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Loyalty Program Management Guide

This guide provides an overview of how to set up, manage, and track loyalty programs efficiently. It includes key instructions for adding a program, handling transactions, redeeming rewards, and running reports.

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.

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.

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.

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.

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.

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.

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.

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.