Promotions

Promotions let you run deals, discounts, and venue events that your AI assistant automatically shares with leads at the right moment.

You simply create a promotion, define when it should apply, and your assistant handles the rest.

The assistant only mentions promotions when they naturally fit the conversation, such as when:

• A lead’s event date qualifies
• A lead asks about pricing or deals
• A lead asks about visiting or touring
• A lead mentions budget concerns
• A lead is flexible with their event date

If a promotion isn’t relevant to the lead, the assistant won’t mention it.

Getting the Most Out of Promotions

The most important factor for promotions to work well is having the lead’s event date.

When a lead has an event date on file, the assistant can automatically match them to the most relevant promotion.

Example:

• A wedding 45 days away → the assistant shows your 20% last-minute deal
• A wedding 5 months away → the assistant shows your 10% advance booking discount

This makes the offer feel precise and personalized.

If the Lead Doesn’t Have an Event Date

Promotions will still work, but the assistant cannot select the best one.

Instead, it may mention promotions more generally, such as:

“We currently have a special for events within the next 60 days.”

It will also naturally ask:

“Do you have a date in mind?”

Once the lead provides a date, all future messages automatically use the correct promotion.

Best Practices

To get the most out of promotions:

• Make Event Date a required field on your intake forms
• Capture dates on website contact forms
• Capture dates in Calendly bookings
• Capture dates in venue management software imports

If most of your leads arrive without dates, consider starting with fixed-date promotions until you improve your intake process.

What Can You Promote?

You can use promotions for deals, pricing incentives, or events at your venue.

Seasonal Deal

A discount tied to a specific time of year.

Example:

15% off all summer weddings from June through August.

Last-Minute Deal

A special rate for dates you want to fill quickly.

Example:

All-inclusive Friday or Saturday in January for $15,000 flat, up to 150 guests.

Open House or Venue Event

An event designed to invite leads to visit your venue.

Example:

Spring Open House — Saturday April 18th from 2–5pm with complimentary tours and food tastings.

These promotions do not need a discount. They simply encourage leads to come experience your venue.

Creating a Promotion

To create a promotion:

Settings → Promotions

(Currently in private beta)

When creating a promotion, you’ll fill in the following fields.

Name

A short title for the promotion.

Examples:

• Summer Wedding Special
• Spring Open House

Description

How the promotion should be described to leads.

Write this exactly how you would want your team to say it.

Short, simple descriptions work best.

Type

Choose the type of promotion:

• Seasonal Deal
• Last-Minute Deal
• Open House

Date Targeting

Define which event dates qualify for the promotion.

You can choose between Fixed Dates or Rolling Window.

(See below for details.)

Discount (Optional)

The discount offered.

This can be:

• Percentage off
• Dollar amount off
• Custom flat rate

Leave this blank for promotions like open houses that do not include pricing.

Booking Link (Optional)

If the promotion requires a special RSVP or sign-up link, add it here.

If left blank, the assistant will use your standard tour booking link.

Date Targeting Modes

Promotions can target event dates in two different ways.

Fixed Dates

Fixed-date promotions apply to events within a specific calendar range.

Example:

Applies to dates

June 1 → August 31

These promotions stop running when they reach the expiration date.

Fields

Applies To Dates

The event dates that qualify.

Expires On (Required)

When the assistant stops mentioning the promotion.

Valid From (Optional)

When the promotion should start being mentioned.

Best For

• Seasonal promotions
• Holiday specials
• Promotions tied to specific calendar periods

Rolling Window

Rolling windows target events based on how far away the event date is from today.

The window updates automatically every day, so you never need to adjust dates.

Fields

Minimum Days From Today

The beginning of the window.

Example:

0 days includes events happening very soon.

Maximum Days From Today

The end of the window.

Examples:

• 60 days → events within the next two months
• 180 days → events within the next six months

Expires On (Optional)

When the promotion should stop running.

Valid From (Optional)

When the promotion should start running.

Example: Rolling Discount Tiers

Example:

• A lead with an event 45 days away sees the 20% Last-Minute Special
• A lead planning 5 months out sees the 10% Plan-Ahead Savings

Each lead only sees the promotion relevant to their event date.

When the Assistant Mentions a Promotion

The assistant introduces promotions naturally in conversation.

It may mention promotions when:

• A lead’s event date qualifies
• A lead asks about pricing
• A lead asks about discounts
• A lead asks about visiting the venue
• A lead expresses budget concerns
• A lead is flexible on dates

If the promotion does not apply to the lead’s situation, it will not be mentioned.

Rolling Window Behavior

If a lead has an event date outside the promotion window, that promotion will not be mentioned, even if they ask about deals.

Only promotions that match the lead’s event date will be shown.

First Touch and Follow-Up Settings

Each promotion includes two optional settings.

Include in First Touch

Controls whether the promotion is mentioned in the first message sent to a new lead.

Enabled by default.

Disable this if you prefer the first message to be purely introductory.

Include in Follow-Ups

Controls whether the promotion appears in follow-up messages to leads who have not responded.

Enabled by default.

You may want to disable this for promotions like open houses where repeated reminders are unnecessary.

How Pricing Works With Promotions

The assistant does not calculate discounted prices.

Instead, it shares the base price and the discount separately.

Example:

Our all-inclusive package for 100 guests is $19,000, and your summer date qualifies for 15% off.

Your team confirms the final price during tours or proposals.

For flat-rate promotions, the assistant simply quotes the flat rate.

What If a Lead Mentions the Wrong Deal?

If a lead references a deal that no longer exists or has expired, the assistant responds politely and shares any current promotions.

Example:

That promotion is no longer available, but we do currently have a special for events this summer.

Tips

• You can run up to 4 active promotions at once
• Write descriptions the way you would say them to a client
• Use rolling windows for urgency-based pricing
• Use fixed dates for seasonal promotions
• Set expiration dates to create urgency
• Capture event dates on your intake forms for best results
• Once a promotion is created, the assistant automatically knows about it

No additional setup is required.

Common Questions

Can I edit a promotion after it is live?

Yes. Changes apply immediately to new conversations.

What happens when a promotion expires?

The assistant stops mentioning it.

If a lead asks about it, they will be informed that the promotion has expired and shown any current offers.

Expired promotions are automatically cleaned up each night.

Can I run different deals for different days?

Yes.

Just explain the details in the description.

Example:

Weekday discount: $2,000 off Monday–Thursday events in January.

Will every lead hear about my promotion?

No.

Promotions are only mentioned when relevant to the lead’s situation.

Does the assistant calculate the discounted price?

No.

It shares the base price and the discount separately. Your team confirms the final pricing during the tour or proposal.

Can I turn a promotion off early?

Yes.

Simply toggle the promotion off and the assistant will stop mentioning it immediately.

What’s the difference between Fixed Dates and Rolling Window?

Fixed Dates target a specific calendar period.

Example: June 1 → August 31.

Rolling Window targets events based on how far away they are.

Example: 0–60 days from today.

Can I mix fixed and rolling promotions?

Yes.

Example:

• Rolling Last-Minute Special (events within 60 days)
• Fixed Summer Wedding Package (June through August)

Both count toward the 4 active promotion limit.

Do rolling promotions expire?

Only if you set an expiration date.

Otherwise they continue running until you manually disable them.

If you'd like, I can also show you a much tighter “HelpScout-optimized” version that’s about 30% shorter and easier for venue owners to skim (most docs perform better when they stay under ~1,200 words).

Below is a tighter, HelpScout-optimized version.

It keeps all important concepts but removes repetition and makes it very skimmable for venue owners.

Promotions

Promotions let you run deals, discounts, or venue events that your AI assistant automatically shares with leads during conversations.

You simply create the promotion and define when it applies. Your assistant takes care of mentioning it at the right moment.

Promotions are introduced naturally, not forced into every message. The assistant may mention them when:

• A lead’s event date qualifies
• A lead asks about pricing or discounts
• A lead asks about touring the venue
• A lead expresses budget concerns
• A lead is flexible on dates

If the promotion isn’t relevant, the assistant will not mention it.

Getting the Most Out of Promotions

The single most important factor for promotions to work well is having the lead’s event date.

When a lead has an event date, the assistant can automatically show the most relevant promotion.

Example:

• Wedding 45 days away → assistant mentions your 20% last-minute deal
• Wedding 5 months away → assistant mentions your 10% advance booking discount

This makes the promotion feel personal and relevant.

If the Lead Doesn't Have an Event Date

Promotions still work, but the assistant cannot pick the best one.

Instead it may say something general like:

“We currently have a special for events in the next 60 days.”

It will also naturally ask:

“Do you have a date in mind?”

Once a lead provides a date, the assistant automatically applies the correct promotion in future messages.

Best Practice

For the best results, try to capture event dates on your intake forms:

• Website contact forms
• Calendly tour bookings
• Venue management software imports

If most leads arrive without a date, fixed-date promotions may be easier to start with.

What You Can Promote

Promotions can be used for pricing incentives or events.

Seasonal Deal

A discount tied to a specific season.

Example:

15% off all summer weddings from June through August.

Last-Minute Deal

A special price for dates you want to fill quickly.

Example:

All-inclusive Friday or Saturday in January for $15,000 for up to 150 guests.

Open House or Venue Event

An invitation for leads to visit your venue.

Example:

Spring Open House — Saturday April 18 from 2–5pm with tours and food tastings.

These promotions do not require a discount.

Creating a Promotion

Go to:

Settings → Promotions

(Currently in private beta)

Each promotion includes the following fields.

Name

A short title.

Examples:

• Summer Wedding Special
• Spring Open House

Description

How the promotion should be described to leads.

Write this exactly how you would say it to a client. Short descriptions work best.

Type

Choose one:

• Seasonal Deal
• Last-Minute Deal
• Open House

Date Targeting

Choose how event dates qualify for the promotion:

• Fixed Dates
• Rolling Window

(Explained below.)

Discount (Optional)

You can define the offer as:

• Percentage discount
• Dollar amount discount
• Flat rate price

Leave blank for promotions like open houses.

Booking Link (Optional)

If the promotion requires a special RSVP or signup link, add it here.

If left blank, the assistant uses your standard tour booking link.

Date Targeting Options

Promotions can target event dates in two ways.

Fixed Dates

Fixed-date promotions apply to events in a specific calendar period.

Example:

June 1 → August 31

Fields

Applies To Dates

The event dates that qualify.

Expires On (Required)

The date when the assistant stops mentioning the promotion.

Valid From (Optional)

When the promotion should begin being mentioned.

Best For

• Seasonal promotions
• Holiday specials
• Calendar-based deals

Rolling Window

Rolling promotions target events based on how far away the event date is from today.

The window updates automatically each day.

Fields

Minimum Days From Today

Start of the window.

Example:

0 days includes events happening soon.

Maximum Days From Today

End of the window.

Examples:

• 60 days → events in the next two months
• 180 days → events in the next six months

Expires On (Optional)

When the promotion should stop running.

Valid From (Optional)

When the assistant should start mentioning the promotion.

Example Rolling Promotions

Example:

• Lead with event 45 days away → sees 20% Last-Minute Special
• Lead planning 5 months ahead → sees 10% Plan Ahead Savings

Each lead only sees the promotion relevant to their event date.

When Promotions Are Mentioned

The assistant introduces promotions when it makes sense in conversation.

Promotions may be mentioned when:

• The lead’s event date qualifies
• The lead asks about pricing
• The lead asks about deals
• The lead asks about tours
• The lead expresses budget concerns

If a lead’s event date does not qualify, that promotion will not be mentioned.

First Touch and Follow-Up Settings

Each promotion has two optional settings.

Include in First Touch

Controls whether the promotion appears in the assistant’s first reply to a new lead.

Enabled by default.

Disable this if you prefer the first message to be purely introductory.

Include in Follow-Ups

Controls whether the promotion appears in automated follow-up messages.

Enabled by default.

You may disable this for promotions like open houses where repeated reminders are unnecessary.

How Pricing Works

The assistant does not calculate discounted prices.

Instead it shares the base price and the discount separately.

Example:

Our all-inclusive package for 100 guests is $19,000, and your date qualifies for 15% off.

Your team confirms the final pricing during tours or proposals.

For flat-rate promotions, the assistant simply quotes the flat price.

If a Lead Mentions an Old Promotion

If a lead references a deal that has expired or does not exist, the assistant responds politely and shares current promotions instead.

Example:

That promotion is no longer available, but we do currently have a special for events this summer.

Tips

• You can run up to 4 active promotions
• Write descriptions the way you would say them to a client
• Use rolling windows for urgency-based pricing
• Use fixed dates for seasonal promotions
• Capture event dates on intake forms for best results
• Set expiration dates if you want to create urgency

Once a promotion is created, the assistant automatically knows about it.

No additional setup is required.

Common Questions

Can I edit a promotion after it is live?

Yes. Changes apply immediately to new conversations.

What happens when a promotion expires?

The assistant stops mentioning it.

If a lead asks about it, they will be informed that the promotion has expired and shown any current offers.

Expired promotions are automatically cleaned up nightly.

Can I run different deals for different days?

Yes. Just explain the details in the description.

Example:

Weekday discount: $2,000 off Monday–Thursday events in January.

Will every lead hear about my promotion?

No. Promotions are only mentioned when relevant to the lead’s situation.

Can I mix fixed and rolling promotions?

Yes.

Example:

• Rolling Last-Minute Special (events within 60 days)
• Fixed Summer Wedding Package (June through August)

Both count toward the 4 active promotion limit.

Do rolling promotions expire?

Only if you set an expiration date.

Otherwise they continue running until you manually disable them.