Vendor codes
About vendor codes
Vendor codes are generated in the GRA software and can then be provided to outside vendors for redemption. The typical vendor code approach would look something like this:
At the start of the program, staff generate vendor codes.
Codes are sent to an outside vendor.
The vendor enters those codes into their system as valid for redemption.
Staff configure a trigger with the vendor code selected in “Award vendor code”.
When a participant activates the trigger they are given their unique vendor code.
The participant can redeem that vendor code through the outside vendor.
Optionally, the vendor can send back status reports which can be uploaded into the software.
In addition, the software can be configured to offer participants options when they’ve activated the trigger associated with the vendor code:
Participants can choose to “donate” their prize - this will cause the code to not reveal to them so that the program administrators can redirect their prize as a donation
Participants can opt for an email award which allows the prize to be delivered to them via email rather than through the vendor code approach
Accepting participant codes
Codes default to the format of three sets of five alphanumeric characters separated by hyphens
(e.g. X123X-456YY-ZZ789). The party administering the GRA software generates a set of codes prior
to the start of the program and exports the codes to a text file to provide to the vendor.
When participants unlock the vendor code, the software informs them in an in-software mail message that includes a link. The GRA can include the code in the link provided to the customer. For example, a template URL of:
https://vendor/?Code={{Code}}
Would expand (using the sample code from above) to:
https://vendor/?Code=X123X-456YY-ZZ789
This is a convenience for participants. Ideally the vendor Web site will capture any query string code when the customer arrives on the site and save it until the vendor gets to the shopping cart/check-out area so that it can be prepopulated. Note that it’s ideal to allow the customer to enter a code as well in case the code does not come through the link properly.
Reporting status
The GRA is configured to accept invoice updates. The format for reporting order and ship dates is
an Excel .xls file. There can be as many columns as needed in the spreadsheet, the software looks
for the following:
“Free Book Code” (required) - used to map to a participant (this is referred to as “code” above, e.g.
X123X-456YY-ZZ789)“Branch Id” (optional) - the branch ID in the GRA software that the shipment is associated with
“Creation Date” (optional) - the date that the outside item was placed in an “ordered” status
“Ship Date” (optional) - the date that the outside item was placed in a “shipped” status
“Title” (optional) - details about the item that was selected
“Pickpack Number” (optional) - a packing slip number for the shipment of the item
“UPS Tracking Number” (optional) - comma-separated tracking numbers with a shipper
Those titles should appear exactly as shown here in the first row of the spreadsheet. The columns may be in any order in the sheet.
If all fields except coupon are blank there’s no reason to include the coupon code in the sheet.
An administrator of the reading program can import these spreadsheets periodically as needed so that participants can see their order status. The software shows progression from order placed (where “Creation Date” is populated but “Ship Date” is not), shipped (“Ship Date” is set), to ready for pick up (the packing slip number represented by the “Pickpack Number” column is entered in the packing slip interface of the software).
Vendor code setup
Vendor code configuration can be found in Mission Control: under the Setup menu you’ll find “Vendor code management”.
Initial endor code configuration
Required fields:
Description - the kind of vendor code, will be shown to staff and participants (e.g. “Free Book Code”)
Url - optional - a URL template (e.g. “https://vendor/?Code={{Code}}”) to redeem a prize, replaces the following token:
{{Code}}- the participant’s code (e.g.X123X-456YY-ZZ789from above)
Expiration date - optional - a cut-off date after which the codes shouldn’t be assigned
Award prize on ship date - optional - add a prize to the participant’s profile when an Excel file is imported with the “Ship Date” column set for the code
Award prize on received packing slip - optional - add a prize to the participant’s profile when:
An Excel file is imported with a “Packing Slip” number set
Also, the packing slip is entered as received through the packing slip interface and the prize is not marked as damaged or missing
Once a packing slip is marked as received any further invoice updates with the same packing number will award the prize as soon as they’re imported.
Subsequent configuration options
Once you click “Save vendor code” the initial vendor code record is created with default mail messages. You can then continue to configure the vendor code as follows:
Beneath the Description field buttons are shown for the mail message that is sent when a participant earns the code. Once you select a language button you can customize:
Message with code
Mail subject - the subject of the in-software mail to send when a participant is assigned a code
Mail - the text of the in-software mail to send when a participant is assigned a code, replaces the following tokens:
{{Code}}- the participant’s code (e.g.X123X-456YY-ZZ789from above){{Link}}- the link (as defined in Url above)
Further down, there are additional configuration options:
Option message - If you wish to allow the participant to make a choice you can configure the Option message. By selecting a language button you can customize:
OptionSubject - The subject of the in-software mail sent letting the participant know they need to choose an option for the code
OptionMail - The text of the in-software mail sent letting the participant know they need to choose an option for the code, the following token is replaced:
{{Link}}- the link (as defined in Url above) with no code in it so the participant can browse the available options
Ready for pickup email template - optional - You may select a configured email (not in- application mail) template to send to the participant when their item is ready for pick up. That email tempalte will have the following fields replaced if they are present:
{{Details}}- details of the item requested, typically the title that comes in from an invoice{{LocationName}}- the location where the item is ready for pick up{{LocationTelephone}}- the telephone number of the location{{LocationLink}}- a Web link to the location{{LocationAddress}}- the physical address of the location
Once you activate the option functionality by configuring the Option message above, you must enable either donations and/or email rewards:
Donation pop-up message - a short message shown on the users profile letting them know the reward has been donated.
Donation message - an in-software mail letting the participant know their reward has been donated.
Email award pop-up message - a short message shown on the users profile letting the participant know their reward will arrive via email.
Email award message - an in-software mail sent letting the participant know their reward will arrive via email.
Vendor codes that require an option be selected can have an ExpirationDate set. If set the date the reward expires will be shown to participants and after the date has passed the buttons to select a redemption option will be hidden.
Generating vendor codes
Once you’ve configured how vendor codes should operate, you must then generate vendor codes. Ensure that you generate enough codes to last for your entire program!
Download vendor codes
You must send vendor codes to your outside vendor. To download a list of all valid, generated vendor codes, under the “Configuration” drop-down, choose “Dowanlod Codes”.
Note that if you generate more codes during the program you will have to download them and ensure your vendor has them imported into their system!