Tutorial: Managing Prizes and Winners

Easypromos provides a complete Prize and Winners Management system that allows you to create the prizes that you want to give away to the users that participate in your promotion as well as configure the way you want to assign the prizes.


In this tutorial we explain how to create the prizes, how to assign the prizes and that way obtain the winners of your promotion, and finally you will learn how to publish the Prizes page that will allow you to show the winners of each prize.

Index of this tutorial:

  1. Introduction
  2. Creating the prizes
  3. Publishing the prizes
  4. Obtaining the prizes and assigning the prizes
  5. Publishing the winners
  6. Announcing the winners

 

1. Introduction

A promotion consists of a user participation in order to obtain an incentive. The incentive is the prize of the promotion. Therefore, to be able to select a winner of a promotion, first the prize should be created and defined.

In this tutorial er explain how to create the prize of your promotion, how to show it, how to select the winners and assign the prize and finally, how to publish the winners and communicate with them.

In this tutorial you will also learn the 4 different mechanics that you can use to assign the prizes to the winners:

  • By random draw: you can select the prize winners among all the participants or among a segment of participants filtered by a participation criterion. You will get a certificate of validity with the result of the random draw.
  • On registering: you can give direct prizes in the moment a participant signs up, you can for example give a coupon with a unique promotional code upon registration. [Only Premium] You will also learn how to give away prizes dependent on participation conditions, for example if the user answers a question correctly or checks the box to receive the newsletter.
  • By Instant win [Only Premium]: you can give prizes directly dependent on the time the participant signs up.
  • By manual assignment: you can assign a prize to a user manually, for example assign a prize to the most voted user or a user selected by a notary. You will also learn to assign prizes as a bulk action, filtering by any criterion of their participation.

 

2. Creating the prize

We’ll divide the process of creating the prize of your promotion in two steps that we’ll explain below.

 

STEP 1: Creating the prize

First of all you should create the prize that you’re offering the users that participate in the promoción.

Important: In Premium and White Label version you can create all the types of prizes you want. In Basic version you can create one type of prize with the wanted quantity. To be able to create more than one type of prize in Basic version, it’s necessary to have a Basic monthly subscription ($29USD).

 

To create the prize of your promotion, you should follow these steps:

1. Access the Editor of the promotion:

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2. Next, go to Pages > Prizes and click on the button “Create my first prize”:

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3. Next, a window will open where you can select the type of prize that you want to create according to the way it will be assigned. Specifically, you can select:

  • By random draw: you can select the prize winners among all the participants or among a segment of participants filtered by a participation criterion.
  • On registering: you can give direct prizes in the moment a participant signs up, you can for example give a coupon with a unique promotional code upon registration. Premium and White Label clients can, additionally, create special conditions to assign the prize.
  • By Instant win (only Premium): you can give prizes directly dependent on the time the participant signs up.
  • By manual assignment: you can assign a prize to a user manually, for example assign a prize to the most voted user or a user selected by a notary.

 

4. Select the way to you want assign the prize of your promotion and click on the “Select” button:

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5. Next, a new window will open where you can configure the basic information of the prize with the following:

  • Name: This field will be used as internal reference to your prize in the management of the promotion. It will also be the title of prize in the public Prizes page.
  • Short description: This will appear as the description of the prize in the public Prizes page. Here you can write the main characteristics of the prize.
  • Quantity: Indicate how many of this prize you are offering in this promotion. It should be a whole number of maximum 10 digits.

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In the image above the prize is a Weekend getaway with the characteristics explained in the field: “Short description”. The prize will be assigned by random draw and there will be a total of 15 winners.

 

6. After clicking the Create button, the prize is created and you will be taken to the page with the list of prizes. Continue with Step 2.

 

STEP 2: Editing and configuring the characteristics of the prize

Once you have created the prize of the promotion, you will be on the page where you can manage the prize and where you will have all the tools to configure it.

Now we will concentrate on editing the prize that we’ve just created to customize all the advanced options. To do that you should follow the following steps:


1. Click on the pencil icon to edit the prize you have created.

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2. Next you will see the following tabs for configuration:

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A. Prizes page view: All the prizes can be published in a public page of the promotion so if you want, you can publish a specific page to publish the prizes you’re offering in the promotion. In this view of the prize, you can configure how it will be shown on this page. This page is where the winners’ names will be published as well. You can configure the following:

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1. Prize title: this is the name you gave the prize when creating it, you can change it now if you want.

2. Image: you can accompany the prize title with an image of prize.
3. Background preset: if you want, instead of adding your own image, you can use one of the predefined background images.
4. Short description: this is the description of the prize you defined when creating it, you can change it now if you want.
5. Prize details: you can use this field to add additional information about the prize, for example the time period when the prize is valid, etc.
6. Do you want to show the winners?: If you choose the option Yes, the winners of this prize will be shown in the public Prizes page.

 

Below you will see an example of how the public Prizes page with the winners of the random draw that was carried out for this prize will look:

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B. Winner pop-up [Only for prizes of the type “On registering” and “By instant win”]: For promotions with direct prize on registering, the prize is shown directly on the Thank you page, just after the user has completed the registration process. The prize will be shown in a pop-up over the Thank you page. Here you can see an example of a direct prize won by a user:

In this tab you will find all the options there are to customize the design and the content of the prize pop-up that will be shown to the participants that win. You can configure the following aspects:

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1. Message to winner: Here you can write a message that the user will see in the pop-up when winning the prize.
2. Pop-up image: you can add an image to the message to the winner to make the pop-up more attractive. It can be an image, an animated GIF o even a video.
3. Short description: this is the description of the prize that you defined when you created the prize and you can change it now if you want.
4. Instructions: if you need to add more details about the prize, for example how to redeem the promotional code or for how long it’s valid, you can use this field.

 

Next you will find three options to customize the layout of the pop-up:

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1. Background image: Upload a background image that will be shown underneath the winner pop-up. It should be 1200x630px. We recommend using an image that makes the winner pop-up stand out.
2. Background color: you can define a background color that will be shown underneath the pop-up and you can configure the opacity of the color.
3. Text alignment: configure how you want to align the elements of the winner pop-up.

 

C. Viral: from here you can define the viral messages that will be shown when the winner shares the prize he has won from the winner pop-up to his social media profiles. You can customize the messages that will be shared on Facebook, Twitter and instant message applications:

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D. Options: In this tab you will find the options that will allow you to define the characteristics of the prize:

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1. Quantity: Select the number of units of the prize that you want to give away to the participants of your promotion.


2. Do you want this prize to be a promotional code?: This option allows you to convert the prize in a promotional code that the users will obtain automatically when participating in the promotion. A promotional code is an alphanumeric code that can be the same for all users or a different one for each user that wins. For the prize to be a promotional code, you should associate the prize to a codeset. A codeset is a set of alphanumeric codes that the administrator of the promotion uploads to the promotion. The prizes use the codesets to know which code to assign and in which order. Additionally, you have the option to choose to show the assigned code together with a barcode or a QR code. Please refer to the Promotional Codes tutorial to know all the possibilities. Try this DEMO to see the user experience of winning a promotional code.

3. Does this prize have downloadable content?: This option allows you to give content that the users can download as a prize. By marking this option, in the winner pop-up the options “Download” and “Send by email” will be added. This content can be a document (PDF, Word, TXT), an audio file or and image file. If you choose this option, you can upload the file that the users can download (max. 10MB), or point to the external source of the file or mark the option that Easypromos should generate a PDF with the characteristics of the prize.

Below you can see an example of what the user experience is like winning a prize with downloadable content:


4. Conditions [Only for prizes of the type “On registering” and “By instant win”]: This option allows to condition the assignment of the prize to the fields of the entry form and to the user’s entry in the promotion. Here we give you some examples of conditions that you can apply to the prize:

  • Example 1: Give a unique alphanumeric code as a prize dependent on a dropdown field in the entry form.
  • Example 2: Give a direct prize as an Instant Win prize conditioned of whether the user has selected a specific country or state.
  • Example 3: Give a direct prize dependent on correct answers in a quiz.

 

3. Publishing the prizes

Once you have configured the prize of your promotion, the next step is to prepare the prizes page. The prizes page allows you to show publically the prizes that y0u are going to give away in your promotion, and at the same time it will show the winners of each prize when there are winners. You can decide if you want to publish the prizes page from the beginning of the promotion or you can publish it when you have the winners.

Note: It’s not obligatory to publish the prizes page for the prize system to work. You should only publish it if you wish to show the prizes of the promotion with more details. You can control the publication of the page easily with the “Publish page” switch.

In the section Editor > Pages > Prizes you will find the following tools and configuration options to customize the prizes page:

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A. “Publish/Unpublish page”: allows to publish or unpublish the prizes page of the promotion.
B. Prizes: here you will find the list of prizes of your promotion, together with the options for editing each one of the prizes and the button to add new prizes.
C. Contents: here you will find all the configuration and editing options to customize the contents of the prizes page. You can choose to Show the winners search tool, which we recommend if you have more than 30 winners published. This way, the users can search by name.

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D. Container: here you can configure the characteristics of the container that applies to the prizes page. The options that you can configure are:

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E. Viral: from here you can define the viral messages that will be shown when users share the prizes page on their social media profiles.

F. “Add prize” button: using this button you can add new prizes to your promotion. Note: The basic version of the promotions is limited to one single type of prize. If you have a basic subscription, you can add unlimited types of prizes.

G. Options for each prize: here you will find all the options to manage each one of the prizes that you have created:

  • Hide/show the prize on the public prizes page.
  • Access to edit the characteristics of the prize.
  • Copy the prize to easily create more prizes with the same characteristics.
  • Delete prize.

 

4. Obtain winners and assign prizes

Except prizes of the types “On registering” and “By Instant win” where the prizes are assigned automatically upon registration to the participants of the promotion, once the period for participation has ended, it’s time to select the winners and assign the prizes.

So if you have created a “By random draw” or “By manual assignment” prize as the administrator of the contest, you should follow some steps to obtain the winners and that way assign the prizes to them.

 

To do that, follow the steps that we explain below:

1. From the management page of the promotion, click on the “Winners” section:

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2. In this section you will see the list of prizes that you have created for your promotion together with the tools to manage them.

The prizes are shown according to the state of assignment (Prizes pending to be assigned or Assigned prizes) and give some options to manage them depending on the type of assignment of the prize:

  • “Random draw” prizes: From here you can click on the “Run sweepstakes” button to begin the random selection of the winners and that way assign the prizes pending to be assigned through random draw. Follow this tutorial to not miss any of the steps.
  • “On registering” prizes: You can see the number of prizes that have been assigned and look up the name of the winners.
  • “Manual assignment” prizes: From here you can assign the prizes to the winners. Follow this tutorial to not miss any of the steps
  • “Instant win” prizes: Here you can look up the participants that have won the different scheduled Instant win prizes and it will be updated when there are new winners.

 

The tools that you have available on this page are the following:

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A. See the winners that have won each of the prizes.
B. Access to manage the characteristics of the prize in the Editor of the promotion.
C. Apply actions in the prizes that are pending to be assigned:

  • “Run sweepstakes” button to obtain the winners randomly through a draw.
  • “Assign” button to assign the prizes manually.

D. Buttons to “Publish” the winners of each prize individually. This action will make the winners show on the public prizes page of the promotion.

 

5. Publishing the winners

The winners of each prize in the promotion can be shown on the public prizes page. In order for the winners of a prize can be seen, it’s necessary for three levels of publishing to be activated. Those are:

  1. Public prizes page. This is the page that show all the prizes and that can be accessed from the main page of the promotion. It also has a URL that can be shared.
  2. The prize won has to be public in the prizes page. From the Editor of the prizes you can control which prizes are shown on the prizes page. Example: In a promotion you can have two different prizes; one big prize to be awarded through sweepstakes among all registered users, and another prize which is a discount coupon to all users that register in the promotion. In this case you might only want to publish the big prize and not the discount coupon.
  3. The “show winners” option of the individual prize should be selected. Each prize has the “show winners” option. If it’s selected, the system will publish the winners of each prize in real time when assigned. If it’s not selected, you can publish the description and the characteristics of the prize, but not the winners.

 

These three levels of publishing, allow you to have complete control of when and how the winners of the promotion are published. Next we’ll explain how to manage the state of publication of each one of these three levels.

  1. The state of publication of the prizes page that is indicated in the top part of the “Winners” section:status_winners_page.jpg
  2. Display of the prize on the prizes page. From the section Editor>Pages>Prizes you can decide if you want to show/hide the prize and this affects the display of the prize on the public prizes page.

     prize_status_public.jpg

  3. Displaying the winners within the prize. Among the configuration options of each prize you will find the option: “Do you want to show the winners?”, that allows the winners to be publish automatically and shown in the public prizes page.

    prize_status_public2.jpg

 

Winners search tool

In promotions that have a high amount of winning users, you have the option to enable the winners search tool in the page with the list of prizes. This option is recommended when you have more than 30 winners in one promotion. Example: You run a sweepstakes with 5000 winners that you assign a unique alphanumeric code.

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Examples of publication

Next we show some examples of how the winners are displayed on the public prizes page:

1. Prizes page with “Random draw” prizes:

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2. Prizes page with two prizes of the type “On registering”:

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3. Prizes page with high number of winners with search tool enabled:

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6. Communicating with the winners

Below we explain some ideas to how to communicate with the winners to be able to ease the prize fulfillment management once you have the winners of your promotion.

 

1. Share the link to the prizes page

When you have the list of the winners, we recommend to always share the result of the sweepstakes with the participants because, apart from contacting the winners individually, it’s good practice to inform publically to the rest of the participants so that all know who the lucky winners are.


You will find the link in the “Winners” section by clicking the “Share” button:

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You can share this link on all of your social media channels and when users click on it, they are taken directly to the prizes page where they can see or look up the name of the winner of the promotion.

 

2. Use the Email platform to inform all participants or only the winners by email

Once the promotion has ended, and if you ask for the email address in order to enter the promotion, a good practice is to send an email to all participants informing that the winners have now been found and include the link to the prizes page to that the users can visit the page and check out the winners. You can take advantage of the occasion to thank them for their participation in the promotion.

Below we show you some examples of emails that you can create:

  • Email to all users that have won any prize
  • Email to all users that have won a certain prize
  • Email to a specific users to send him the details of his prize
  • Email to all non-winners.

In the content of the email you can insert any characteristic of the prize using the smart tags. You can for example show the name of the prize the user has won, if the prize is a promotional code you can add the code and you can also customize the email with the name of the user. Check out here the most common emails that you can create and automate in the Email platform.

Note: The Email platform is not included by default in promotions created in Basic version. It can be added to the promotion as an extension for $50USD.
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