Creating promo codes

Promo codes are a flexible way to run sales, reward repeat customers, compensate for a service hiccup, or seed partnerships. TrailerBase's promo code system covers everything from a simple 10% off to highly targeted first-booking-only commercial-tagged Tuesdays-through-Thursdays in July campaigns. This article covers the basics — creating a code and setting its core rules.

Step 1 — Open the new code form

1. Go to Promo Codes in the sidebar.
2. Click New code in the top-right.

Step 2 — Choose the code itself

At the top of the form you have two choices:

• Auto-generate — TrailerBase creates a random, hard-to-guess code like DUMP-9X2H-4K. Best for one-off codes sent to specific renters, where you do not want the code showing up on coupon sites.
• Custom — you type the code. Best for marketing where the code needs to be memorable (SPRING25, FAMILY10, REPEAT15).

Rules for custom codes:

• Letters, numbers, and dashes only.
• 4-20 characters long.
• Case-insensitive at redemption (spring25 matches SPRING25).

Step 3 — Pick the discount type

Four discount types cover most scenarios:

• % off rental total — percentage discount applied to the rental subtotal. Example: 15% off.
• $ off rental total — flat dollar discount. Example: $50 off.
• Free delivery — removes the delivery fee. Rental subtotal is unaffected.
• Free day — forgives the cost of one rental day. Most commonly used for loyalty ("your 10th rental is on us") and service recovery.

You can only pick one type per code. If you need "10% off AND free delivery," create two codes and turn on the stackable setting (see the Promo code restrictions article).

Step 4 — Set the value

If you chose % off or $ off, enter the amount in the Value field:

• % off: 5 to 100.
• $ off: any positive dollar amount up to your configured maximum discount cap.

For Free delivery and Free day, the value is implicit — no number to enter.

Step 5 — Usage limits

Two limits keep a code from burning more budget than you planned:

• Total usage limit — the maximum number of times the code can be redeemed across all renters. Blank means unlimited. Useful for capping a public sale at, say, 50 redemptions.
• Per-renter limit — the maximum number of times a single renter can use the code. Default is 1. Set to a higher number for frequent-renter loyalty codes.

The counts update in real time as the code is redeemed. When a limit is hit, the code becomes invalid for new redemptions automatically.

Step 6 — Start and end dates

Codes can be scheduled:

• Start date and time — the earliest moment the code is valid. Default is now.
• End date and time — the latest moment the code is valid. Default is no expiration.

Both fields use your business's local timezone. A renter who tries to use the code one minute after the end time gets a clear error.

Scheduling is handy for seasonal sales (run SPRING25 April 1 through April 15 and forget it), flash sales (48 hours only), and holiday campaigns.

Step 7 — Minimum rental value

Set a minimum rental value to require the subtotal reach a floor before the code is valid. Common uses:

• Prevent discount abuse on already-cheap short rentals.
• Reward meaningful spend ("$100 off rentals of $500 or more").

Leave blank for no minimum.

Step 8 — Optional description

Add an internal description so you (or a future team member) remember why this code exists six months from now. Example: "Facebook spring campaign — ran 2026-04-01 through 2026-04-30, 1,000-redemption cap."

The description is internal-only and never shown to renters.

Step 9 — Save

Click Save. The code is live immediately (or at the scheduled start time). You can share it by:

• Pasting it into marketing emails, social posts, and SMS.
• Displaying it on your website (Website Builder has a promo-code banner section).
• Sending it directly to one renter from their profile.

What happens at redemption

When a renter enters the code at checkout, TrailerBase validates:

1. The code exists and is active.
2. Dates match (start, end, blackout).
3. Usage limits not exceeded (total and per-renter).
4. Minimum rental value met.
5. All restrictions (trailer, renter tags, first-booking-only) pass.

A passing validation applies the discount and shows the adjusted total. A failing validation shows a specific error so the renter knows whether to try a different code, adjust dates, or contact you.

Editing and deactivating

Edit any field on a code at any time, even after redemptions. Changes apply to future redemptions only — existing discounts are untouched. To stop a code immediately, toggle Active to off. To delete it entirely, use the three-dot menu — but deleted codes are gone forever, so deactivate first if you might want the usage history later.