Membership Admin Applet

Purpose and Overview

The Membership Admin Applet is the central control hub for your organization’s membership and loyalty programs. It empowers you to manage member data, define point systems, configure currency conversions, and orchestrate member privileges from a single interface.

In Simple Terms: Think of this applet as your loyalty program’s control panel - like the dashboard of your car. Just as your car dashboard lets you control speed, music, and temperature from one place, this applet lets you control who your members are, what rewards they can earn, and how those rewards work.

Before You Begin

Before diving into the system, take time to make these key business decisions. These choices will shape how your entire loyalty program works:

1. Define Your Point Types (Currencies)

Decision: How many different types of points will you use?

Common Options:

• Single Currency (simplest): One type of point for everything (e.g., “Rewards Points”)
• Dual Currency: Spending points (for rewards) + Status points (for tier upgrades)
• Multiple Currencies: Campaign-specific points, partner points, etc.

Why This Matters: You can’t easily change this later without confusing members. Most businesses start with 1-2 types.

2. Plan Your Member Tiers (Classes)

Decision: What membership levels will you offer?

Examples:

• 3 Tiers: Bronze -> Silver -> Gold
• 4 Tiers: Standard -> Premium -> VIP -> Elite
• No Tiers: Everyone is equal (all members get the same benefits)

Why This Matters: Tiers create aspiration and reward loyalty. But more tiers = more complexity to manage.

3. Decide on Point Expiry Rules

Decision: Do points expire? If so, when?

Common Options:

• No Expiry: Points last forever (easiest for customers, but creates accounting liability)
• Calendar Year: Points expire December 31st each year
• Rolling Expiry: Points expire 12 months after earning
• Mixed: Status points don’t expire, but spending points do

Why This Matters: Expiry drives urgency to redeem, but frustrates customers if poorly communicated.

4. Set Point-to-Money Conversion Rates

Decision: What are your points worth in real money?

Examples:

• 100 Points = $1.00 (common in retail)
• 1,000 Miles = $10.00 (common in travel)
• 50 Points = 1 item (non-monetary rewards)

Why This Matters: This determines your program’s cost. Be realistic about what you can afford.

5. Choose Your Segmentation Strategy (Labels)

Decision: How will you tag members for targeted campaigns?

Examples:

• Demographics: Age Groups, Gender, Location
• Behavior: High Spenders, Frequent Visitors, Dormant
• Preferences: Vegetarian, Pet Owners, Sports Fans

Why This Matters: Labels let you send personalized offers. Plan these before member registration begins.

Who Benefits and Problems Solved

Who Benefits from This Applet?

Marketing Managers:

• Create and manage member labels for targeted campaigns
• Define membership classes and privileges
• Configure point earning and redemption rules

Customer Support & Operations:

• Quick access to member profiles and history
• Ability to perform manual point adjustments
• Manage member suspensions and status

Tenant Administrators:

• Configure system-wide settings and field visibility
• Set up permissions for teams and users

Finance Teams:

• Oversee points-to-money conversion rates
• Audit point transactions and liability
• Generate membership financial reports

What Problems Does This Solve?

The Fragmented Loyalty Data Problem:

Managing a membership program often involves scattered spreadsheets, disconnected systems for points and profiles, and manual calculations.

• Disconnected member data leading to poor customer service
• Inflexible point systems that are hard to change
• Lack of visibility into liability (outstanding points)
• Difficulty in segmenting members for tiers

The Membership Admin Solution:

• Centralized Profile Management - A single source of truth for all member data, accessible via mobile and web.
• Flexible Currency Logic - Support for multiple point currencies and conversion rates.
• Dynamic Tiering - Automated or manual management of Member Classes and Privileges.
• Connected to checkout - Works with POS and Sales Order so members can earn and use points when they shop.
• Audit capabilities - Full visibility into point adjustments and member changes.

Key Features Overview

Quick Start in 5 Minutes

New to this system? Here’s the absolute minimum to get started:

For Admins (First-Time Setup)

Goal: Configure minimum settings and complete one end-to-end test flow.

1. Create one point type: Click PTS CCY Module in the left sidebar -> Click the Create button (add icon, top-left) -> Fill in the form:
   • Membership Point Currency Code: Short code in ALL-CAPS (e.g., LPT)
   • Membership Point Currency Name: Display name (e.g., Loyalty Points)
   • Conversion Rate: Enter 1 -> Click CREATE

2. Set the points-to-money rate: Click PTS to CCY Config in the left sidebar -> Click Create -> Fill in the form:
   • Point Currency: Select the currency you just created (e.g., LPT - Loyalty Points)
   • Conversion Rate: How many points = 1 unit of money (e.g., 100 means 100 points = 1 MYR)
   • Money Currency: Select MYR (or your local currency)
   • Status: Select ACTIVE -> Click SUBMIT

3. Review field settings: Click the Settings icon in the sidebar -> Select Field Settings from the sub-menu -> Review the Details tab with toggle switches for card number configuration -> Click SAVE

4. Create minimum segmentation structure: Add one Member Class (e.g., Regular) and one Member Label (e.g., Newsletter) so teams can test tiering and campaigns immediately.

5. Run a 2-minute smoke test:

   • Create a test member from Member Listing
   • Post +100 points using Add Point Adjustment
   • Post -20 points as a test redemption simulation
   • Confirm both entries appear in Transaction History

6. Done! You can now register real members and run controlled pilot transactions.

For Support Staff (Daily Use)

Goal: Resolve common member requests with a complete audit trail.

1. Find a member: Click Member Listing in the left sidebar -> Use the search bar at the top to search by name, phone, or email -> Click on the member’s row to open their profile

2. Adjust points (if needed): From inside the member’s profile, click the Add Point Adjustment button -> Fill in the form:
   • Transaction Date: Select today’s date using the date picker
   • Branch: Select your branch from the dropdown
   • Point Currency: Select the point type (e.g., LPT - Loyalty Points)
   • Item Code & Name: Click the arrow icon to select an item/reason, or type it directly
   • Point Adjustment: Enter positive to add (e.g., 500) or negative to deduct (e.g., -500)
   • Remarks / Reason: Type a clear explanation (e.g., Goodwill for delayed order #ORD-123) -> Click Save

3. Check transaction history: Scroll down inside the member’s profile to find the Transaction History section.

4. Close the support loop: Confirm the member can see the updated balance (if member app/web is enabled) and record your case/ticket reference in the adjustment remarks.

For Marketing Teams

Goal: Build one campaign-ready segment and export it.

1. Create a tier: Click Member Class in the left sidebar -> Click the Create button -> Enter the class name (e.g., Gold) and configure benefits -> Click SAVE

4. Validate campaign audience quality: Spot-check at least 5 exported records to confirm the right class/labels are included before sending promotions.

Admin Setup Checklist

Setting up a new loyalty program? Complete these steps in order:

• Step 1: Review Before You Begin business decisions (30 mins)
• Step 2: Create point currencies -> Guide
• Step 3: Set up conversion rates -> Guide
• Step 4: Configure registration fields -> Guide
• Step 5: Create member tiers (optional) -> Guide
• Step 6: Create member labels (optional) -> Guide
• Step 7: Set up permissions -> Guide
• Step 8: Test with fake member account -> Guide
• Step 9: Train staff on daily operations
• Step 10: Launch to real customers!

Estimated time: 2-4 hours for basic setup

Key Concepts

Understanding the Membership Framework

To effectively manage the system, you need to understand the core building blocks of membership — including how members relate to each other through referrals and multi-level marketing programs.

The Six Building Blocks Explained

Referrals and Multi-Level Marketing

Some loyalty programs track member invite relationships. The Membership Admin Applet supports two features for this:

Referrals answers two questions: who did this member invite (Invited Members), and who invited this member (Invited By). Each member can have a Referral Code on the Details tab.

Multi-Level Marketing goes further than a single referral link. Select a Program, then view Uplines (members above) and Downlines (members below). Each record shows Level, Invite Method, and Invite Status.

Member Class vs Member Label: When to Use Which?

This is the #1 concept to master - it determines your entire program structure.

Member Classes (Tiers) - Use for long-term status

• Mutually exclusive: A member is Gold OR Silver, never both
• Usually tied to benefits: Gold members get 10% discount, Silver get 5%
• Hard to change: Moving tiers usually requires hitting spending thresholds
• Think: “What VIP level is this customer?”

Member Labels (Tags) - Use for flexible segmentation

• Stackable: A member can be “VIP” AND “Vegetarian” AND “Golfer” simultaneously
• Usually for marketing: Send golf promotions to all “Golfer” label holders
• Easy to add/remove: Apply or remove labels anytime
• Think: “What categories does this customer belong to?”

Real-World Example:

Sarah Chen is a:
- Member Class: GOLD (she's a high-value customer)
- Labels: Vegetarian, Birthday-March, Frequent-Online-Shopper

This means:
-> She gets Gold-tier discount (10% off) on all purchases [from her Class]
-> She receives vegetarian menu promotions [from Vegetarian label]
-> She gets a birthday gift in March [from Birthday-March label]
-> She sees online-exclusive deals [from Frequent-Online-Shopper label]

How Members, Classes, Labels, and Currencies Connect

Here’s a visual map showing how these pieces fit together:

Flow Explanation:

1. Sarah (Member) is assigned to the Gold tier (Member Class)
2. She is tagged with Labels: VIP, Vegetarian, Golfer
3. Her Gold Class gives her tier benefits (discounts, bonus earning rates)
4. Her Labels determine what promotions she receives
5. Referrals show Tom invited Sarah, and Sarah invited Mike and Lisa
6. Multi-Level Marketing shows Sarah’s upline and downline position in Partner Rewards
7. She earns Reward Points (for spending) and Status Miles (for tier qualification)

The “Points Ecosystem”

The system allows for complex point interactions:

1. Earning: Members earn Points through actions (e.g., 1 Point per $1 spent, bonus points for birthdays, etc.)
2. Conversion (optional):

• Points-to-Points: Convert 1,000 Reward Points -> 500 Partner Miles
• Points-to-Money: Redeem 100 Points -> $1.00 off next purchase

3. Expiry: Points can be set to expire based on rules you define (e.g., “Expires December 31” or “Expires 12 months after earning”)
4. Balance Tracking: Members see their current balance in real-time via mobile app or website

Where members earn and spend points (POS and Sales Order)

Membership Admin is where you configure the program. When a member shops through POS General Applet or Sales Order (Internal), they can earn points and use their point balance based on your settings.

What you set up here → what the member gets at checkout

Member pricing vs points — do not mix them up

• Member pricing (Pricebook): Automatic discounts on items for eligible members. This is a lower price on the receipt. It does not use the member’s point balance.
• Earn points: After the member pays and the sale is finalized, points are added to their wallet. You can confirm in Membership Edit → Point Transaction.
• Use points: The member applies their own point balance toward payment using your PTS to CCY rate (for example, 100 points = RM1 off). Points are deducted from the member’s wallet.

Typical member experience at the counter (POS)

1. The member identifies themselves at checkout (membership card, phone number, or app).
2. Items are rung up — member prices apply automatically if configured.
3. The member may choose to use points toward payment; any remainder is paid by cash, card, or other methods.
4. When the sale is Final, new points are earned and the member’s balance updates.

Typical member experience (Sales Order)

1. The member is linked as the Customer / Entity on the order.
2. Line items show member pricing where configured.
3. The member may use points as part of Settlement if your program allows it.
4. When the order is FINAL, points are earned the same way as POS.

Before go-live, confirm

• PTS to CCY Config is ACTIVE if members can pay with points.
• Member Class and Labels match your pricebook rules (for discounts).
• Run a test purchase as a member in POS and Sales Order; verify Point Transaction on the member profile.

For pricebook setup, see Pricebook Configuration. For POS earn and redeem detail, see POS Integration.

Quick Reference Cards

Point Adjustment Quick Reference

When to Use:

• Service failure compensation
• Fixing errors
• Goodwill gestures
• Birthday bonuses

How:

1. Find member in Member Listing
2. Click “Add Point Adjustment”
3. Enter amount (+positive or -negative)
4. Write clear reason
5. Submit

Best Practices:

• Always explain WHY
• Include reference numbers (order #, ticket #)
• Double-check amount
• Never use vague reasons like “adjustment”

Bulk Import Checklist

Before Upload:

• Download CSV template first
• Test with 10 members before full upload
• Set Excel columns to “Text” format
• Verify dates are YYYY-MM-DD format
• Check phone numbers have country codes
• Check for duplicate name + phone combinations
• Save as CSV

Common Errors:

• Duplicate member -> Same name and phone updates the existing record
• Invalid email -> Check for @ and .com
• Wrong date format -> Use YYYY-MM-DD
• Missing required field -> Fill Member Name, Mobile No., IC/Passport, and End Date

Permission Matrix Quick Guide

Most Common Daily Tasks

Task: Check a member’s current details -> Member Listing -> Search -> Click row -> Membership Edit (Details tab)

Task: Add compensation points -> Member Listing -> Find member -> Add Point Adjustment -> Enter amount & reason

Task: Check why points were deducted -> Member Listing -> Click row -> Membership Edit -> Point Transaction tab -> Find transaction

Task: Export members for campaign -> Member Listing -> Apply filters (tier/label) -> Click Export

Task: Create a new promotion label -> Member Label -> Create -> Name it -> Save -> Assign to members

Task: Upload new members in bulk -> Upload Membership -> Download template -> Fill data -> Upload

Member Management

The central directory of your customers and their loyalty data.

Create member

From Member Listing, click + to open Member Create. Complete required fields (your tenant may require phone, IC / Passport, branch, and other details from Field Settings), then click CREATE.

Membership Edit (Member Detail View)

What it is: The member record screen opened from Member Listing.

How to access it:

1. Go to Member Listing
2. Find the member (search by name, phone, or email)
3. Click the member row in the grid

What is explicitly shown in source:

• Screen title: Membership Edit
• Top actions: Back and SAVE
• Tabbed layout with these panel titles:
  • Details
  • E-Invoice (shown conditionally)
  • Member Photos
  • Labels
  • Point Transaction
  • Points Expiry
  • Upload Attachments
  • Referrals
  • MLM (Multi-Level Marketing)
  • Member Suspension

Referrals Tab

Open a member from Member Listing, then select the Referrals tab.

The member’s Referral Code on the Details tab is the code used when linking new sign-ups to this member.

Multi-Level Marketing Tab

Open a member from Member Listing, then select the MLM tab. Select a Program from the dropdown first — Uplines and Downlines appear only after a program is selected.

To add a link, click Create on the Uplines or Downlines listing. This opens Add Upline or Add DownLine. Click a row to open Edit Upline or Edit DownLine.

Member Suspension Tab

Open a member from Member Listing, then select the Member Suspension tab.

The listing shows suspension periods with Start Date, End Date, Duration (in days), Remarks, Created Date, and Created By.

• Click Create to open Create Suspension. Enter Start Date, End Date, Duration (in days), and Remarks, then click SAVE.
• Click a row to open Edit Suspension and update the record.

Scenario: A support officer needs to pause a member’s account while a complaint is reviewed.

1. Open the member in Membership Edit → Member Suspension tab.
2. Click Create.
3. Set Start Date and End Date for the suspension period, add a Remarks note (for example, the case reference), then click SAVE.
4. Confirm the new row appears in the listing with the correct dates and Duration (in days).

Points Expiry Tab

Open a member from Member Listing, then select the Points Expiry tab.

The listing shows Balance Amount, Start Date, End Date, Next Expiry Date Check, Point Currency, and Created Date. Use the search bar to filter records if needed.

• Click a row to open Point Expiry Edit, then click SAVE after reviewing the details.

Scenario: A member asks when their points will expire.

1. Open the member in Membership Edit → Points Expiry tab.
2. Find the row for the relevant Point Currency.
3. Check Next Expiry Date Check and End Date to answer the member.
4. Click the row to open Point Expiry Edit if you need to review the full record.

Details tab includes fields such as:

• Member Name, Card No, Customer Name, Member ID
• Branch, Phone Number, Email, IC / Passport, Date of Birth, Gender
• Card Type, Referral Code, Member Class, Verification Status
• Membership Join/Start/End Date (End Date visibility is permission-gated)
• Remarks and audit fields (Created By / Creation Date / Modified By / Modified Date)

Manual Adjustments

What it is: The ability to add or remove points from a member’s account directly (bypassing the normal earning process).

When to use it:

• Compensating for service failures (“Sorry your order was late - here’s 500 points”)
• Fixing errors (“We accidentally gave you 5,000 points instead of 500 - correction needed”)
• Goodwill gestures (“Welcome back after being away - bonus 200 points”)
• Promotional bonuses (“Happy birthday - 100 bonus points!”)

When NOT to use it:

• Regular purchase earning (should come from POS automatically)
• Promotional campaigns (use bulk operations instead)
• Favoring specific customers without business justification (creates unfairness)

How to Make an Adjustment:

1. Open the member record in Membership Edit (see section above)
2. Click Add Point Adjustment button
3. Fill in the form:
   • Select Currency: Choose which type of points (e.g., “Loyalty Points”)
   • Amount:
     • Enter a positive number to add points (e.g., 500)
     • Enter a negative number to remove points (e.g., -500)
   • Reason/Notes: Type a clear explanation (this is recorded forever for auditing)
   • Reference Number (optional): Link to an order number, ticket ID, or case number if relevant
4. Review your entry carefully (mistakes can upset members!)
5. Click Submit

What happens immediately:

• Member’s balance updates in real-time
• They see the change in their app/account within seconds
• Transaction appears in their history with type “Adjusted”
• Your username and timestamp are recorded
• Email notification can be sent (if enabled in settings)

Best Practices for Adjustments:

Always explain why: Write reasons like “Compensation for delayed order #12345” instead of just “Adjustment”

Be specific: “Goodwill for 30-min wait time on 12/15/2025” is better than “Goodwill”

Get approval for large amounts: If your company policy requires manager approval for adjustments over 1,000 points, follow it

Document everything: If a member calls asking “Why did I lose points?”, the reason field will have the answer

Use reference numbers: Link adjustments to support tickets or order numbers for easy tracking

Double-check amounts: Adding 50,000 instead of 5,000 is a costly mistake

Common Mistakes to Avoid:

• Adjusting the wrong member (always verify name before submitting)
• Forgetting the negative sign when deducting points
• Vague reasons like “error” (what kind of error?)
• Adjusting without checking current balance first

Audit Trail:

Every adjustment creates a permanent record showing:

• Who made the change (your username)
• When it happened (date and time)
• How much changed (amount and currency)
• Why it happened (your reason text)
• What the balance was before and after

Why this matters: If auditors or management ask “Why does this member have so many bonus points?”, you can show the complete trail proving each adjustment was legitimate.

Points Currency Management

The engine that powers how members earn and spend rewards.

Understanding Point Currencies (Multiple “Wallets”)

What it is: A Point Currency is a type of value members can collect, like different types of money in a wallet. Just like you might have dollars and euros in your wallet, members can have different types of points.

Why use multiple currencies?

• Separation of purpose: “Reward Points” for shopping discounts vs. “Status Points” for tier qualification
• Different rules: Shopping points expire annually, but status points never expire
• Partner programs: Your points + airline miles + hotel points all coexist
• Campaign flexibility: Launch temporary “Holiday Bonus Coins” without affecting main program

Common Currency Strategies:

Strategy 1: Single Currency (Simplest)

One type: "Loyalty Points"
- Earned: 1 point per $1 spent
- Redeemed: 100 points = $1 off
- Expiry: December 31st each year
- Best for: Small businesses, straightforward programs

Strategy 2: Dual Currency (Most Common)

Currency 1: "Reward Points" (for spending)
- Earned: 1 point per $1 spent
- Redeemed: 100 points = $1 off
- Expiry: Expires after 12 months

Currency 2: "Status Miles" (for tier upgrades)
- Earned: 1 mile per $10 spent
- Not redeemable: Only counts toward tier status
- Expiry: Never expires
- Example: 10,000 miles = Gold tier, 50,000 miles = Platinum

Best for: Businesses wanting to separate spending rewards from tier progression

Strategy 3: Multiple Currencies (Advanced)

Currency 1: "Shop Coins" (main currency)
Currency 2: "Referral Tokens" (earned by inviting friends)
Currency 3: "Birthday Bonus" (special annual gift)
Currency 4: "Partner Miles" (earned at partner locations)

Best for: Large enterprises, complex ecosystems

Conversion Rules (How Points Become Value)

What it is: The exchange rate that determines what points are worth. Without conversion rules, points are just numbers with no value.

Type 1: Points-to-Money Conversion (Most Common)

What it does: Converts points into real money off purchases.

Example Setup:

Conversion Rule: "Loyalty Points -> MYR"
Rate: 100 points = 1.00 MYR
Valid: January 1 - December 31, 2025

What members see:
"You have 2,500 points = $25.00 in rewards!"

At checkout:
- Purchase total: $50.00
- Redeem 2,000 points: -$20.00
- Final payment: $30.00

Advanced: Tiered Conversion Rates

Regular Members: 100 points = $1.00 (1% value)
Gold Members:    100 points = $1.25 (1.25% value - better deal!)
Platinum:        100 points = $1.50 (1.5% value - best deal!)

This rewards high-tier members with better redemption value.

Time-Limited Promotions:

Normal rate (Always):  100 points = $1.00
Holiday rate (Dec only): 80 points = $1.00   <- Better value!

Use this to drive redemptions during slow periods.

Type 2: Points-to-Points Conversion (For Partner Programs)

What it does: Converts your points into a partner’s points (like converting store points to airline miles).

Example Setup:

Conversion Rule: "Loyalty Points -> Airline Miles"
Rate: 1,000 Loyalty Points = 500 Airline Miles
Valid: All year

Member's choice:
Option A: Redeem 1,000 points for $10 off next purchase
Option B: Convert 1,000 points to 500 airline miles

This gives members flexibility to choose their preferred reward type.

When to use this:

• Partnership agreements with other brands
• Multi-brand loyalty programs
• Giving members more redemption options

How to Set Up Conversions:

For Points-to-Money:

1. Go to PTS to CCY Config
2. Click Create New Conversion
3. Fill in:
   • From Currency: Select your point type (e.g., “Loyalty Points”)
   • To Currency: Select money (e.g., “MYR”, “USD”)
   • Conversion Rate: Enter the ratio (e.g., “100” points = “1.00” money)
   • Valid From/To Dates: Set when this rate applies
   • Member Class Filter (optional): Apply different rates to different tiers
4. Click SAVE

For Points-to-Points:

1. Go to PTS to PTS Config (if enabled in your menu)
2. Click Create New Conversion
3. Fill in:
   • From Currency: Your store points
   • To Currency: Partner points
   • Conversion Rate: Enter the ratio
4. Click SAVE

Testing Conversions:

Before launching, verify your rates make financial sense:

Example Calculation:

If you give 1 point per $1 spent, and 100 points = $1 off...
-> 1% reward rate (customer gets back 1% of spending)
-> For every $10,000 in sales, you give $100 in rewards
-> Is this sustainable for your margins?

If your margin is 30% ($3 profit per $10 sale):
-> $100 reward cost = 33 sales @ $3 profit each
-> You need the member to make 33+ purchases to break even

Pro Tip: Most retail programs use 1-2% reward rates. Airlines use 5-10% because they have high margins on loyalty redemptions (empty seats cost them almost nothing).

Expiry Management (Preventing Liability Buildup)

What it is: Rules that automatically remove old points to prevent members from hoarding forever.

Why expiry matters:

For Business (Accounting):

• Outstanding points = Financial liability (debt on your books)
• If every member redeemed at once, could you afford it?
• Expiry reduces liability by removing unused points

For Members (Psychology):

• Expiry creates urgency: “Use it or lose it!”
• Drives redemption and store visits
• But can frustrate members if poorly communicated

Expiry Strategies:

Option 1: No Expiry (Simplest, Highest Risk)

Points never expire
Pros: Members love it, no confusion
Cons: Liability keeps growing, no urgency to redeem
Best for: New programs, luxury brands (where loyalty matters more than liability)

Option 2: Calendar Year Expiry (Common)

All points expire December 31st each year
Pros: Clean accounting, predictable liability
Cons: Members lose points on fixed date regardless of when earned
Best for: Annual-budget businesses, B2B programs

Option 3: Rolling Expiry (Fairest)

Points expire 12 months after earning date
Example: Points earned Jan 15, 2025 expire Jan 15, 2026
Pros: Fair to members, encourages regular engagement
Cons: Complex to communicate
Best for: Retail, restaurants, recurring-purchase businesses

Option 4: Hybrid (Advanced)

Reward Points: Expire after 12 months (rolling)
Status Points: Never expire
Campaign Points: Expire with campaign end date
Best for: Multi-currency programs

Setting Up Expiry:

1. When creating/editing a Points Currency, find the Expiry Policy section
2. Choose expiry type:
   • “Never expires”
   • “Fixed date” (enter a specific calendar date)
   • “Relative” (enter number of days/months from earning: e.g., “365 days” = 12 months)
3. Set Warning Period (optional): “Notify members 30 days before expiry”
4. Save

What happens automatically:

• System checks expiry daily
• Expired points are removed from member balances
• Members receive advance warnings (if enabled)
• Transactions show “Expired” in history

Currency Settings Reference

When creating a Points Currency, here’s what each setting means:

Configuration & Settings

Fine-tune how the system behaves to match your business rules.

Where to find settings: Click Settings in the sidebar to access all configuration options.

General Settings

What it is: Basic system-wide preferences that apply to everyone.

Key Settings Explained:

Default Selections:

• Purpose: Pre-fill forms to speed up data entry
• Example: If 90% of registrations happen at your Main Street branch, set “Default Branch: Main Street” so staff don’t have to select it every time
• What you can set as default:
  • Default Branch
  • Default Member Class (tier for new sign-ups)
  • Default Currency (if you have multiple)
  • Default Status (Active vs. Pending Review)

Card Type Configuration:

• Purpose: Define if members get physical cards or just digital IDs
• Options:
  • Physical Cards: Members get plastic cards with magnetic strips or barcodes (requires card printer)
  • Virtual Cards: Members get a digital ID card shown in mobile app (no equipment needed)
  • Both: Members can choose physical or digital
• Why it matters: Physical cards cost money to produce; virtual cards are free but require members to have smartphones

Date & Time Format:

• Purpose: Match how your region displays dates
• Examples:
  • US format: 12/31/2025 (MM/DD/YYYY)
  • European format: 31/12/2025 (DD/MM/YYYY)
  • ISO format: 2025-12-31 (YYYY-MM-DD)
• Impact: Affects date displays throughout the system

Field Configuration (Customizing Registration Forms)

What it is: Control which information you collect from members during sign-up.

Why customize this:

• Simplify registration (fewer fields = faster sign-ups)
• Comply with privacy laws (only collect what you legally need)
• Match your business needs (B2B might need company name, B2C doesn’t)

How Field Configuration Works:

Access: Settings > Field Configuration

For each field, you control three things:

1. Visibility (Show or Hide?)

   • Show: Field appears on forms
   • Hide: Field doesn’t exist for users
   • Example: If you don’t need IC Number, hide it

2. Requirement Level (Can it be skipped?)

   • Mandatory: Must be filled before submission (red asterisk appears)
   • Optional: Can be left blank
   • Example: Email usually mandatory (for receipts), gender usually optional

3. Editability (Who can change it?)

   • Member Can Edit: Members can update this themselves
   • Staff Only: Only support staff can change it
   • Read-Only: Nobody can edit after creation (like Member ID)

Standard Fields You Can Configure:

Decision Framework:

Before configuring, ask yourself:

1. Do we legally need this? (Example: Age verification for alcohol sales -> Yes, collect Date of Birth)
2. Will we use this data? (Example: If you never send mail -> No, hide Address fields)
3. Does this speed up or slow down sign-ups? (Each extra field = more friction = fewer sign-ups)
4. Is this sensitive information? (IC Numbers, Date of Birth -> Only collect if necessary; consider privacy laws)

Common Configurations by Business Type:

Retail Store (B2C):

Mandatory: Name, Email, Phone
Optional: Date of Birth, Gender
Hidden: IC Number, Company Name, Address

Online Business (eCommerce):

Mandatory: Name, Email, Phone, Shipping Address
Optional: Date of Birth
Hidden: IC Number, Company Name

B2B Membership Program:

Mandatory: Name, Email, Phone, Company Name, Position/Title
Optional: Address
Hidden: IC Number, Date of Birth, Gender

Loyalty Program Requiring Age Verification:

Mandatory: Name, Email, Phone, Date of Birth, IC Number
Optional: Gender, Address

Custom Status (Beyond Active/Inactive)

What it is: Create additional member statuses beyond the standard “Active” and “Inactive.”

Default Statuses:

• Active: Member can earn and redeem points normally
• Inactive: Member account is suspended (no earning or redeeming)

Why create custom statuses:

• Temporarily suspend members without fully deactivating (e.g., “Under Review” for fraud investigation)
• Track special conditions (e.g., “VIP Review Pending” for potential upgrades)
• Manage probationary periods (e.g., “Trial Member” for first 30 days)

Examples:

• “Pending Verification”: New members awaiting ID verification
• “Payment Overdue”: B2B members with unpaid invoices
• “Cooling Off Period”: Members who requested temporary pause
• “Closed - Voluntary”: Member requested account closure (different from “Closed - Fraud”)

How to create:

1. Go to Settings > Custom Status
2. Click Create New Status
3. Enter Status Name (e.g., “Pending Verification”)
4. Choose behavior:
   • Can Earn Points?: Yes/No
   • Can Redeem Points?: Yes/No
   • Show in App?: Yes (visible to member) / No (internal only)
5. Save

Permission Setup Playbook

What this section covers: How to configure access using the permission screens that are actually wired in this applet source.

Why this matters: If users cannot see features, buttons, or data scope they expect, the fix is usually in permission assignment, client-side permission, or feature visibility.

Permission and visibility screens available in this applet:

• Settings > Permission Wizard
• Settings > Permission Set
• Settings > User Permission
• Settings > Team Permission
• Settings > Role Permission
• Settings > Client-Side Permission
• Settings > Feature Visibility

Step-by-step setup flow:

1. Go to Settings > Permission Wizard.
2. Open the required template, then go to the Targets tab:
   • Select target rows using the grid checkboxes (or turn on Select All).
   • (Optional) tick Auto Create Roles.
   • Click Generate Permission Sets.
3. Go to Settings > Permission Set:
   • Click the + icon button (tooltip: Create).
   • Fill the form.
   • Click SAVE.
4. Assign at one level first (User or Team or Role) to avoid conflicts during rollout:
   • Go to Settings > User Permission (or Team Permission / Role Permission).
   • Click the + icon button (tooltip: Create).
   • Choose the permission set.
   • Click SAVE.
5. Configure UI-gated actions in Settings > Client-Side Permission:
   • Click the + icon button (tooltip: Create).
   • Select Role and Client Side Permission.
   • Click SAVE.
6. Configure Settings > Feature Visibility so users only see allowed menu modules.
7. Validate using a test login from the target group before assigning to production users.

Common permission effects:

Troubleshooting: “I still can’t see or do X”

1. Menu item missing → check Feature Visibility first.
2. Page opens but button or field missing → verify Client-Side Permission and role assignment.
3. Can open page but data scope is too narrow → verify branch or target assignment with your administrator.
4. Permission pages missing in Settings → confirm your tenant exposes the permission menus.
5. Changes not reflected → log out and in, then retest with a clean user session.

Bulk Operations

Import member records or point transactions from CSV files.

Upload Membership

What it is: Import many member records at once from a CSV file.

Download the template:

1. Click Upload Membership in the sidebar to open Member Master Data Listing.
2. Click Create to open Upload Master Data.
3. Click Sample Format to download the CSV template (Member_Master_Data_Template.csv).
4. Open the file in Excel or Google Sheets. Each row is one member — fill in the columns shown in the template header row.
5. Save the file as .csv.

Required fields:

All other columns are optional. If you use Member Class or Label 1–3, enter codes that already exist in the applet (not display names).

Example:

Tips:

• Do not change column order or header names
• Use YYYY-MM-DD for dates
• Test with about 10 rows before uploading a large file

Upload the file:

1. On Upload Master Data, drag and drop your .csv file or click Upload File.
2. Click ADD.

Uploaded files appear in Member Master Data Listing with File Name, Size, Import Format, Status, Uploaded Date, and Uploaded By.

Scenario: You need to register 200 members from a spreadsheet export.

1. Go to Upload Membership → Create.
2. Click Sample Format to download the template, add your member rows, and save as .csv.
3. Upload the file on Upload Master Data and click ADD.
4. Return to Member Master Data Listing and check Status for the uploaded file.

Upload Member Point Transaction

What it is: Import point transactions for many members at once from a CSV file.

Download the template:

1. Click Upload Member Point Transaction in the sidebar to open Membership Point Txn File Listing.
2. Click Create to open Upload Member Point Transaction Import.
3. Under Sample Format, click Member Point Txn to download the CSV template.
4. Open the file in Excel or Google Sheets. Each row is one transaction — fill in the columns shown in the template header row.
5. Save the file as .csv.

Required fields:

Other columns (Company Code, Point Currency, Transaction Type, dates, description, document fields) are optional — use the template or leave blank where not needed.

Example:

If the upload fails, open the file row in the listing and check Error Message for details.

Upload the file:

1. On Upload Member Point Transaction Import, drag and drop your .csv file or click Upload File.
2. Click Submit.

Uploaded files appear in Membership Point Txn File Listing with File Name, File Size, Format, Status, Process Status, Error Message, Created Date, and Updated Date. Click a row to view the file details.

Scenario: Marketing runs an anniversary campaign and needs to credit bonus points to many members.

1. Go to Upload Member Point Transaction → Create.
2. Under Sample Format, click Member Point Txn to download the template, add one row per member transaction, and save as .csv.
3. Upload the file and click Submit.
4. Check Membership Point Txn File Listing for Status and Process Status. If Error Message is shown, open the file row to review the details.

Reporting and Data Export

Member List Export:

• Go to Member Listing
• Apply filters (e.g., “Gold tier only”, “Joined last 30 days”)
• Click Export
• Choose format: CSV or Excel
• File downloads with all filtered member data

Transaction History Export:

• Go to any member’s profile or Membership Report
• Select date range (e.g., “Last month”)
• Click Export Transactions
• Get detailed report of all point movements

Analytics Reports:

• Go to Membership Report
• Choose report type:
  • Member Demographics (age, gender distribution)
  • Point Liability Report (total outstanding points)
  • Tier Distribution (how many in each class)
  • Redemption Rate (% of members actively redeeming)
  • Inactive Members (haven’t transacted in 90 days)
• Set date range and filters
• Click Generate & Export

FAQ

Q: Can I support multiple types of points?

A: Yes. You can create multiple currencies (e.g., Loyalty Points, Store Credit, Status Miles) and manage each one with its own expiry and conversion rules.

Q: How do I bulk import members from an old system?

A: Use Upload Membership:

1. Download the CSV template
2. Fill required fields in the same column order
3. Upload the file and review validation results
4. Fix failed rows and re-upload only those rows

Tip: Test with 10 records first before uploading a large file.

Q: My bulk upload failed. What should I do first?

A: Start with the validation report and fix errors in this order:

1. Duplicate Member ID
2. Missing required fields
3. Invalid date/email formats
4. Unknown class/label/currency values

Then re-upload only corrected rows so you do not create duplicates.

Q: Can I set points to expire automatically?

A: Yes. In Points Currency settings, choose an expiry mode:

• Never expires - points are permanent
• Calendar year - all points expire on a fixed date
• Rolling expiry - points expire after a period (e.g., 12 months)
• Custom date - campaign or policy-specific date

The system processes expiry automatically and can notify members before expiry when enabled.

Q: A member says points are missing after checkout. How do I troubleshoot?

A: Use this quick checklist:

1. Confirm the POS transaction completed successfully
2. Verify the correct member ID/phone was used
3. Check Transaction History for delayed sync entries
4. Confirm the earning rule and member class were active at transaction time
5. If still missing, create a documented manual adjustment and escalate integration logs to IT

Q: I adjusted the wrong member by mistake. How do I reverse it safely?

A: Create a reversal adjustment immediately:

1. Open the incorrect member profile and post the exact opposite value
2. Add a clear remark: Reversal for mistaken adjustment ref #...
3. Apply the intended adjustment to the correct member
4. Record both transaction references in your support ticket

Do not edit or delete historical transactions; always reverse with an equal opposite entry.

Q: Why can a member have balance but still cannot redeem?

A: Common causes are:

• Currency is not marked redeemable
• Conversion rule is inactive or outside validity dates
• Member status blocks redemption (e.g., suspended)
• Tier/class rule restricts redemption type
• Balance is in a different currency than the redemption channel expects

Q: What’s the difference between Member Privilege in the menu and Member Class in this guide?

A: They refer to the same feature. The menu label is Member Privilege, while this guide uses Member Class for clarity.

Q: How does this integrate with POS?

A: You configure points and conversion rates in this applet. When a member shops at POS:

1. The member identifies at checkout (card, phone, or app).
2. Member pricing applies if configured.
3. The member may use their points toward payment.
4. When the sale is completed, the member earns new points on the purchase.
5. The updated balance appears in Membership Edit → Point Transaction (and in the member app if enabled).

See Where members earn and spend points (POS and Sales Order) for the full flow.

Q: Can I test changes without affecting real members?

A: Yes. Use a test member set and a test branch/profile:

1. Create test members (e.g., test+loyalty01@yourcompany.com)
2. Run earn, redeem, expiry, and adjustment scenarios
3. Validate reports and exports
4. Promote settings only after test sign-off

Q: What happens if I change a conversion rate from 100:1 to 200:1?

A: Redemptions use the rate active at redemption time (based on rule validity dates). Existing transaction history remains unchanged.

Q: Do members see changes immediately?

A: Most operational changes are immediate (adjustments, labels, tier moves). Some UI areas may require app refresh or re-login, especially after configuration updates.

Q: Can members transfer points to each other?

A: Only if transferability is enabled on that currency. Most organizations keep it disabled to reduce fraud risk.

Q: How do I identify manual adjustments during audit?

A: Filter transaction history by type = Adjusted and export with fields for user, timestamp, reason, and reference number.