Promos

End-user documentation

Promos

Customer engagement and promotional campaign operations, beginning with raffle draws, participants, prizes, winners, and QR entry exports.

Purpose and What Problem This Solves

The Promos module gives promotional activities a controlled home. Instead of running raffle draws or campaigns in spreadsheets, teams can record participants, prizes, winners, eligibility, and evidence in one place.

Who normally uses this module

What You Can Do Here

• Create and run raffle draws with participants, prizes, winners, and draw evidence.
• Export QR entries or supporting participant records.
• Prepare a foundation for future promo studio workflows such as coupons, rewards, referrals, and campaign analytics.
• Separate customer promotions from ticketing and event-pass operations.
• Keep campaign records available for review and customer questions.

Core Concepts and Terms

Learn these words first. Most user mistakes happen when a beginner opens a form without knowing what the record represents.

Beginner Quick Start

Use this first-run path in a training database or with a supervised account before handling live records.

1. Define promotion objective, eligibility, dates, prizes, and approval owner.
2. Create the raffle draw or promo record with clear terms.
3. Add or import participants and remove duplicates or ineligible entries.
4. Run the draw according to policy and save the winner evidence.
5. Publish winners and track prize fulfillment.

Standard Operating Procedures

These SOPs describe the routine operating pattern. Your company policy may add approvals, attachments, or segregation-of-duties controls.

Create a raffle draw

1. Confirm campaign objective, eligibility rules, prize list, draw date, and approval.
2. Create the draw record with terms and internal notes.
3. Load participants from the approved source and validate duplicates.
4. Prepare communication materials and customer support instructions.

Run and record the draw

1. Freeze participant list before the draw starts.
2. Run the draw using the approved method.
3. Save winners, timestamps, prize mapping, and evidence.
4. Have a reviewer confirm the result before public announcement.

Fulfill prizes

1. Contact winners through approved channels.
2. Verify identity and eligibility before releasing prizes.
3. Record fulfillment date, method, and unresolved cases.
4. Close the promo only after prizes and support questions are handled.

Industry Notes and Good Practice

• Promotions need trust. Keep rules, eligibility, draw timing, and winner evidence clear.
• Separate campaign excitement from control steps. Approval, participant freeze, draw evidence, and fulfillment matter.
• Do not promise prizes or mechanics that the business cannot fulfill consistently.
• Ticketing belongs in the Ticketing module. Promos can integrate with it, but event passes are not stored here.

Controls, Data Quality, and Review Checklist

Use this checklist during onboarding, monthly review, and process audits.

• Rules, eligibility, dates, and prize details are approved before launch.
• Participant list is frozen before the draw and duplicates are resolved.
• Winner records are reviewed before announcement.
• Prize fulfillment is tracked until complete.

Related ERPat areas

FAQ and Troubleshooting

Is Event Pass part of Promos?

No. Event Pass and ticketing live in the Ticketing module. Promos can support campaign-style activities around them.

Can I rerun a draw?

Only according to policy. Keep old draw evidence and record why a rerun was needed.

What if a winner is ineligible?

Follow the published rules. Record the decision and replacement process.

What should beginners set first?

Objective, eligibility rules, prizes, participant source, draw date, and approver.

ERPat Promos user guide. This static HTML page is documentation-only and does not change module routing, permissions, or runtime behavior.