Coupons let you offer a percentage or fixed-dollar discount, and give you full control over when and where a coupon is valid, what it applies to, who can use it, and how often each redemption code can be used. This article covers creating a new coupon, configuring redemption codes, setting eligibility rules, and managing existing coupons.
Note: You must have the Manage Coupons permission to create or edit coupons. This permission is available to Owners, Office Admins, Providers, and Front Desk users when the Coupons feature is enabled for your practice. If you don't see Settings > Coupons, contact your administrator.
Create a coupon
Go to Settings > Catalog > Coupons.
Select New Coupon.
Complete the three setup steps: Basic Details, Configure Codes, and Set Rules.
Step 1: Enter the basic details
Enter a Coupon Name your team will recognize, such as "Summer 20% Off."
Add an optional Rule — an internal description or note about the offer.
Select a Valid From date — the first date the coupon can be used.
Select an Expiry Date — the last date the coupon can be used.
Note: The expiry date cannot be earlier than the valid-from date.
Choose a Scope to control where the discount is calculated:
Invoice Level applies the discount to the eligible invoice.
Item Level applies the discount only to eligible services, products, packages, memberships, or promotions.
Enter a Discount Amount, then choose Percentage or Fixed Amount.
Note: Percentage discounts cannot exceed 100%.
Enter an optional Liability Value to include the coupon in compensation and liability-tracking reports.
Leave Active enabled if the coupon should be available for use right away.
Select Next.
Step 2: Configure coupon codes
Coupon codes are what patients or team members enter to redeem the offer. A single coupon can have multiple redemption codes, each with its own usage limits and availability.
Select Add Code.
Enter the coupon code.
Set any usage limits:
Maximum Total Uses controls how many times the code can be used across all patients.
Maximum Uses Per Patient controls how many times one patient can use it.
Enter 0 in either field for unlimited use.
Under Where can this code be used?, choose the Provider App, Patient App, or both.
Under Who can use this code?, choose new patients, existing patients, or both.
Select Save.
Repeat these steps for each additional redemption code, then select Next.
Step 3: Set eligibility rules
Under Location, select at least one location, or choose All.
Important: A location selection is required for every coupon — you can't save a coupon without one.
If you're creating an item-level coupon, select the eligible Categories, Services, Products, Packages, Memberships, or Promotions. You can choose individual items or select All within a section.
Under Configuration, enter the maximum number of eligible items the coupon can discount, or select Unlimited.
Select Create Coupon.
You'll be returned to the Coupons page with a confirmation that the coupon was created.
Manage an existing coupon
From Settings > Coupons, you can:
Search or filter coupons by active, inactive, or archived status.
Select Edit to change a coupon's details, codes, or rules.
Select Archive to remove a coupon from active use without deleting it.
Select Unarchive to restore an archived coupon.
Common Issues
Why can't I see Settings > Coupons? This usually means the Coupons feature isn't enabled for your practice, or your account doesn't have the Manage Coupons permission. Contact your administrator to check your permission level or enable the feature.
Why won't my coupon save? Every coupon needs at least one location selected under eligibility rules. Coupons also require an expiry date that's on or after the valid-from date, and a discount amount that doesn't exceed 100% for percentage-based coupons.
Why isn't a patient's redemption code working? Check whether the code has hit its Maximum Total Uses or Maximum Uses Per Patient limit, whether it's restricted to new or existing patients only, and whether it's set to work in the app the patient is using (Provider App vs. Patient App). Also confirm the coupon is still Active and within its valid date range.
Tips
Use a clear coupon name and a short, memorable redemption code.
Double-check the validity dates, locations, and eligible items before activating the coupon.
Use per-patient limits when an offer should only be redeemed once by each patient.
Turn off Active if you're preparing a coupon that shouldn't be available yet.