Counting group visits with vouchers

How to record the groups you hand vouchers to — a school trip, a company outing, a tour bus — and see how many groups and how many people you served each month or year.

The idea

Every time you generate vouchers, Kiwire keeps them together as a batch. The Voucher Groups report treats one batch as one group. Whether you give a group of 38 people a code each, or one shared code for the whole party, it is one batch and it is counted as one group.

What turns a batch into a group you can report on is three optional details you add when you generate the vouchers:

• Group / batch name — who the codes are for, for example ABC Sdn Bhd – company trip or SK Taman Jaya – Year 5 field trip.
• Visit date — the day the group comes. The report files the group under this date.
• Number of people — how many people are in the group.

None of them are required. Fill in whichever you know; the more you fill in, the more the report can tell you.

Why the number of people matters

Kiwire can see codes and devices, but not people. A group of 70 sharing one code may show up as a single device, and one guest with a phone and a laptop shows up as two. The only reliable headcount is the one you enter, so if your sales or management team wants to know how many visitors came, fill in Number of people. When it is left blank the report shows a dash for that group rather than guessing.

Recording a group when you generate vouchers

1. Go to Account › Vouchers and click Add Voucher.
2. Choose how to create the codes:
   • Auto Generate — Kiwire makes as many codes as you ask for, one per person.
   • Give Username — you type a single code yourself. Use this for one shared code for the whole group.
3. Fill in Group / batch name, Visit date and Number of people.
4. Choose the profile, and any zones, expiry date or remark as usual, and save.

The group now appears as its own row on the Batches view of the Vouchers page, and in the Voucher Groups report.

A single code typed in with Give Username and no group details stays an individual voucher, as before. It is not counted as a group.

Adding or correcting the details later

Forgot the headcount, or the visit moved to another day? On Account › Vouchers, open the Batches view, select the batch and click Manage batch (or double-click the row). The panel that opens has a Group details box with the same three fields. Change them and click Save. The change is recorded in the audit trail with your name.

This is also how you turn batches you generated before this feature existed into groups: open each one and fill in its details.

Reading the report

Go to Reporting › Account › Voucher Groups.

Filters

• From Date and To Date — whole months, up to 24 months at a time. The report opens on the last twelve months, including this one.
• Show — With group details (the default) counts only batches that have a name, a visit date or a number of people. All batches counts every batch that still has codes, which also brings in test codes and front-desk stock.
• Group by — Month or Year.

Click Load Data after changing a filter. CSV downloads exactly what is on screen.

The figures

Figure	What it counts
Groups	Batches in the period.
People	The total of the Number of people entered. Hover over it to see how many groups actually have a headcount.
Codes issued	Voucher codes in those batches.
Codes used	Codes that have been used to connect at least once.
Devices	Different devices that connected with those codes.

The chart shows groups (bars) and people (line) for each month or year. Months with no groups show as zero, so quiet periods are visible too.

The table has one row per group with its date, name, number of people, codes issued and used, devices, data used and who created it. The small text under each date says where the date came from.

Which date a group is counted under

1. The visit date, if you entered one.
2. Otherwise, the day the first code in the batch was used.
3. Otherwise, the day the batch was created.

So a group you generated vouchers for in August but that visits in September is counted in September — as long as you entered the visit date.

Sending the report automatically

Voucher Groups is available in Reporting › Scheduled Reports. Add it to a schedule and the chosen recipients receive the CSV by email on your chosen cycle, for example a monthly summary for your sales team. Scheduled copies use the default With group details setting.

Who can see it

The report has its own permission, view-report-account-voucher-groups. The Admin, Manager and Viewer roles have it, as does any custom role that could already see the Voucher Availability report. Adding group details when generating vouchers needs the usual permission to create vouchers; changing them later needs permission to edit vouchers.