only) Redeemed for Course ID The course ID of the course for which the coupon was redeemed.
Created By The username of the user who created the coupon.
Create Date The date the coupon was created.
Coupon Start Date The first date the coupon can be used.
Coupon Expiry Date The last date the coupon can be used.

Edit a Coupon

You edit a coupon by using the coupon administration tool.

Note

You cannot edit the following fields.

  • Code Type
  • Course ID
  • Single course or Multiple courses
  • Seat Type
  • Usage Limitations
  • Number of Codes or Maximum Number of Usages
  1. In your browser, go to http://localhost:8002/coupons/ to open the coupon administration tool.
  2. On the Coupon Codes page, locate the coupon that you want in the table, and then select the name of the coupon. The page for the coupon opens.
  3. On the page for the coupon, select Edit Coupon.
  4. Make the changes that you want.
  5. Select Save Changes.

Deactivate a Coupon

To deactivate a coupon, change the Valid from and Valid until date fields so that both dates are in the past. For more information, see Edit a Coupon.

Distribute Coupon Codes to Learners

You can distribute both discount codes and enrollment codes to learners in two ways.

  • You provide a coupon code that learners enter on the Checkout page for the verified or professional certificate track. If you do this, edX recommends that you also provide the URL for the course About page to make signing up for the course easier.

  • You provide a URL for an offer landing page. This automatically generated page presents information about the course, lets the learner know that the coupon code has been applied, and provides the opportunity for the learner to enroll. Learners can access this URL if they do not have an edX account or they are not signed in. However, learners must sign in or create an edX account to redeem the coupon and enroll in the course.

    A URL for an offer landing page has the following format.

    http://localhost:8002/coupons/offer/?code=################

Note

If the coupon code is a discount code, the learner must pay any balance due before enrolling in the course for a verified or professional certificate.

To distribute the coupon code or URL to learners, you determine the coupon code or the URL for the learner to use, and then you create and send an email that includes the coupon code or the URL. For suggestions for email message text, see Example Email Messages.

Find a Coupon Code or URL

You can find coupon codes, whether discount codes or enrollment codes, and their associated URLs in two places: on the page for the coupon in the coupon administration tool, and in a downloadable .csv file. You can use either option to find the coupon code or URL for your learners.

Find a Code or URL on the Coupon Page

To find a coupon code or URL on the page for the coupon in the coupon administration tool, follow these steps.

  1. In your browser, go to http://localhost:8002/coupons/ to open the coupon administration tool.
  2. On the Coupon Codes page, locate the coupon that you want in the table, and then select the name of the coupon. The page for the coupon opens.
  3. On the page for the coupon, locate the table under Codes.
  4. In the table, locate the information that you want.
    • For a coupon code that the learner will enter on the Checkout page, use the value in the Code column.
    • For an offer landing page, use the URL in the Redemption URL column.

Find a Code or URL in a Downloaded File

To find a coupon code or URL in the .csv file for a coupon, follow these steps.

  1. Download a .csv file that lists the information for your coupon, and then open the .csv file.
  2. In the .csv file, locate the information that you want.
    • For a coupon code that the learner will enter on the Checkout page, use the value in the Code column.
    • For an offer landing page, use the URL in the URL column.

Send an Email Message

After you locate the coupon code or URL that you want to use, you use your email system to provide that information in a message to potential learners.

Note

When you send a coupon code for a learner to use on the Checkout page, edX recommends that you include the About page URL for the course as well as the coupon code to help the learner enroll more easily.

Example Email Messages

You can use the following email messages as examples of the communication that you send to your learners.

If Learners Enter a Coupon Code on the Checkout Page
Dear learner,

This message includes a discount <or an enrollment> code for edX101: Overview
of Creating an edX Course. For more information about the course, see
https://www.edx.org/course/overview-creating-edx-course-edx-edx101.

To redeem this code, sign up for a verified <or professional> certificate, and
then enter the following coupon code in the **Coupon Code** field on the
**Checkout** page:

ZDPC3AQV3732RQT5

We look forward to learning with you!

The edX101 course team
If Learners Visit an Offer Landing Page
Dear learner,

This message includes a discount <or an enrollment> code for edX101: Overview
of Creating an edX Course. To redeem this code and enroll in the course, visit
the following URL:

http://localhost:8002/coupons/offer/?code=ZDPC3AQV3732RQT5

We look forward to learning with you!

The edX101 course team

View the Invoice for a Coupon

When you create a coupon, the E-Commerce service generates and fulfills an order. The Invoice Payment Processor module in the service then records the fulfilled order. Because the Invoice Payment Processor module assumes that you have sent or will send an invoice to the client who purchased the coupon, the module also records the order in the Invoice table in the Django administration panel so that you can view and reconcile the order.

To view your coupon invoices in the Invoice table, go to http://localhost:8002/admin/invoice/invoice/. The table lists all of the invoices for your coupons, along with information such as the client name and the invoice status.

For more information about the way that the E-Commerce service manages orders, see Manage Orders.