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Manage Members

Manage is where you set what members can redeem their points for and keep the member list clean. Use it to add a customer who asks at the counter, fix a wrong phone number, or merge two records for the same person.

Open Member > Manage in the Back Office . Manage needs the Essential plan or a member add-on. See Plans.

Set up rewards

Two cards at the top hold your rewards catalog. Each card lists rewards from the fewest points to the most. Members redeem them in store, when staff apply them on the POS.

Point items and point rewards apply in points mode. In visits mode, the POS doesn’t offer them, and members redeem the visit reward from Settings instead.

Point items

A point item exchanges points for a specific item, such as a free dessert for 20 points. The Point Items card lists each item’s Image, Name, and Pts.

To add a point item:

  1. Click the add button (+) on the Point Items card.
  2. Enter a Name, such as Free Dessert.
  3. Enter the Price in points. It must be 1 or more.
  4. Click Save.

To change an item, click its row. To add a picture, click the image square in its row and upload one. To remove an item, click its delete button and confirm.

How point items work:

  • The member doesn’t pay for the redeemed item.
  • Tax isn’t applied to the redeemed item.
  • You can offer several point items at different point levels.

Point rewards

A point reward exchanges points for a fixed dollar amount off the order, such as $5 off for 50 points. The Point Rewards card lists each reward’s Name, Pts, and Dollar Amount. The POS may still call these vouchers.

To add a point reward:

  1. Click the add button (+) on the Point Rewards card.
  2. Enter a Name, such as $5 Off.
  3. Enter the Points it costs (1 or more) and the Dollar Amount it takes off (at least $0.01).
  4. Click Save.

To change a reward, click its row. To remove it, click its delete button and confirm.

How point rewards work:

  • The reward is applied as part of payment, after tax.
  • The member spends the full points even when the order is smaller than the reward. For example, a $5 reward on a $3.50 order still uses all 50 points.

Choose reward levels

  • Offer one low-point reward so new members reach it quickly.
  • Offer one mid-level reward that takes a few visits.
  • Keep dollar rewards in simple steps, such as $3, $5, and $10, matched to your average order.
  • Use short, clear names so staff can explain each reward.

Find a member

The member list header shows the total number of members. Below it, Loaded {count} members shows how many are on screen. Click Load more to load the next set.

To find one member without scrolling, type a name, email, or phone number in Search members. Each result has its own Activities and Send buttons. Click the member’s name to open their profile.

Read the member list

Each row shows:

  • Created - the date the member joined.
  • Name and Phone.
  • Balance / Lifetime - the current points balance, then the lifetime points earned.
  • In points mode, Orders and Last Order.
  • In visits mode, Visits, Visit Balance (visits toward the next reward), and Last Visit. Visits don’t include orders placed before Selflane began tracking visits.
  • Email and Note.
  • Action - the Activities, Send, and delete buttons.

To export the list, click the PDF or CSV button. The export includes only the members loaded on screen, so click Load more until everyone shows first.

Add or edit a member

  1. Click the add button (+) above the member list to add a member, or click a member’s row to edit them.
  2. Enter First Name, Last Name, and Phone. All three are required, and the phone number must be unique.
  3. Optionally, enter Email, Birthday, Anniversary, and a Note. Birthday and anniversary are a month and day, without a year.
  4. Click Save.

If the member is linked to a Selflane app account, you can’t change their email, or their phone number once one is set. The member changes these in the app.

Birthday and anniversary dates power the birthday and anniversary campaigns.

Review a member’s activity

Click Activities on a member’s row to open Recent Member Activities. Each row shows the Date, Points, Visits, and Type (earn or redeem).

  • Click a row to open the order behind it.
  • In visits mode, Visit +1 marks an order that counted as a visit. Gray rows are orders that didn’t count, such as one placed within the hours between visits or below the minimum spend.
  • Click the PDF or CSV button to export the activity.

Send a promo to one member

  1. Click Send on the member’s row, or in a search result.
  2. In Send Promo, select one of your campaigns.
  3. Click Confirm Send.

If the member has no email address on file, you’ll see Member has no eligible email or SMS channel, and nothing is sent.

Merge duplicate members

When one customer has two member records, merge them:

  1. Select the checkboxes on exactly two rows.
  2. Click Merge Selected below the list.

Their points, visits, and history combine into one member.

Delete a member

Click the delete button on the member’s row and confirm. Members linked to a Selflane app account can’t be deleted.

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