Coupons provide a flexible engine for running limited-time marketing campaigns, seasonal promotions, and spend-based incentives. Managed globally at the Brand level within the Command Center, coupons support multi-department filtering, class targeting, and automated minimum spend/quantity thresholds that validate automatically at checkout to protect practice margins.
The updated Coupon List screen now features full location-specific management. When configuring a coupon at the Brand Level, administrators can assign which specific locations are authorized to redeem the promotion, granting multi-location practices full control over regional marketing and localized margin protection.
Combined with automated point-of-sale enforcement, key capabilities include:
Location-Specific Brand Management: Assign promotional availability to individual or multiple clinic sites directly from the Brand level, mirroring standard Product, Service, Appointment Type, and Membership management workflows.
Multi-Department Filtering: Apply a single coupon across multiple inventory departments simultaneously.
Class-Based Targeting: Restrict coupon application to specific product or service classes.
Intelligent Minimum Thresholds: Set minimum item quantities, minimum spending amounts, or both. Thresholds validate automatically in the Sales Register.
Overview & Benefits
Targeted Discounting: Apply promotional discounts across multiple selected departments and product classes simultaneously without creating duplicate coupon codes.
Automated Margin Protection: Enforce minimum spend amounts or minimum item quantities before discounts can be redeemed.
Error-Free Checkout: Real-time register validation prevents staff from applying unauthorized or premature discounts at cash out.
Enterprise Consistency: Build master coupons centrally at the Brand level to ensure unified coupons across all clinic locations.
Who This Applies To
Brand / Organization Admins: Responsible for building global coupon catalogs, establishing promotional rules, setting expiration dates, and defining spend thresholds.
Front Desk & Cashiers: Select and apply eligible coupons during client checkout at the Sales Register.
PatientNow Supported Platforms & System Requirements
Supported Platforms: PatientNow Essentials (PNE) and EnvisionNow. Coupons are available to all accounts regardless of whether Command Center is active, however the location filter is only available to accounts with Command Center.
System Requirements: Active Sales Register access permissions.
Access & Navigation
Brand & Location Scope: Creating and editing coupons is executed across all locations. While edits can be initiated at the Location level, any changes made will be applied across ALL locations system-wide.
User Permissions:
Users must have Coupon List Access enabled in their Security Profile.
Users must have the Brand Admin profile assigned in order to make Coupon edits.
Navigation Pathways:
Command Center Pathway: Platform Header > Gear Icon > Sales > Sales & Checkout > Coupons.
Legacy Pathway: Platform Header > Sales > Coupon List.
Field-Level Documentation
Field Name | Description | Required | Editable Scope | Notes / Constraints |
Description | The name of the coupon displayed in the register dropdown and on the receipt. | Yes | Brand and Location | Constraint: Text, Max 50 characters. |
Promo Code / Barcode | Short alphanumeric ID or barcode for quick register lookup. | No | Brand and Location | Optional. Enables barcode scanner lookup at checkout. |
Coupon Type | Defines discount logic (Discount Ticket by %, Flat Amount, Discount Item by %, Flat Amount). | Yes | Brand and Location | Dictates how the discount amount is calculated. |
Amount | The discount percentage or flat dollar value. | No | Brand and Location | Numeric value corresponding to Coupon Type. |
Start Date / Expire Date | Active window for the promotion. | Yes | Brand and Location | Must enter 12/31/2099 for non-expiring coupons. |
Department Filter | Multi-select dropdown restricting coupon to specific departments. | No | Brand and Location | Multi-select. Leave blank to allow across all departments. |
Class Filter | Multi-select dropdown restricting coupon to specific item classes. | No | Brand and Location | Multi-select. Restricts coupon to matching product/service classes. |
Minimum Quantity | Minimum number of items required on the ticket to qualify. | No | Brand and Location | Must be met at POS. Can be combined with Minimum Spend. |
Minimum Spend ($) | Minimum ticket subtotal required to qualify. | No | Brand and Location | Must be met at POS. Can be combined with Minimum Quantity. |
Configuration & Setup Instructions (The Build)
To build a master promotional coupon:
Select the gear icon to open the Command Center.
Expand Sales > Sales & Checkout and select Coupons.
Select + Add a New Coupon.
Enter a clear Description (e.g., Fall Renewal $20 Off) and an optional Promo Code / Barcode.
Choose the Coupon Type (e.g., Discount Ticket by Flat Amount or Discount Item by %) and enter the discount Amount.
Set Dates: Enter the Start Date and Expire Date.
Best Practice for Non-Expiring Coupons: Enter 12/31/2099 in the expiration date field. (Note: Entering year 2100 or higher will cause the system to revert the field to empty).
Configure Targeting Filters (optional):
Select one or multiple inventory departments in the Department Filter.
Select one or multiple inventory classes in the Class Filter.
Configure Minimum Thresholds (Optional):
Enter a Minimum Quantity (e.g., 2 items).
Enter a Minimum Spend (e.g., $100.00).
Select Save.
Daily Operations & Functional Workflows (Point of Sale)
Applying a Coupon at the Sales Register
From the main platform header, navigate to Sales > Sales Register and select the client and employee.
Add the requested services or retail items to the ticket.
Select Ticket Coupons if applying coupon to the entire ticket, or select the Pencil Icon to edit the line item if applying coupon to one line item.
Open the Coupons dropdown menu. The register automatically evaluates ticket items against active department filters, class filters, and spend/quantity thresholds:
If Qualified: The eligible coupon appears in the dropdown list for selection.
If Unqualified: If staff attempt to apply the coupon manually (or via barcode scan) before meeting thresholds, the register blocks the application and displays an alert: "Coupon minimum threshold has not been met."
Select the coupon, select add coupon, complete payment, and cash out the ticket.
Lookup via Barcode Scanner
Staff can scan select the Item ID button in the Sales Register, toggle it to Barcode, and type the coupon's Promo Code to quickly apply it.
Multi-Location Impact & Alternative Workflows
Brand Scope Governance: Master coupons are built globally at the Brand level to ensure promotional consistency across all sites.
Excluding High-Value Inventory ("No Coupons Allowed"): If you wish to protect products or services from being discounted by a department-wide coupon, navigate to Command Center > Inventory > Catalog > Products (or Services/Packages), open the master item profile, and check the No Coupons Allowed box. This permanently excludes that specific item from all coupon discounts at checkout.
Tips, Notes, and Warnings
Best Practice — Non-Expiring Date Standard: Always use 12/31/2099 as the expiration date for ongoing or perpetual coupons. Do not enter dates in the year 2100 or beyond, as the system will fail to validate the date and revert the field to blank.
Note — Threshold Logic: Remember that configuring both Minimum Quantity and Minimum Spend creates an "AND" rule; the ticket must satisfy both conditions before the coupon can be applied.
Warning — Expired Coupons: Once a coupon passes its expiration date, it is automatically hidden from the Sales Register dropdown and cannot be applied by cashiers.
Troubleshooting
Issue | Root Cause | Resolution / Fix |
"Coupon minimum threshold has not been met" error at checkout. | The ticket does not satisfy the required Minimum Spend ($) or Minimum Quantity of items. | Review the coupon's threshold requirements. Add additional qualifying items or reach the minimum dollar subtotal required to unlock the discount. |
The Coupons setup page is grayed out or inactive. | You are currently operating in the Location scope. | Switch your top-center toggle to Brand. Master coupon configuration is global and cannot be accessed at the local clinic level. |
A valid coupon does not apply to a specific item in the cart. | The item has "No Coupons Allowed" enabled, or does not match the assigned Department/Class filters. | Open the item's profile under Inventory > Catalog and ensure No Coupons Allowed is unchecked. Verify that the item's assigned Department and Class match the coupon's filter criteria. |
Expiration date reverts to blank upon saving. | The expiration date was set to the year 2100 or higher. | Re-open the coupon and change the expiration date to 12/31/2099. |
Coupon not available to select on Coupon Menu in Sales Register |
| Re-open the coupon configuration in the Command Center to adjust coupon type and/or locations. |