In this tutorial, we explain all the steps to enable the pre-moderation system for purchase receipts, a tool available for the participation requirement of uploading a purchase receipt, which allows limiting a promotion so that only users who have uploaded a photo of their receipt or purchase receipt can participate.

With the purchase receipt pre-moderation tool, the promotion moderator will have access to a panel where they can review the receipts uploaded by users, and they will have tools to accept or reject them, and notify the user about the status of their receipt.

Note: The Purchase Receipt Pre-moderation functionality is only available for promotions created with the White Label version of the platform.

These are the contents of the tutorial:

1. Introduction

2. How does the pre-moderation tool for purchase receipts work?

3. How to enable pre-moderation of purchase receipts

4. What is the user experience like?

5. How to moderate purchase receipts

6. Management of accepted/rejected receipts

1. Introduction

Organizing an exclusive promotion among consumers is one of the most effective strategies to engage and reward our customers. With this goal in mind, Easypromos provides brands and companies with a range of tools and functionalities to organize exclusive campaigns among a brand's customers. And, in this scenario, the requirement to upload a purchase receipt comes into play, where users are asked to provide proof of purchase before being able to participate.

To do this, users must upload a photo of the receipt or proof of purchase. In this way, only users who upload a valid receipt will be eligible for the established reward, which could be winning a direct prize, spinning a Prize Wheel, entering a giveaway, etc.

The purchase receipt pre-moderation tool allows for the manual validation of the photos of the receipts uploaded by users. In this way, when the user uploads the image of the receipt, it will be pending review, and a promotion moderator will have a console to review pending receipts and accept or reject them.

This tool is especially useful in promotions where a direct prize is assigned after participating, where due to the characteristics of the receipts, it is not possible to automatically verify if the receipts are valid. In this way, the promotion administrator can ensure that only users whose receipts have been accepted as valid will be eligible for a prize.

2. How does the purchase receipt pre-moderation tool work?

Below, we describe the user participation flow in case the pre-moderation of purchase receipts system is enabled:

1. The user will access the promotion and upon reaching the Requirement screen, they will need to upload the image of the purchase receipt. 
2. After uploading the image, the user will see a message on the screen indicating that their receipt has been registered and is pending review by the promotion organizer.
3. The promotion organizer will have a console to review pending receipts and accept or reject them.
4. The user will receive an email when their receipt has been approved or rejected.
5. If approved, the user can continue participating in the promotion, whether spinning the Prize Wheel, playing Scratch & Win, completing their participation to enter the final giveaway, etc.
6. If rejected, the user can access the promotion again to upload a new receipt.

Below, we show in the following video how the purchase receipt pre-moderation tool works, both from the perspective of the user participating in the promotion and from the perspective of the moderator responsible for verifying the receipts uploaded by users:

When is it useful to enable the purchase receipt pre-moderation system?

The purchase receipt pre-moderation functionality is fully compatible with OCR receipt validation, the system that allows for automatic and real-time verification of images of receipts uploaded by users, so that both systems, automatic validation via OCR and manual validation through the pre-moderation system, can coexist and be activated in the same promotion.

Below are the two most common use cases where it may be useful to enable the purchase receipt pre-moderation system:

1. In promotions that offer a direct prize, where it is not possible to establish a common criterion in the receipts that can be applied when configuring the conditions with the OCR system. This situation may occur in the following cases:
   • In fast-moving consumer goods brands where product references may vary depending on the store where the purchase is made.
   • In promotions organized by shopping centers or associations of merchants, where purchase receipts vary by store.
2. In promotions where, due to their nature and characteristics, it is particularly useful to be able to manually review the validity of the receipt to apply certain actions based on the receipt amount. For example:
   • In the "Stamp Card" application: Being able to assign 2 stamps based on the receipt amount.
   • Assigning 5 entries to a final giveaway based on the amount.
   • Give 3 spins on a Prize Wheel based on the amount.

Below are some usage examples:

• Prize Wheel where spinning is only possible when a valid receipt is uploaded: The user uploads a purchase receipt and sees a "receipt under review" message. The administrator reviews the receipt and, upon acceptance, the user receives an email with a button to spin the Wheel.
• Promotion with final giveaway where extra entries are manually given in the giveaway based on the receipt amount: The user uploads a purchase receipt and sees a "receipt under review" message. The administrator reviews the receipt and, upon acceptance, the user is notified via email that their receipt has been accepted, and X extra entries have been assigned to the giveaway.

3. How to enable purchase receipt pre-moderation

Below are the steps to enable the purchase receipt pre-moderation functionality.

Note: Purchase receipt pre-moderation is available for the following two types of requirements:

• Upload receipt requirement.
• Validate code requirement when the option "Participants must upload an image to prove the code" is enabled.

1. Go to the Editor section > Pages > Participation. Click on the promotion stage:

2. Next, click on the "Requirements" tab:

3. Then, select the participation requirement "Upload a receipt":

4. Next, decide how often you want to apply the requirement: you can choose whether users have to upload a receipt each time they participate or only the first time:

5. Next, check the option "Enable receipt receipt premoderation" and click on "Edit settings" to access the different configuration options:

6. Below are the configuration options you will find available:

1. Message to user after uploading the receipt: After uploading the photo of the receipt, the user will see a message on the screen indicating that their receipt has been received and is pending review. Through this option, you can customize this message shown to the user.

2. Moderator instructions: You can add instructions for the person responsible for moderating the receipt photos. This message will appear in the receipt review console. You can use it, for example, to indicate the criteria that receipts must meet (minimum amount, store name included, valid date, etc.).

3. Rejection reason: You can add the main reasons for rejecting the receipt photo, so the moderator can indicate the reason with just one click.

4. Enable "Other" field: In the receipt rejection reasons window, this option allows you to add a text field to add other reasons or comments.

5. Multi-participation assignment on receipt acceptance: This option allows pre-moderators to assign more than one participation per receipt. For this, there is a unit selector that allows specifying the number of additional participations granted to the user.

Example: You could give 5 additional participations to a draw or 5 additional spins to the Prize Wheel if the receipt amount exceeds 50€.

6. Maximum number of pending receipts per user: This option allows setting the maximum limit of receipts that a user can have pending review. By default, the limit is 1, with a maximum of 10. It is an option that works as a measure to control system abuse and spam.

7. Notification upon receiving a new receipt: Allows entering one or more email addresses to receive a notification when a user uploads a new purchase receipt.

8. Sending emails to users: By default, the system will automatically send an email upon receipt approval. From this section, you can customize the message that will be sent to the user. Additionally, you can also enable the "Mail on rejection", which will be sent to the participant when their receipt is rejected.

Tip! Enhance the email message with smart-tag insertion for greater customization. Some ideas:

• In the "Mail on acceptance," add the "Participations assigned" smart-tag to indicate the number of extra participations they have won for the final draw.
• In the "Mail on rejection," add the "Rejection reason" smart-tag to inform the user why their receipt was not accepted.

9. Complete participation from the email: Upon accepting their receipt, the user will receive the automatic email with a button to complete their participation. If this option is not checked, when the moderator accepts the receipt, the system will automatically complete the user's participation, so they will not need to take any further action. For this reason, this option is specially designed for promotions where the user can instantly win a prize, such as a Prize Wheel or Scratch & Win game. Thus, when the user uploads the receipt, the moderator will review it later, and once accepted, the user will receive an email instructing them to click the button to spin the Prize Wheel.

Note: In certain types of stages, such as a Stamp Card, it is not necessary to enable this option. When the moderator accepts the receipt, the system will automatically complete the user's participation, marking the stamp automatically, without the user having to return to the promotion.

Completing pre-moderation with the automatic OCR validation system

The functionality of pre-moderating purchase receipts is fully compatible with OCR receipt validation, the system that allows automatic and real-time verification of receipt images uploaded by users, so both systems, automatic OCR validation and manual validation through the pre-moderation system, can coexist and be activated in the same promotion. If both systems are enabled, the receipt validation process will be as follows:

• When uploading the receipt image, the system will first perform an automatic validation of the image through the OCR system, according to the validation conditions configured in the promotion.
• Once the receipt image is uploaded, it will be pending review, so the moderator must validate it from the console of pending review receipts.

Check here how to complete receipt validation with OCR technology.

4. What is the user experience like?

The user participates in a Prize Wheel, where they are required to upload a photo of a valid purchase receipt before being able to spin the wheel and have a chance to win a prize. Upon reaching the Requirement page, the user will upload the image of the purchase receipt:

After uploading the receipt image, the user will see on the screen a message confirming that their receipt has been uploaded successfully and is pending review:

Once the moderator has validated their receipt and marked it as accepted, the user will receive the email configured by the promotion administrator, with a button to access the promotion and thus spin the Prize Wheel:

5. How to moderate purchase receipts

On the promotion management page, the moderator will have access to the console or tool for reviewing and moderating receipts. Upon accessing, the system indicates the receipts that are pending review:

Upon accessing the pre-moderation tool, the moderator will first see all the receipts that are pending review. The moderator must click on the "Review" button to start moderating a receipt.

 Upon clicking, a window will open where the moderator will have the following moderation tools:

1. Receipt view: Click the magnifying glass to open and view it in more detail.

2. User information: The date the receipt was uploaded is indicated, as well as the name of the user who uploaded it, with a direct link to their participation.

3. Moderation instructions, indicating the points the moderator should consider when accepting or rejecting a receipt.

4. Buttons to moderate the receipt: Accept, Reject, or Decide Later.

5. More receipts uploaded by the same user: Indicates if the same user has uploaded more receipts, with the option to compare them:

Description of the Accept / Reject action

Clicking the "Accept" button will automatically validate the user's receipt, so the user will receive the "Acceptance Email" configured, informing them that their receipt has been approved and with the button to access the promotion and continue participation. 

If the option "Multi-participation assignment on receipt acceptance" has been configured, in this same receipt approval window, the moderator can indicate how many participations they want to give:

For example: If you want to give 1 participation for every 20€, here you can indicate the total number of participations you want to add to the user.

On the other hand, when rejecting a receipt, the moderator can indicate the reason for the rejection: 

6. Management of Accepted/Rejected Receipts

Receipts that the moderator accepts will no longer be visible from the pre-moderation tool. Thus, once the user completes participation in the promotion, the accepted receipts will be collected in the "Requirements" tool, located in the "Users" section of the promotion:

Rejected receipts can be reviewed from the "Rejected" tab in the pre-moderation tool for receipts:

Additionally, from the "Activity" tab, a log of moderation actions performed on the receipts reviewed by the moderator can be viewed. Specifically, you can review the following details:

• Date of the action performed.
• Agent who performed the action.
• User's name.
• Action performed (Accepted / Rejected).