Flexible Recall Periods

What are Flexible Recall Periods?

Advertisers are able to set a Flexible Recall Period, which means transactions will stay in ‘Delayed’ status until the ‘Lock Date’ is reached. This flexible Lock Date functionality means the validation of transactions can be accurately managed and automated.

This flexible Lock Date functionality allows for accurate, automated validation of transactions based on real-world events specific to your business.

A key example is with Travel brands, so the Lock Date can be set based on the ‘checkout date’ (custom date) of the booking, so they do not need to validate transactions until the customer has checked out of their travel booking.

This approach is ideal for any advertiser whose transactions require confirmation after a certain milestone or event. For example:

• Travel & Hospitality: Set the Lock Date based on the customer’s actual checkout date, ensuring only completed stays are confirmed.

• Retail & E-commerce: Perfect for products with longer or fixed delivery times, such as furniture or made-to-order items, where confirmation should occur after delivery is complete.

• Events & Ticketing: Confirm transactions only after the event date has passed, reducing the risk of cancellations or changes.

• Subscription Services: Use the Lock Date to validate transactions after the first billing cycle or service activation.

The transactions tracked via this setting will remain in Delayed status until the lock date, where they will then be Confirmed.

Setting Up Flexible Recall Periods

Part 1 - Tracking Configuration

To be able to use Flexible Recall Periods, you will need to include a checkout date in your Webgains tracking. Please speak to your Webgains Contact/Account Manager for support with setting this up correctly.

To do this, you will need to add a key:”value” pair to the customData object in the Webgains conversion script. Be sure to keep a record of the key used, as this will need to match exactly what is then added in the Webgains platform.

The date format must follow the following: "YYYY-MM-DD".

Example:

customData: { "checkout_date": "2025-10-09" },

Example in the complete conversion tracking script:

var programid = '654321';
(function(src) {
    var o = 'ITCVRQ';
    window[o] = window[o] || function() {(window[o].q = window[o].q || []).push(arguments)};
    window[o].l = 1 * new Date();
    var s = document.createElement('script');
    var f = document.getElementsByTagName('script')[0];
    s.async = 1; s.src = src; f.parentNode.insertBefore(s, f);
})('https://analytics.webgains.io/' + programid + '/main.min.js');

ITCVRQ('set', 'trk.programId', programid);
ITCVRQ('set', 'cvr', {
    value: '350.00', 
    currency: 'GBP',
    language: 'en_EN',
    eventId: '',
    orderReference: 'BOOKING12345',
    customData: { "checkout_date": "2025-10-09" },
    items: [
        {
            name: 'Deluxe King Room',
            price: '200.00',
            code: 'ROOM1234',
            voucher: 'SUMMER10',
            event: '',
            customData: { "hotel": "Grand Beach Resort", "roomType": "Deluxe King" }
        },
        {
            name: 'Standard Twin Room',
            price: '150.00',
            code: 'ROOM5678',
            voucher: '',
            event: '',
            customData: { "hotel": "Grand Beach Resort", "roomType": "Standard Twin" }
        }
    ],
    customerType: 'New',
    customerId: 'GUEST789',
    voucherId: 'SUMMER10',
    location: document.location.href
});
ITCVRQ('conversion');

For setting this up within your tracking, please contact your Webgains Contact/Account Manager for support.

Part 2 - Setting it in the Platform

To set it in the Platform, this will need to be done by Webgains, so please ensure you have spoken to your Account Manager/Webgains Contact to get this set up properly.

The Flexible Recall Period can be set within Program Settings > Technical > Flexible Recall Period.

Within the platform you will see:

1. Enable flexible recall (Y/N)

   1. If ‘No’, the recall period will be as per the program default recall period.

2. Tracking variable name

   • This field is configurable by Webgains only, and needs to match what is sent within the ‘custom date’ in the conversion script (see Part 1).

3. Recall Settings

   1. Recall period

   2. Processing day of month

We have 2 options to set the flexible recall period: Recall Period (Lock date buffer) or Processing day of the month (Scheduled lock day).

Option 1 - Recall Period

Lock date buffer

If this option is selected, a buffer of X days will be added for after the custom checkout date sent within the transaction. After this buffer period has passed, the transaction will be locked (no longer within the recall period and able to edit).

Option 2 - Processing Day of the Month

Scheduled lock day

If this option is selected, the transaction will lock on the set specific day of the [following] month. This is from month days 1-28.

Key Notes:

• the custom_field_name in the custom_variables MUST match with the one defined in the Platform field

• If the custom variable is not found or the format is not correct, the lock_date will be calculated based on the default event recall period for the Program