Creating and Managing Discounts

Discounts in Kilo GMS give you a centralized way to create, apply, and track promotional offers across every sales channel — your front desk, the Athlete App, and the Sales Portal. Whether you're running a first-timer promo, a referral reward, or a holiday sale, you can build a discount once and use it everywhere.

What You Can Do with Discounts

• Create percentage-off (%) or fixed-amount-off ($) discounts from a single Discount Builder.
• Apply discounts at checkout to packages, retail items, and fees & misc products.
• Generate alphanumeric codes manually or with one click.
• Let athletes and leads redeem codes themselves in the Athlete App and Sales Portal.
• Limit a discount to one use per athlete, or leave it open for unlimited redemptions.
• Pause or resume any discount without deleting it.
• View real-time usage reports and export redemption history to CSV.
• Add or remove discounts from invoices after they've been created.

How to Create a Discount

You'll build all discounts from one place — the Discount Builder.

1. Go to Products → Discounts.
2. Click + Discount to open the create drawer.
3. Under General Settings, enter:
   • A unique Name (alphanumeric).
   • A Code between 8 and 12 characters (letters and numbers only). Type your own or click the wand icon to auto-generate one.
   • A Value Type — Percentage (%) or Fixed Amount ($).
   • The discount Value (whole numbers for %, decimals allowed for $).
4. Under Eligible Products, pick which items the discount applies to:
   • Open the Packages, Retail, or Fees & Misc selector.
   • All items in each category are selected by default — use Unselect All to start fresh, then check the specific items you want.
5. Under Availability Settings, set:
   • Status — Active (live everywhere) or Inactive (hidden everywhere).
   • One-Time Use — On to limit each athlete to a single redemption, or Off for unlimited uses.
6. Click Save.

As soon as you map your first product, the discount is automatically set to Active and One-Time Use is turned On. You can change either toggle before saving.

How to Apply a Discount at the Point of Sale

For Packages

1. Go to Users → [Athlete Name] → Packages → Add Package.
2. On the Package Details screen, open the Discount dropdown.
3. Select an active discount.
4. (Optional) Check Apply to all invoices in the current package to extend the discount to every installment in a billing plan. Leave unchecked to apply the discount only to the first invoice.
5. Review the updated Subtotal, Discount, Tax, and Total in the pricing summary.
6. Click Submit to finalize.

For Retail and Fees & Misc

1. Add items to the Shopping Cart in the Retail view or Fees & Misc Products view.
2. Below any eligible item, click the Available Discounts link.
3. Toggle on the discount you want to apply. Only one discount can be active per item — toggling a new one replaces the previous.
4. The original price is crossed out and the discounted price appears in green.
5. Click Checkout to complete the sale.

How Athletes and Leads Redeem a Discount Code

Athletes and prospects can apply their own codes during self-service checkout — no staff action needed.

1. The athlete or lead enters the code in the Discount Code field during package checkout (in the Athlete App or the Sales Portal Review screen).
2. They click Apply.
3. If valid, the price recalculates instantly and they see a confirmation: "Code applied! You saved $X."
4. If invalid, they see "Invalid Code. Verify your code and try again." and can re-enter.

If the discount brings the total to $0.00, checkout completes without a payment method.

How to Edit a Discount

You can adjust eligibility and availability on any existing discount, but the core details stay locked to protect your billing history.

1. Go to Products → Discounts.
2. Find the discount in the master list and click Actions → Edit.
3. Update any of the following:
   • Eligible Products (add or remove items).
   • Status (Active / Inactive).
   • One-Time Use (On / Off).
4. Click Save.

What stays locked: Name, Code, Value Type, and Value cannot be changed after the discount is created. If you need different values, create a new discount.

Changes apply immediately to all future redemptions across Kilo GMS, the Athlete App, and the Sales Portal. Discounts already applied to existing invoices are not affected.

How to Archive or Restore a Discount

Discounts can't be permanently deleted — this keeps your billing history clean and auditable. Instead, you can archive them.

1. Go to Products → Discounts.
2. Click Actions → Archive on the discount you want to put away. Archived discounts drop to the bottom of the list and stop appearing in any dropdowns or self-service flows.
3. To bring it back, filter the list by Archived, then click Actions → Unarchive.

How to View a Discount's Usage Report

1. Go to Products → Discounts.
2. Click Actions → Usage Report on any discount.
3. At the top, you'll see three high-level metrics:
   • Total Uses
   • Athletes
   • Total Saved (counted from Paid invoices only)
4. Use the Date Range picker to filter activity. New discounts default to "Creation Date to Today"; established discounts default to "Last 30 Days."
5. Scroll the Redemption History table to see each redemption by athlete, date, product, and source (Kilo GMS, Athlete App, or Sales Portal).
6. Click Export to download the filtered results as a CSV.

How to Add or Remove a Discount from an Existing Invoice

You can adjust discounts directly on invoices after they've been created.

1. Open the invoice from any Invoices view or the Invoice Drawer.
2. Find the line item you want to adjust.
3. To add a discount: select one from the line item's discount dropdown and click Apply Discount.
4. To remove a discount: click Remove Discount on that line item.
5. The invoice total recalculates immediately.

If the price or tax rate on the invoice changes later, the discount recalculates automatically against the new value.

Frequently Asked Questions

What's the difference between a percentage and a fixed-amount discount?

Percentage discounts take a portion off the price (e.g., 15% off), while fixed-amount discounts take a flat dollar value off (e.g., $20 off). Use a percentage when you want the savings to scale with the item's price, and use a fixed amount when you want every redemption to save the same dollar value.

Where can I create discounts in Kilo GMS?

You create all discounts in one place: Products → Discounts. From there, every discount you build is automatically available across Kilo GMS (staff-applied at checkout), the Athlete App (athlete self-service), and the Sales Portal (lead and athlete self-service).

Can I change the code or value of a discount after creating it?

No — the Name, Code, Value Type, and Value are locked once a discount is created. This protects the accuracy of past invoices and billing records. If you need different values, create a new discount with the new settings and archive the old one.

Can I delete a discount?

No. Discounts can only be archived, not deleted. Archiving moves the discount to the bottom of your list and removes it from all dropdowns and self-service flows, while preserving the full history of how and when it was used. You can unarchive a discount any time to bring it back.

What happens if a discount makes the total $0.00?

The total is floored at $0.00 — Kilo never charges a negative amount. The system generates a $0.00 invoice marked as Paid, checkout completes without a payment method, and any leftover discount value is not carried over to other invoices or packages. You'll see a warning at the point of sale: "Discount exceeds item price; total will be set to $0.00."

How does the "Apply to all invoices" option work?

By default, a discount on a package applies only to the first invoice — checking "Apply to all invoices in the current package" extends it to every installment in the billing plan. This option is unchecked by default to protect long-term revenue, so you'll always make a deliberate choice before extending savings across the full plan.

What happens if I deactivate a discount that athletes are already using?

Deactivating a discount only prevents new redemptions — athletes who are already receiving it on a recurring billing plan will keep getting it. Discounts are never retroactively removed from active installments or past invoices.

Why can't I see a discount in the dropdown for a specific athlete?

If the discount is set to One-Time Use and that athlete has already redeemed it, the discount is automatically hidden from their dropdown. This prevents accidental double-redemption. It will still appear for other athletes who haven't used it yet.

Why is an athlete getting an "Invalid Code" message?

The most common reasons are: the code has been deactivated or archived, the package the athlete is trying to buy isn't on the discount's eligible products list, or the athlete has already redeemed a One-Time Use code. Double-check the discount's status and eligibility in Products → Discounts.

Do discounts affect staff commissions?

No — commission-based pay rates are calculated on the original, non-discounted price. Offering a discount won't reduce what your staff earns on the sale.

How are taxes calculated on a discounted price?

Tax is applied to the reduced price, not the original price. The discount comes off the pre-tax value first, then tax is recalculated on the lower subtotal.

Will the discount show up on receipts and invoices?

Yes. The code and discount amount appear as a dedicated line item on the GMS Invoice Drawer, the Athlete App Invoice Details, and the email receipt. The original price is crossed out and the final amount paid is highlighted in green.

What happens if a payment fails after a One-Time Use code is applied?

The code stays available — the One-Time Use counter only increments when the invoice is marked Paid. A declined card or other failed transaction does not burn the code.

Can leads use discount codes during their first purchase?

Yes. Leads can redeem codes on the Sales Portal during their initial package purchase, which makes it easy to run first-timer or onboarding promos that convert prospects into members.

Why can't my staff see or apply discounts?

Access to the Discounts feature is controlled by a Staff permission. If a Staff member can't see or apply discounts, an Owner needs to enable the Create/Edit/Delete Retail, Fees, and Misc. Items permission for them under Products. Owners have this access by default.

Using Discounts at the POS vs. Discount Codes: Which Should You Use?

Both approaches use the same Discount Builder behind the scenes — the difference is who applies it and when.

A good rule of thumb: if you want maximum control over who gets the deal, apply it at the POS. If you want athletes and leads to self-serve from a marketing campaign or email, share the code.

Helpful Tips

• Use the wand icon to auto-generate codes when you don't have a specific code in mind — it guarantees uniqueness and the right character length.
• Pause, don't archive, for short-term promos. Setting a discount to Inactive hides it without losing your setup, so you can re-activate it later in seconds.
• Default to "first invoice only" for multi-installment packages unless you specifically want to discount every payment.
• Check the Usage Report before archiving an old discount — you may want to export the CSV for your records first.
• Share codes through email or social, not in person for self-service campaigns; staff applying the same code at POS gives you fewer tracking benefits than self-redemption does.
• Use clear, descriptive names like "Summer 2026 — 20% Off" instead of "Promo 1" so you can identify them quickly in the master list.

When This Feature Is Most Helpful

• You're running a seasonal promotion and want the same offer available to staff at the desk and to athletes online.
• You want to reward loyalty without permanently lowering your package prices.
• You need to track ROI on a marketing campaign by seeing exactly how many redemptions came through each channel.
• You're converting leads through the Sales Portal and want to offer first-timer pricing without creating a duplicate package.
• A long-time member negotiates a one-time deal and you need to apply it cleanly at checkout without editing the underlying billing plan.
• You want consistent, auditable pricing across in-person sales and self-service, instead of staff manually editing prices in the cart.

If you have questions about Discounts in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.