Loyalty Program Management Guide

1. Setting Up a Loyalty Program

A loyalty program consists of rules that define membership benefits, currency, expiration periods, and payment plans.

Steps to Add a Loyalty Program

1. Navigate to the Administration Panel https://programs.shortcutssoftware.com/console
2. Select the “Programs” option.
3. Click “Add Program” (or edit an existing one).
4. Enter program details, including:
   • Program Code (unique identifier)
   • Membership Expiry (e.g., after a set number of months)
   • Points Accrual Rules (how members earn points)
   • Upgrade Rules (if applicable)
   • Redemption Criteria (conversion rates, expiration, one-time use, etc.)
5. Save the program.

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2. Configuring Email Notifications

Automatic emails can be sent to members for:

• Sign-up confirmations
• Monthly loyalty statements
• Tier upgrades
• Reward eligibility notifications

How to Set Up Notifications

1. Go to the Email Notification Settings.
2. Add a new notification and select the type.
3. Customize the email content using placeholders for personalization.
4. Test the email before activation.
5. Enable the notification.

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3. Point of Sale (POS) Integration

To process loyalty transactions at the POS, ensure proper setup.

Key POS Configurations

• Set up loyalty-related sundry items (e.g., activation and change fees).
• Enable the loyalty/gift card payment type in settings.

Adding a Client to a Loyalty Program

1. Open Point of Sale and select the client.
2. Click on the transaction line and assign an employee.
3. Select “Member” > “Program Activation”.
4. Confirm and process the transaction.

Processing Loyalty Payments

• For program changes: Select "Program Change" at checkout.
• For upgrades requiring payment: Process the transaction as per the setup.

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4. Redeeming Loyalty Rewards

Loyalty rewards can be redeemed directly at the POS.

Redemption Process

1. Add products/services to the transaction.
2. Select the loyalty/gift card payment option.
3. Choose the applicable loyalty program.
4. Confirm and finalize the redemption.

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5. Viewing Loyalty Balances

Loyalty balances can be checked via:

• Client Card
• POS System
• Programs Console

How to View a Member’s Balance

1. Navigate to Client Management.
2. Search for the client’s name or loyalty number.
3. Click “Balance” to view details.

Checking Balance at POS

1. Click “No Sale” > “Balance Enquiry”.
2. The current loyalty balance will be displayed.

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6. Managing Loyalty Subscriptions

Admins can manually adjust or update loyalty details.

Available Actions

• Redeem points manually (for missed redemptions).
• Refund loyalty payments when necessary.
• Adjust point balances for members.
• Upgrade member tiers based on custom rules.

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7. Reporting & Analytics

Shortcuts Program Management offers various reports to track program performance.

Key Reports

• Top Spending Members – Identifies the highest-spending loyalty customers.
• Loyalty Points Conversion – Displays points converted to rewards over a period.
• Transaction History – Shows activations, redemptions, refunds, etc.
• New Signups – Lists newly joined members.
• Expiring Memberships – Alerts admins of upcoming expirations.

Running a Report

1. Select the desired report type.
2. Enter parameters (date range, program, etc.).
3. Run the report and export results as needed.

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Final Notes

• Ensure all settings align with business needs before activating a program.
• Regularly monitor loyalty reports for performance insights.
• Utilize automated email notifications to enhance customer engagement.

For further assistance, refer to the Shortcuts  support team.