Monthly Specials Documentation¶
Menu Location: Marketing/Content > Monthly Specials (exact location varies by system)
Access Level: Manager and above
Last Updated: 2026-03-01
Overview¶
The Monthly Specials page allows you to create and manage special promotional offers, featured products, and seasonal campaigns that change on a monthly basis. These specials can include discounted products, limited-time offers, seasonal highlights, and featured items that are promoted prominently to customers. Monthly specials drive engagement, create urgency, and highlight seasonal or new products.
Primary Functions:
- Create monthly featured products and promotions
- Schedule specials to automatically activate/deactivate by month
- Display special offers prominently on customer-facing pages
- Track performance of monthly promotions
- Rotate seasonal and limited-time offers
- Coordinate marketing campaigns with special offers
Page Layout¶
Header Section¶
- Add New Monthly Special button - Create new special offer
- Month Filter - View specials by month
- Status Filter - Active, Scheduled, Expired
- Copy from Previous Month button - Duplicate last month's specials
- Search Box - Find specific specials
Main Content Area¶
Table displaying monthly specials with columns:
- Month/Year - When special is active
- Special Name - Title of promotion
- Special Type - Product Feature, Discount, Bundle, Limited Edition
- Products Included - Which products are part of special
- Discount/Offer - Pricing or promotion details
- Display Location - Where special appears (homepage, email, shop)
- Status - Active, Scheduled, Expired, Draft
- Start/End Dates - When special runs
- Actions - Edit, copy, delete, activate
Types of Monthly Specials¶
Featured Product Special¶
- Highlight specific product for the month
- "Product of the Month"
- Premium placement on site
- May include slight discount (10-15%)
- Drives awareness and trial
Seasonal Special¶
- Products aligned with season
- "Summer Grilling Favorites"
- "Fall Harvest Collection"
- "Holiday Prime Rib Special"
- Capitalizes on seasonal demand
Limited-Time Offer¶
- Available only this month
- Creates urgency
- "September Only: Wild Salmon"
- "Back for a Limited Time"
- Drives immediate purchases
Discount Special¶
- Promotional pricing for month
- "20% off all Chicken in March"
- "Buy 2, Get 1 Free"
- Encourages higher order values
Bundle Special¶
- Multiple products packaged together
- "BBQ Bundle: Burgers, Brats & Ribs"
- "Breakfast Pack"
- "Dinner for 4"
- Increases average order value
Creating Monthly Specials¶
Add a New Monthly Special¶
Steps:
- Click "Add New Monthly Special" button
- Enter Special Name (e.g., "April Fresh Fish Feature")
- Select Month/Year (when special is active)
- Choose Special Type (Featured, Discount, Bundle, etc.)
- Select Products to include in special
- Configure Offer Details:
- Discount percentage (if applicable)
- Special pricing
- Bundle components
- Set Display Settings:
- Homepage banner: Yes/No
- Email inclusion: Yes/No
- Shop page highlight: Yes/No
- Badge/label to display
- Add Description and Marketing Copy
- Upload Images (if required)
- Set Start Date (typically 1st of month)
- Set End Date (typically last day of month)
- Save as Draft or Activate immediately
Requirements:
- Special name must be unique per month
- At least one product must be included
- Start date must be before end date
- Marketing copy should be customer-facing language
Common Use Cases¶
Use Case 1: Create Standard Monthly Product Feature¶
Goal: Highlight a different premium product each month
Steps:
- Decide on featured product (e.g., March = Lamb)
- Create monthly special:
- Name: "March Feature: Spring Lamb"
- Type: Featured Product
- Product: All lamb products
- Offer: 15% off lamb all month
- Configure display:
- Homepage banner: Yes
- Email newsletter: Yes
- Shop page badge: "March Special"
- Write marketing copy:
- "Celebrate spring with tender, grass-fed lamb! All lamb products 15% off through March 31st."
- Schedule for March 1-31
- Track sales performance vs. baseline
Result: Featured products typically see 40-60% sales increase during feature month
Use Case 2: Plan Quarterly Specials in Advance¶
Goal: Schedule entire quarter of specials ahead of time
Steps:
- Plan specials for next 3 months:
- January: "New Year, New Proteins" (poultry focus)
- February: "Valentine's Steaks" (premium beef)
- March: "Spring Seafood" (fish and shellfish)
- Create all three specials at once
- Set to Draft status
- Schedule start/end dates
- Prepare marketing assets for each
- Activate 1 week before each month starts
- Coordinate email campaigns with specials
Benefit: Advanced planning allows better coordination with suppliers, marketing, and inventory
Use Case 3: Copy and Modify Previous Year's Special¶
Goal: Reuse successful special from last year
Steps:
- Navigate to last year's same month (e.g., July 2025)
- Find successful special: "Summer BBQ Month"
- Click "Copy" button
- Update year to 2026
- Review and update:
- Products (any discontinued or new?)
- Pricing (cost changes?)
- Marketing copy (refresh language)
- Images (update if needed)
- Adjust based on last year's performance:
- Increase discounts if conversion was low
- Reduce discounts if margin was too tight
- Add/remove products based on popularity
- Schedule for current year
Efficiency: Saves planning time while leveraging proven concepts
Use Case 4: Create Urgent Limited-Time Special¶
Goal: Move excess inventory or capitalize on opportunity
Steps:
- Scenario: Supplier offers great price on ribeyes, but only this month
- Create flash monthly special mid-month:
- Name: "Flash Special: Premium Ribeye"
- Type: Limited-Time Discount
- Offer: 30% off, available only through month end
- Urgency messaging: "Limited supply - when it's gone, it's gone!"
- Activate immediately
- Send urgent email to all active customers
- Feature prominently on homepage
- Track inventory and sales daily
- End special early if inventory depletes
Result: Move inventory quickly, create excitement, drive immediate purchases
Use Case 5: Track Monthly Special Performance¶
Goal: Measure effectiveness of specials to improve future planning
Steps:
- At month end, gather data for month's special:
- Total units sold of featured products
- Revenue from special products
- New customer acquisitions attributed to special
- Email open/click rates for special campaign
- Average order value during special
- Compare to baseline (non-special months):
- Normal monthly sales: 200 lbs ribeye
- Special month sales: 480 lbs ribeye
- Lift: 140% increase
- Calculate ROI:
- Revenue increase: $2,800
- Discount cost: $600
- Marketing costs: $200
- Net benefit: $2,000
- Document learnings:
- Ribeye special was highly successful
- 15% discount was sufficient, no need for 20%
- Email drove most sales
- Apply to future specials
Decision: Repeat successful specials annually, discontinue poor performers
Monthly Special Calendar Planning¶
Annual Special Themes¶
Sample Annual Calendar:
| Month | Theme | Focus Products |
|---|---|---|
| January | New Year Healthy Start | Lean proteins, organic produce |
| February | Valentine's Indulgence | Premium steaks, seafood, desserts |
| March | Spring Awakening | Lamb, spring vegetables, lighter fare |
| April | Fresh & Local | Local farms, seasonal produce |
| May | Grilling Season Kickoff | Burgers, brats, kabobs |
| June | Summer BBQ | Ribs, chicken, sides |
| July | Independence Day Celebration | American classics, patriotic bundles |
| August | Back to School | Easy weeknight meals, family packs |
| September | Harvest Time | Fall produce, hearty proteins |
| October | Comfort Food | Pot roast, stews, warming dishes |
| November | Thanksgiving Feast | Turkey, sides, pies |
| December | Holiday Celebrations | Prime rib, ham, festive treats |
Coordinating with Suppliers¶
Advance Planning:
- Share annual special calendar with suppliers 3-6 months ahead
- Negotiate pricing for featured months
- Confirm availability and capacity
- Arrange for premium quality during feature months
- Plan backup options if supply issues
Marketing Integration¶
Multi-Channel Promotion¶
Email Marketing:
- Monthly special announcement email (1st of month)
- Mid-month reminder email (15th)
- Last chance email (last 3 days of month)
- Include special badge/banner in all monthly emails
Website:
- Homepage hero banner featuring monthly special
- Shop page "Monthly Special" category
- Badge on featured products
- Dedicated monthly special landing page
Social Media:
- Monthly special announcement posts
- Behind-the-scenes content (sourcing, preparation)
- Customer testimonials featuring special products
- Recipe ideas using special products
In-Box Marketing:
- Flyer in first delivery of month
- Recipe card for featured products
- Sample of special product (if feasible)
- QR code to monthly special page
Troubleshooting¶
Special Not Displaying on Website¶
Check:
- Is special status "Active" (not Draft)?
- Are start/end dates correct and current?
- Are display settings enabled (homepage, shop page)?
- Did website cache need clearing?
- Are products in special actually active and available?
Solution: Update status, verify dates, clear cache, check product availability
Low Engagement with Monthly Special¶
Possible Causes:
- Special not compelling or differentiated
- Poor visibility (marketing insufficient)
- Products don't resonate with customers
- Discount too small to drive action
- Wrong timing or seasonality
Solutions:
- Increase visibility (more prominent placement)
- Strengthen offer (higher discount, better products)
- Improve messaging (clearer value proposition)
- Test different products
- Survey customers about what specials they want
Cannot Schedule Future Monthly Special¶
Symptoms:
- System won't accept future start dates
Check:
- Does system require admin approval for future specials?
- Is there a limit on how far ahead you can schedule?
- Are you using correct date format?
Solution: Save as Draft, activate when month approaches, or check with administrator about permissions
Related Pages¶
- Products (
product_classifications_active.php) - Manage products included in specials - Email Templates - Create marketing emails for specials
- Discount Codes - Create promotional codes coordinating with specials
- Store Categories (
store-cats.php) - Feature special products prominently
Permissions & Access¶
Required Access Level: Manager or higher
Access Level Capabilities:
- Manager: Create, edit, schedule monthly specials
- Administrator: All manager capabilities + approve specials, configure display settings
- Kiva Admin: All features + system configuration
Best Practices¶
Planning & Strategy¶
- Plan quarterly - Schedule 3 months ahead minimum
- Theme logically - Align with seasons, holidays, customer needs
- Rotate products - Feature different products each month
- Coordinate suppliers - Ensure availability and pricing
- Track performance - Measure what works, discontinue what doesn't
Execution¶
- Launch on 1st - Start specials beginning of month
- Multi-channel promotion - Email, web, social, in-box
- Create urgency - "This month only" messaging
- Make prominent - Homepage, category pages, emails
- Monitor inventory - Don't oversell limited supply
Optimization¶
- Test different offers - Vary discount levels, products
- Analyze results - Track sales lift, customer engagement
- Listen to customers - What specials do they request?
- Seasonal alignment - Right product at right time
- Fresh content - Don't repeat same special too often
Quick Reference Card¶
| Task | Action/Location |
|---|---|
| Create monthly special | Click "Add New Monthly Special" |
| View current month's special | Filter: This Month + Status: Active |
| Schedule next month | Create special, set future start date |
| Copy last year's special | Find previous special > Click Copy |
| Edit active special | Click Edit (changes take effect immediately) |
| Deactivate special early | Change status to Expired or set earlier end date |
| Check special performance | Reports > Track featured product sales |
| Plan annual calendar | Create all 12 specials in advance as drafts |
FAQs¶
How far in advance should I plan monthly specials?¶
Ideally 3-6 months ahead for supplier coordination and marketing preparation. At minimum, have next month planned 2 weeks before it starts.
Can I run multiple specials in one month?¶
Yes, typically. You can have a main "Monthly Special" plus other promotions. Avoid too many simultaneous offers (confuses customers).
Should monthly specials always include discounts?¶
No. Featured placement alone can drive sales. Some specials are "Product of the Month" at regular price. Discounts enhance appeal but not required.
What discount percentage is effective?¶
15-20% is typically sufficient to drive action. 10% often too small. 25%+ for aggressive promotions or slow-moving inventory. Test what works for your audience.
Can I change a special mid-month?¶
Yes, but consider customer experience. If promoted heavily at month start, changing midmonth may frustrate customers. Better to extend or enhance than completely change.
What if featured product sells out mid-month?¶
Offer substitution, extend special into next month, or pivot to backup product. Communicate transparently to customers.
Should I repeat successful specials annually?¶
Yes! Seasonal specials work well as annual traditions. "March = Lamb Month" becomes expected. Can still refresh messaging and offers.
How do I coordinate monthly specials with discount codes?¶
Create discount code matching special (e.g., "MARCH15" for 15% off). Make code valid only for special products and timeframe.
Can customers see future monthly specials?¶
Optional. Some businesses preview next month's special to build anticipation. Others prefer surprise reveals on 1st of month.
Change Log¶
2026-03-01¶
- Initial documentation created
- All sections completed per template requirements
- Included annual special calendar framework
- Added multi-channel marketing integration guide
End of Documentation
For additional help, contact your system administrator or Kiva Logic support.