Loyalty

Where

Contacts → Loyalty Accounts

Plan

All plans

Permission

Organization → Customer

Loyalty works at the till, on every plan. The rules live in Settings rather than on a screen of their own, and a few pieces are missing — all set out below.

How to turn loyalty on and set the rules

There is no loyalty program screen. The settings are real, but you reach them through the general settings editor.

1. Go to Settings → Business → Workspace settings.
2. Type loyalty into Search settings.
3. Expand the Loyalty group and set what you need:

Setting	Default	What it means
Enabled	On	Whether points are earned and spent at all
Earn Rate	1	Points per 1.00 of spend
Earn Excludes Tax	On	Earn on the amount before tax
Point Value	0.01	What one point is worth when spent
Points Expiry Months	12	Months before points expire — 0 means never
Tier Multiplier Bronze / Silver / Gold / Platinum	1 / 1.25 / 1.5 / 2	Earn multiplier per tier

Changes save themselves. For a per-branch rule, open the branch’s scoped settings instead.

These rows have no explanations

Unlike the tax settings, the loyalty rows have no help text, no units and no examples — just the tidied-up name. The table above is the explanation.

Two of the settings appear to do nothing

Redeem Min Points and Redeem Max Percent are stored and read, but I could find nothing that enforces either. Do not rely on them to stop a customer paying for an entire purchase with points.

How a customer joins

Automatically. An account is created at Bronze, with zero points, on their first points-earning sale. You do not have to do anything.

To set someone up in advance:

1. Go to Contacts → Loyalty Accounts and click Add Account.
2. Pick the Customer and the Tier.
3. Optionally enter opening Points, Lifetime Points and a Tier Review Date.
4. Save.

How points are earned

When the sale posts. Points are the sale total — less tax, if you set it that way — times your earn rate, times their tier multiplier.

For sales that complete later, points land at the right moment: pickup later earns at handover, layaway at the final instalment, backorder when fulfilled.

A sale with no customer earns nothing.

Once a customer is attached at the till the cashier sees a badge: “Earns 120 pts · Balance 1,340 pts · Gold”.

Returns do not take points back

A customer can buy, earn the points, return the goods for a full refund, and keep the points. Nothing reverses them and nothing warns the cashier.

If that matters to you, deduct them by hand with an Adjust transaction.

How a customer spends points at the till

1. Ring up the items.
2. Attach the customer. Without one there is no loyalty at all.
3. Wait for the loyalty badge to appear — it means the balance has come back from the server.
4. Add a payment row and set the Method to Loyalty points. (In the quick-retail layout, tap Gift card · Voucher · Points instead.)
5. You will see Available 1,340 pts. Type into Points to redeem and the amount fills itself in.
6. Take the rest on cash or card and complete the sale.

The oldest points are always used first.

Loyalty needs a connection

The whole loyalty display comes from the server. Offline, the badge disappears and Loyalty points is not offered as a payment method — the customer cannot spend points until you are back online.

How points expire

Automatically, by a job that runs every night. Points expire the number of months after they were earned that you set in Points Expiry Months, oldest first. Set it to 0 for points that never expire.

There is no report of points about to expire and no warning to the customer — the only sign is a red Expire row in their ledger.

How to see and adjust a balance

Contacts → Loyalty Accounts lists everyone with their tier and points.

That list is add and delete only

The rows are not clickable — there is no drill-in and no adjust from this screen. It has no search box either, and shows the first hundred accounts.

To do anything useful, go through the customer:

1. Go to Contacts → Customers and open the customer.
2. Open the Loyalty tab. You get their points, lifetime points, tier, and the full ledger — Earn in green, Redeem in amber, Expire in red.
3. Click Add Transaction.
4. Set the Transaction Type to Adjust, type the Points — negative to take them away — and add a Reference and Notes.
5. Save.

The ledger and adjustments are online only.

Tiers

The tiers are fixed: Bronze, Silver, Gold and Platinum. A tier changes only how fast that customer earns.

Nobody is promoted automatically, and a tier cannot be changed

There are no tier thresholds and no promotion job. Every account starts at Bronze and stays there until a person changes it.

But there is no edit screen for a loyalty account — the list offers only Add and Delete. The server supports changing a tier; no screen reaches it.

So to move a customer to Gold today you must delete their loyalty account and create it again with the tier set and the points re-typed — which throws away their ledger history.

If tiers matter to your scheme, set each customer’s tier when you create their account, and plan around not being able to change it.

The Tier Review Date is stored and displayed, and nothing reads it.

Related

• The customer record
• Selling at the till
• Gift cards, vouchers and coupons