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Signup Secret Codes Documentation

Menu Location: Settings > Signup Secret Codes

Access Level: Administrator and above

Last Updated: 2026-03-01

Overview

Signup Secret Codes allow you to create special invitation codes that provide exclusive signup access, discounts, or special privileges to select customer groups. These codes can limit who can sign up, provide promotional offers, or track referral sources.

Primary Functions:

  • Create exclusive signup invitation codes
  • Offer special signup discounts
  • Restrict signup to invited customers only
  • Track signup sources and referrals
  • Manage beta/early access programs
  • Support partnership and affiliate programs

Page Layout

Header Section

  • Page Title: "Signup Secret Codes"
  • Create New Code Button: Add new secret code
  • Active Codes Count: Number of active codes

Secret Codes Table

Displays existing codes with columns:

  • Code: The secret code text (e.g., "VIPACCESS2026")
  • Description: Internal note about code purpose
  • Discount: Discount amount or type
  • Usage Count: Number of signups using this code
  • Usage Limit: Maximum allowed uses (or "Unlimited")
  • Expiration Date: When code expires
  • Status: Active, Expired, or Disabled
  • Actions: Edit, Disable, Delete, View Usage

Code Statistics

  • Total Codes Created: All-time count
  • Active Codes: Currently usable codes
  • Total Signups via Codes: Conversions from secret codes
  • Top Performing Code: Highest usage count

Creating Secret Codes

Create New Code

Steps:

  1. Click "Create New Code" button
  2. Code creation form appears
  3. Fill in code details (see below)
  4. Configure discount and restrictions
  5. Set limits and expiration
  6. Click "Save Code"
  7. Code immediately available for use

Code Configuration Fields

Code Text (Required)

  • Purpose: The actual code customers enter
  • Format: Alphanumeric, no spaces
  • Recommendations:
  • Short and memorable (8-15 characters)
  • UPPERCASE for consistency
  • Clear purpose (VIPACCESS, FRIENDREFER, PARTNER2026)
  • Examples: "EARLYBIRD", "PARTNER50", "VIPACCESS2026"

Internal Description (Required)

  • Purpose: Admin note about code purpose
  • Format: Free text
  • Examples:
  • "Partnership with XYZ Company"
  • "Early access for beta testers"
  • "Employee friend/family discount"

Code Type:

  • Open Access: Anyone with code can sign up
  • Restricted Access: Code required to sign up at all
  • Promotional: Code provides discount but signup open to all

Discount Configuration

Discount Type:

  • Percentage Off: X% off first order/subscription
  • Dollar Amount: $X off first order
  • Free Trial: X days/weeks free
  • Free Shipping: Waive shipping fees
  • No Discount: Access only (no financial benefit)

Discount Amount:

  • Enter percentage (e.g., 25 for 25% off)
  • Or dollar value (e.g., 15.00 for $15 off)
  • Or trial days (e.g., 14 for 14-day trial)

Discount Duration:

  • First Order Only: Discount applies once
  • First X Orders: Discount on first 3 orders, etc.
  • First Month: Discount for one month
  • Lifetime: Discount applies forever

Apply To:

  • All products
  • Subscription fee only
  • Specific box types
  • Custom product selection

Usage Restrictions

Usage Limit:

  • Unlimited: Code can be used indefinitely
  • Limited: Set maximum number of uses (e.g., 100)
  • One-time: Can only be used once total
  • Once per customer: Each customer can use once

Expiration Date:

  • No Expiration: Code valid indefinitely
  • Specific Date: Set expiration (e.g., Dec 31, 2026)
  • Days from Creation: Auto-expires after X days

Customer Eligibility:

  • Any Customer: Anyone can use
  • New Customers Only: No existing accounts
  • Existing Customers: Current customers only (rare)
  • Email Domain: Restrict to @company.com emails
  • Geographic: Specific states/zip codes

Managing Secret Codes

Edit Existing Code

Steps:

  1. Find code in table
  2. Click "Edit" button
  3. Modify fields as needed
  4. Click "Save Changes"
  5. Updates apply immediately

What You Can Edit:

  • Description
  • Discount amount/type
  • Usage limits
  • Expiration date
  • Status (active/disabled)

What You Cannot Change:

  • Code text (create new code if needed)
  • Historical usage count

Disable Code

Temporary Deactivation:

  1. Find code in table
  2. Click "Disable" button
  3. Code no longer works for new signups
  4. Existing customers who used it unaffected
  5. Can re-enable anytime

Use Cases:

  • Partner program on hold
  • Reached capacity for beta program
  • Need to pause new signups temporarily

Delete Code

Permanent Removal:

  1. Find code in table
  2. Click "Delete" button
  3. Confirm deletion
  4. Code permanently removed
  5. Historical usage data preserved

Warning: Cannot be undone. Consider disabling instead.

View Code Usage

See Who Used Code:

  1. Find code in table
  2. Click "View Usage" link
  3. List of customers who used this code
  4. Shows: Customer name, email, signup date, order status

Export Usage:

  • Download CSV of customers who used code
  • Useful for partnership reporting
  • Track conversion rates

Common Use Cases

Use Case 1: Beta Access Program

Goal: Invite select customers to beta test new service

Steps:

  1. Create New Code
  2. Code: "BETATESTER2026"
  3. Type: Restricted Access (code required to sign up)
  4. Discount: 50% off first 3 months (incentive)
  5. Usage Limit: 50 customers
  6. Expiration: 60 days
  7. Save code
  8. Send code to invited beta testers
  9. Monitor signups via "View Usage"

Result: Controlled beta group, special pricing for early adopters

Use Case 2: Partnership Program

Goal: Partner company promotes your service to their audience

Steps:

  1. Create New Code
  2. Code: "PARTNERNAME50"
  3. Description: "Partnership with [Partner Company]"
  4. Discount: $50 off first order
  5. Usage Limit: 500
  6. Expiration: 90 days
  7. Customer Eligibility: New customers only
  8. Provide code to partner
  9. Track partner-driven signups
  10. Report conversion metrics to partner

Result: Trackable partnership channel, attractive offer for their audience

Use Case 3: Employee/Friend Discount

Goal: Offer special discount to employees and their friends/family

Steps:

  1. Create New Code
  2. Code: "EMPLOYEEVIP"
  3. Description: "Employee friends & family discount"
  4. Discount: 25% off lifetime
  5. Usage Limit: Unlimited
  6. Expiration: None
  7. No public sharing (internal only)
  8. Employees share with trusted friends/family

Result: Employee benefit, word-of-mouth growth

Use Case 4: Early Bird Promotion

Goal: Reward early signups during launch period

Steps:

  1. Create New Code
  2. Code: "EARLYBIRD"
  3. Description: "Launch week early bird special"
  4. Discount: 30% off first month
  5. Usage Limit: First 100 customers
  6. Expiration: 7 days
  7. Promote in launch marketing
  8. Creates urgency (limited time, limited quantity)

Result: Fast initial traction, early adopter community

Use Case 5: Referral Program

Goal: Track which existing customers refer new signups

Steps:

  1. Create unique codes for each referring customer
  2. Code format: "REFER-CUSTOMERNAME"
  3. Description: "Referred by [Customer Name]"
  4. Discount: $20 off first order (for referred friend)
  5. When code used:
    • Track which customer referred
    • Can reward referring customer separately
  6. Build referral leaderboard

Result: Word-of-mouth growth with attribution

Tracking and Reporting

Code Performance Metrics

View for Each Code:

  • Total Signups: Customers who used this code
  • Conversion Rate: Signups to active subscribers
  • Revenue Attributed: Total value from these customers
  • Average Lifetime Value: Quality of customers from this source
  • Active vs. Churned: Retention rate by code

Compare Codes:

  • Which codes drive highest quality customers?
  • Which partnerships most valuable?
  • Which discount levels optimal?

Export Reports

Code Usage Report:

  • All customers by code
  • Signup dates
  • Current status (active, cancelled)
  • Lifetime value
  • Export to CSV

Code Performance Summary:

  • All codes with key metrics
  • Sort by usage, revenue, conversion
  • Identify top performing codes

Troubleshooting

Code Not Working for Customers

Symptoms:

  • Customer enters code, gets error
  • "Invalid code" or "Code expired" message

Check:

  1. Is code spelled correctly? (Case-sensitive?)
  2. Is code active (not disabled)?
  3. Has code reached usage limit?
  4. Has code expired?
  5. Does customer meet eligibility (new customer only)?

Solutions:

  1. Verify code text with customer
  2. Enable code if disabled
  3. Increase usage limit
  4. Extend expiration date
  5. Check customer eligibility criteria

Discount Not Applying

Symptoms:

  • Code accepts but no discount shown
  • Customer complains discount missing

Check:

  1. Is discount configured correctly on code?
  2. Does discount apply to customer's selected products?
  3. Is discount duration still valid?

Solutions:

  1. Edit code, verify discount amount/type
  2. Check "Apply To" settings
  3. Verify discount hasn't expired for this customer

Code Usage Count Seems Wrong

Symptoms:

  • Usage count doesn't match expected
  • Missing signups

Check:

  1. Some customers may have signed up without completing
  2. Test signups may be included
  3. Cancelled signups still count

Solutions:

  1. View usage details to see all signups
  2. Filter out test accounts
  3. Check for incomplete signups
  • Customers - View customers who used specific codes
  • Discount Codes - General promo codes (different from signup codes)
  • Referral Program - Automated referral system
  • Marketing Analytics - Track signup sources

Best Practices

Code Creation

  1. Clear naming - Code text reflects purpose
  2. Set limits - Usage and time limits create urgency
  3. Track purpose - Detailed descriptions for reporting
  4. Unique codes - Different codes for different channels
  5. Test codes - Verify before distributing

Code Management

  1. Review regularly - Disable unused codes
  2. Update limits - Increase if popular, decrease if overused
  3. Monitor performance - Track which codes drive quality signups
  4. Sunset old codes - Remove expired partnership codes
  5. Document codes - Maintain spreadsheet of active codes and purposes

Strategic Use

  1. Partner attribution - Unique code per partner
  2. Channel tracking - Different codes for email, social, events
  3. A/B testing - Test discount levels with different codes
  4. Exclusivity - Restricted codes feel special
  5. Time limits - Create urgency with expiration

Things to Avoid

  • Don't make codes too complex (hard to remember/type)
  • Don't reuse codes for different purposes (confuses tracking)
  • Don't set unlimited usage without monitoring
  • Don't forget to expire old codes
  • Don't make discount too generous (unsustainable)

Quick Reference Card

Task Action/Location
Create new code Click "Create New Code" button
Edit code Find in table > Edit button
Disable code Find in table > Disable button
View who used code Find in table > View Usage
Set usage limit Create/Edit code > Usage Limit field
Set expiration Create/Edit code > Expiration Date
Configure discount Create/Edit code > Discount section
Export usage data View Usage > Export CSV
Track partnership View Usage > filter by code
Check code status View Status column in table

FAQs

What's the difference between signup secret codes and regular promo codes?

Signup Secret Codes: Used during account creation, can restrict who can sign up, one-time use per customer. Regular Promo Codes: Used by existing customers for discounts on orders, reusable.

Can I require a code for all signups?

Yes, create codes with "Restricted Access" type. Without valid code, customers cannot complete signup.

How do I track which partnership drives most signups?

Create unique code for each partner, compare usage counts and customer quality metrics.

Can codes be used multiple times by same customer?

Depends on configuration. Set "Once per customer" to limit to one use, or allow multiple uses.

What happens when a code reaches its usage limit?

Code automatically stops working. Customers entering it receive "code no longer available" message. You can increase limit.

Can I create a code that's only for specific email domains?

Yes, set Customer Eligibility to "Email Domain" and specify allowed domains (e.g., @company.com).

How do I set up a referral program with codes?

Create unique code for each referring customer (format: REFER-CUSTOMERNAME), track usage, reward referrers separately.

Can codes provide free shipping?

Yes, select Discount Type: "Free Shipping" when creating code.

What if I want to change the discount amount mid-campaign?

Edit the code and update discount amount. Change applies immediately to new signups. Existing customers keep original discount.

Can I see revenue attributed to each code?

Yes, in Code Performance Metrics, view "Revenue Attributed" for each code's total customer lifetime value.

Change Log

2026-03-01

  • Initial documentation created
  • All sections completed following template structure

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.