Tracking Benefit Usage

Event type benefits will automatically be tracked by tying the benefit item to an event registration. See Assign Benefits to Event Registration types for further instructions. Custom benefits such as banner ads, use of conference room etc. will need to be manually tracked. This can be done individually on the contact's overview tab or in bulk in the Benefit Tracking module. Note: Benefits appear on the contact record of the benefit owner. For business memberships, the owner is the business contact (not the primary contact). So for business-owned benefits, make sure you look for the benefits on the business record.

Record Benefit Usage Individually

1. Choose the contact's overview tab scroll to the Benefit Tracking section. This section provides you with an at a glance view into the contact's benefits usage.  By clicking the   you can filter to specific benefits, for example those that are still remaining. 

   

2. Track the usage of a benefit by clicking the record usage check mark. You can also track the usage of a benefit by looking at the Remaining column under Benefit Tracking. 

   

     
3. By clicking on the person icon, you can select other contacts from this business that can use the event benefits in addition to the primary contact. These users will be able to register and receive the free and discounted event tickets in addition to the primary contact. 

   

4. On the Add Record Benefit Usage screen (click on the double arrow icon):
   • Enter the Usage Date the benefit was used. This will default to the current date.
   • Enter the Usage Quantity use. This will default to one.
   • Enter a Description. IMPORTANT! This description will display in reports but most importantly it can display to the member. Ensure that it is a description that you do wish the member to see. 
   • You can also click the Plus icon to see the Edit Remaining Benefit Items screen. This is an additional area to adjust individual remaining benefits and add new benefits. See Adjust Membership Benefits in the Benefit Tracking - Getting Started article more information on this feature. 

     

5. Click Done. The benefit usage is now recorded and visible on the contact's overview tab. 

Record Benefit Usage in Bulk

If the use of a benefit item is all on the same date, for the same quantity and description, you can record the use for multiple contacts in mass.

1. Click Setup in the left-hand navigation panel. 

2. Click Manage Benefit Tracking in the Benefit Tracking section.

3. Click the Assignments tab.

4. Filter to the desired contact(s) (by using the   or the  ) or manually check the box in front of the contacts for which you want to record usage.  The blue Action bar at the bottom of the table will appear. 

   

5. Click Record Usage in the blue Action bar.

6. On the Record Benefit Usage screen filter to the benefit you wish to record. 

7. The benefit usage date will be the current date. You can enter the quantity and description. IMPORTANT! This description will display in reports but most importantly it can display to the member. Ensure that it is a description that you do wish the member to see. 

8. Click Done.

Benefit Tracking Reports

There are two reports to help you find statistics needed to understand your member's use of benefits: 

• Benefit History Report: Benefit Item History report provides a detailed way to look at every transaction that has happened with a contact.
• Benefit Usage Report: provides a list of those members who have used benefits (and which benefits) over a selected date range.  You can filter it to a specific benefit item or category. This can be useful in analyzing which benefits your members use most.

Related Articles

Benefit Tracking - Getting Started

Set Up Event Benefits (Optional)

Assign Benefits to Event Registration Types

Benefit Tracking Tips and FAQ's

Benefit Tracking Helpful Videos