Openloyalty User Guide

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WELCOME TO THE OPEN LOYALTY
PLATFORM!
Congratulations on your new Loyalty Platform. This manual is intended to help you get
the most out of your Loyalty program in your day-to-day use.
This guide answers the “why, where, and how” questions that most users have when learning
to use Open Loyalty platform. You’ll find lots of step-by-step instructions, screenshots and
examples.
Revel Systems offers businesses the ability to customize their loyalty and rewards programs.
This feature gives businesses the power to create engaging programs that generate customer
loyalty and increase sales. Through this Platform, you can easily manage the rewards and
loyalty points to be provided to your customers. Thereafter, the customers can earn or
redeem the points as per the rules defined by you.

Open Loyalty Platform

GETTING STARTED
This section of the guide introduces your Loyalty Platform Admin, and walks you through
the basic configuration settings. You’ll get an overview of the resources that are available to
you as an Admin of the Open Loyalty and how to log into your Admin account. Finally, you’ll
learn the concepts of loyalty platform and configuration scope, and establish best practices
for project standards and requirements.

WELCOME
OPEN LOYALTY ADMIN

Admin Sidebar
Admin Workspace
Dashboard
Grid Controls
Actions Controls
OPEN LOYALTY SETTINGS

Configuration
Level downgrade settings
Template
Customer earning and spending statuses
Account activation method
Marketing Automation Tool
Identification factors
Webhooks
Users
Locked users
Translations
Create new translations
Updating translations
Emails
Customizing Email templates
System logs
Search Logs by date range
Search/Filter Logs

CHAPTER 1:

WELCOME
An Open Loyalty is technology for loyalty solutions. It's a loyalty platform in open source,
with ready-to-use gamification and loyalty features, easy to set up and customize, ready to
work on-line and off-line. Open Loyalty is an open source solution that can be
easily integrate with eCommerce or can be used as a standalone solution.
There is variety of applications for Open Loyalty. Based on it you can build loyalty solutions
like: loyalty modules for eCommerce, full loyalty programs for off-line and on-line,
motivational programs for sales department or customer care programs with mobile
application.

POS COCKPIT
Use the POS Cockpit and run your loyalty app in
your off-line stores

ADMIN COCKPIT
Use the Admin Cockpit to manage your loyalty
application

CLIENT COCKPIT
Use the Client Cockpit and create a dedicated
web portal for your customers

E-COMMERCE COCKPIT
New additional loyalty and gamification features
as a seamless part of your webshop

API & CONNECTORS
Connect Open Loyalty to eCommerce platforms,
ERP systems, mobile applications, or any
external system

CHAPTER 2:

OPEN LOYALTY ADMIN
Your store Admin is the password-protected back office where you can set up points rule,
reward campaigns, manage customers, and perform other administrative tasks. All basic
configuration tasks and loyalty campaign management operations are performed from the
Admin.
Your initial sign-in credentials were set up during the Open Loyalty installation. If you forget
your password, a temporary password can be sent to the email address that is associated
with the account

Admin Sidebar and Dashboard

Admin Sign In
The first thing you will learn is how to sign in and out of the Admin, and to reset your
password. All of the instructions in the rest of this guide are written for a user with full
administrative privileges, and begin with the assumption that you are logged in to the
Admin.

Admin Sign In

To sign in to the Admin:
1. In the address bar of your browser, enter the URL that was specified during the
installation, followed by the base URL of your store’s Admin.
The default Admin URLs look something like this:
http://www.domain.com/admin

You can bookmark the page or save a shortcut on your desktop for easy access.
2. Enter your Admin Login and Password
3. If you want to log in automatically every time you open the website without needing to
enter your login and password mark Keep me logged in checkbox.
4. Tap Sign in

To reset your password:
1. If you forget your password, click the Forgot password? Link

Forgot Password

2. Enter the Email Address that is associated with the Admin account
3. Tap Recover Password
If an account is associated with the email address, an email with recovery password will
be sent to reset your password.
Your Admin password must be eight or more characters long, and contains at least
one upper case letters, one numeric character and one special character

To sign out of the Admin:
In the upper-right corner, tab the Account (

) icon. Then on the menu, choose Logout.

Logout

When you logout, the Sign-In page returns.

Your Admin Account
Your Admin account was initially set up during the installation. You can personalize your
user name and password, and update your first and last name, and email address and
phone number at any time.

To edit your account information:
1. In the upper-right corner, tab the Account (
your account

) icon. Then on the menu, choose Edit

2. Make any necessary changes to your profile information. If you change your password,
make sure to write it down.
3. When complete, tap

Save

Admin Profile Information

Acceptable Phone Numbers format:

•

+ “country code” “local number” e.g. +48123456789

•

“country code” “local number” e.g. 48123456789

•

only “local number” e.g. 123456789

Admin Sidebar
The sidebar on the left is the main menu for your Loyalty Platform Admin, and is designed
for both desktop and mobile devices. The menu provides access to all the tools you need to
manage your loyalty programs on a daily basis.

Dashboard
The Dashboard provides a quick overview
of the customers activity in your loyalty
programs, and is usually the first page that
appears when you log in to the Admin

Customers
The Customers menu is where you can
manage customer registered in your
loyalty programs, and see referred
customers list

Levels
The levels menu is where you manage and
define Customer levels with discounts and
rewards.

Points Transfers
The Points Transfer menu includes tools to
controls everything related to your points
transfer operation

Transactions
The Transaction menu provides an
overview of all data on offline and online
transactions registered on customers

Earning Rules
The Earning Rules menu is where you set
up rules for earning points based on
transactions and behavior of Customers

POS
The POS menu controls data related to
your online and offline stores including
localization and customers transaction
values that were processed in POS.

Merchants
The Merchants menu is where you can
manage merchants and assigned them to
particular POS.

Segments
The Segments menu is where you create
customer segments based on customer
transactions or behavior

Reward Campaigns
The Reward Campaign menu is where you
manage rewards available in your loyalty
application, decide who can redeem
rewards, and when

Admin Workspace
The Admin workspace provides access to all the tools, data, and content that you need to
run your loyalty platform. The main pages have a grid that lists the data for the section,
with a set of tools to search, sort, filter, select, and apply actions.

Admin Workspace

Workspace Controls

CONTROL

DESCRIPTION

Search / Filter

The filters in the header of each column can be used to limit the list to
specific values. You can simply type the value you want to find and press
Enter

Sort

The header of each column can be used to sort the list in ascending or
descending order

Paginate

The pagination controls are used to view the additional pages of results

Actions

The Actions control applies an operation to selected record

Dashboard
The dashboard is the default startup page for the Admin – the first page that appears when
you log in to the Admin. Dashboard gives an overview of the customers activity in your
loyalty programs.
The blocks at the top of the page provide a snapshot of:
• Number of all spent points
• Number of all customer accounts
• Total amount of all registered transaction
• Number of all registered transactions

Blocks below, show some factors describing current state of referral program:
• Number of all invitations send by customers
• Number of all customers that register an account from invitation link
• Number of all customers that make purchase after register an account from
invitation link

The chart shows the number of new customer accounts in time line. You can view the
amount of member by hover your mouse over any day.

The tabs at the bottom provide quick overview of your Customer Levels list, associated to
various benefits such as discounted fees and credentials for customer to reach this value.
To learn more about customer Levels, see Levels

Dashboard
12

Grid Controls
Admin pages that manage data display a collection of records in a grid. The controls at the
top of each column can be used to sort the data. The current sort order is indicated by an
ascending or descending arrow in the column header. The Action column lists operations
that can be applied to an individual record.

Customer Grid

To sort the list:
1. Tap any column header. The arrow indicates the current order as either ascending or
descending.
2. Use the pagination controls to view additional pages in the collection.

To paginate the list:
1. Tap Next and Previous to page through the list, or click a specific Page Number.

Pagination options

To search the list:
1. In the selected column in the field under column header type the value you want to find
13

• To find a close match, enter the few letters/signs of what you want to find
• To find an exact match, enter the exact word/number you want to find.
2. You can put as many values under different columns headers as needed to describe the
conditions that must be met for the search result. Search values from each column
create an AND Condition rule. It means that in search results only records matching all
entered values are displayed.

Customer search controls

Actions Controls
When working with a collection of records in the grid, you can use the Actions control to
apply an operation to the records. The Actions control lists each operation that is available
for the specific type of data. For example, for Customer records, you can use the Actions
control to edit basic information of selected customer, view the customer account form, or
to deactivate record without possibility to activate them again.

Applying an Action to selected record

Actions by Grid
MENU

LIST

ACTIONS

All Customers

Edit customer
View Customer Account details
Deactivate/Activate customer
Unlink manually assigned level - optional

All Levels

Edit level
Export customers to CSV

All points transfers

View Points transfer details
Cancel transfer

All transactions

Edit transaction labels
View Transaction details

All earning rules

View earning rule details
Edit earning rule

All POS

Edit POS

CUSTOMERS

LEVELS

POINTS TRANSFER

TRANSACTIONS

EARNING RULE

POS

MERCHANTS
15

All merchants

Remove merchant account
Edit Merchant

All segments

Delete selected segment
Edit segment
Export customers to CSV

All reward campaigns

Edit reward campaign
View campaign details
Buy reward campaign for client

All campaign categories

Edit campaign category

SEGMENTS

REWARD CAMPAIGNS

CHAPTER 3:

OPEN LOYALTY SETTINGS
The high level settings for the Admin management of your Loyalty Platform includes five
areas that can be configured to enable and customize your activity.

•

Configuration - basic settings of loyalty platforms elements including loyalty
programs behavior

•

Users - detailed information about Open Loyalty users and theirs account settings

•

Translations - available languages list with the editing possibility

•

Emails - events list that send email from Open Loyalty system and theirs preview.

•

System logs - informational, error and warning events list related to the Open
Loyalty system

Open Loyalty Settings

Configuration
The Configuration section determines loyalty program and points details, customer earning
and spending statuses, account activation, identification factors of matching transaction
with customer and other settings that are used throughout the Open Loyalty system.

Open Loyalty Settings
18

To configure Open Loyalty:
1. In the upper-right corner, tab the Settings (
Configuration

) icon. Then on the menu, choose

2. In the Settings section, do the following:
a.

In the Currency list, select the currency to be used for online and offline
transaction, to one of the following:
•

EUR

•

HKD

•

PLN

•

USD

Select your Timezone from the list. Time zone is used for date time calculation

Enter the Program name that you want to use in all communications

If applicable, enter the URLs to the following:

Program URL

URL to page with Loyalty Program description

Conditions URL

URL to page with Loyalty Program Terms & Conditions description

FAQ URL

URL to page with Loyalty Program FAQ page

If applicable, in Conditions File (PDF) field you can upload Loyalty Program Terms
& Conditions document in .pdf. After uploading and saving settings a link where file
is available appears

Conditions file uploaded

Document will be attached as a link in the Welcome system e-mails footer. For
more information please see system Emails
f.

In Points singular and Points plural, type a unit label of scoring in singular and
plural, that you want to appear. For example: Point, Points

Set Help e-mail, where customer can write to find help and support for you Loyalty
Program.

Mark the All time active checkbox, if you want the points accumulated by the
participants of your loyalty program don’t expire.

Points will expire after field is available and required only when All time active
checkbox is unselected. Points will expire after provided number of days from date

of adding Points transfer.

Mark the Points are never locked checkbox, if you want assign points to Active
points pool and recalculate customer level instantly when his transaction will be
registered in Open Loyalty.

Points will be locked for field is available and required only when Points are
never locked is unselected. Points will be locked for provided number of days from
date of transaction registration. After passing selected locked time points
automatically will get active and customer level will be recalculated.

Locked points options

Date until points will be locked and amount of locked points is displaying in
Customer profile details from the Admin and for customers via Client Cockpit

If you marked Returns checkbox, then after Return process completed amount of
points earned for returned transaction will be subtracted.

m. If you want to get a webhook notification about the customer earned points
expiration you can define in Days before expiring points to notify user field
number of days when notification will be sent. For proper operation, it is necessary
to activate the webhook and provide the URL address to which the information will
be sent (more in Webhook section)

Webhook notification option – points expiration

For example, when you enter 10, it means that every day Open Loyalty will be
checking if there is any customer who have points which will expire in 10 days. If
yes webhook event will be sent (on the URL address provided by you in Webhooks
section) with information about: customer, sum of his points which will expire in 10
days and points expiration date.
n.

If you want to get a webhook notification about the customer coupon expiration
you can define in Days before expiring coupons to notify user field number of
days when notification will be sent. For proper operation, it is necessary to activate
the webhook and provide the URL address to which the information will be sent
(more in Webhook section)

Webhook notification option – coupons expiration

For example, when you enter 10, it means that every day Open Loyalty will be
checking if there is any coupon which will expire in 10 days. If yes webhook event
will be sent (on the URL address provided by you in Webhooks section) with
information about: customer, coupon code which will expire in 10 days, expiration
date and coupon status (status is calculated based on days inactive and days valid
defined during reward campaign creation).

Set the Levels will be calculated with field to one of the following:
Points

current level assignment will be calculated on the basis of sum of
points earned from transactions (with use of earning rules)

Transactions

current level assignment will be calculated on the basis of the
summary value of all transactions

When Points is selected additional section appears below. Please see Level
downgrade settings to learn how to configure reset points after selected time
period and level expiration.
p.

When Delivery costs checkbox is selected then delivery cost will not be included in
order value used for earned points calculation.

Excluded SKUs of delivery cost field is available and required only when Delivery
costs checkbox is selected. SKU's provided in this field will be excluded from
calculation of earned points.

In the SKUs excluded from levels enter SKUs that will not be included in order
value used for earned points calculation.

3. When complete, tap

Save

Level downgrade settings
Section appears only when Levels will be calculated with points option is chosen and
allows to specify if and when customer level should be recalculated. Here you also
determine whether level recalculation should be combined wait a customer points reset
and define when and which points should be expired.

To configure level downgrade options:
1. In the upper-right corner, tab the Settings (
Configuration

) icon. Then on the menu, choose

2. Scroll down to Level downgrade settings section
3. Set the Mode option to one of the following:

Mode options

None

Customer level doesn’t decrease and his accumulated points are not
reset.
No additional settings to configure here.

Automatic

Default Open Loyalty logic. The only scenarios when customer can return
to previous level is when transaction (order), which caused this
promotion, will be returned or his level will be changed manually by
Admin. More about levels here. His accumulated points are not reset –
Loyalty points pool based on Points transfers.
No additional settings to configure here

Every x number
of days

Customer level will be recalculated every provided number of days based
on accumulated points counting from registration date/last downgrade
date or last level change.
If at the end of specified period (registration date/last downgrade
date/last level change + number of days every which customer level is recalculated) customer won't reach enough points to stay at the same level,
a customer will be relegated to whichever level his points determine.

4. To set up level expiration after selected time period choose Every x number of days
and do the following:

Level expiration settings

a. In Downgrade every field define after how many days since registration date or last
downgrade date (in next period) level will be recalculated. For example, provide 365
to recalculate level every year.
b. In Downgrade based on field choose which points should be used to level
recalculation after defined X number of days:

Level downgrade points pool options

Active points

Earned points
within last X days

Calculate a customer current level based on only his active points pool

Calculate a customer current level based on his earned points since last
level recalculation date (registration date/las level recalulaction). It sums
up added (Active) points. Used points won't affect on earned points.
Locked points are also excluded from earned points and will be added after unlocking them.
Currently earned points from last downgrade date are displaying in Customer Loyalty points balance as a Total points earned since last level
recalculation. At the of every defined period amount of collected within
points is reset.

Earned points
since last level
change

Calculate a customer current level based on his earned points since last
level change date (base on his activity within loyalty program). For example, after registration customer is assigned to the basic level and from

the registration date, days till level recalculation is counted. If in the middle time, customer will earn points that implicate promotion to the next
level days are counted from the beginning starting from the date of promotion
Currently earned points from last change are displaying in Customer
Loyalty points balance as a Total points earned since last level recalculation. At the of every defined period amount of collected within
points is reset

Reset points checkbox appears only when Active points are selected. When you mark it,
Open Loyalty resets all Active and Locked points and move it to Expired points pool after
specified Downgrade every number of days.
If you leave checkbox blank, Active points will not be reset and will pass to next period.
The amount of Active points will be changing by Customer activity within Loyalty
program – spending points for reward campaign, earning points for transaction,
newsletter subscription, Admin adding/spending points transfer etc.

Reset points checkbox
6. When complete, tap

Save

A customer changes his level, before points are reset. Points are reset after
specified time period, counting from registration date, without customer
level change.

Example of customer level downgrade base on earned points within last X days:
Your customer points credentials to level promotion :

•

Level O - if a customer has no points

•

Level 1 – if a customer has 10 points

•

Level 2 – if customer has 30 points

•

Level 3 – if customer has 100 points

You decided to recalculate level every year since the customer registration date and to use for
this Active points, which will be reset at the end of the year (after level recalculation).
A customer made a two transactions and get 10 points and 20 points. After getting 10 points a
customer leveled up to 1st level, after getting another 20 points a customer leveled up to 2nd
level.
If at the end of year a customer:

• has only 5 active points then he is downgraded to the Level0, and all his points are reset

• has 10 active points the he is downgraded to the Level1, and all his points are reset
• has 30 active points the he stays in the same Level2, and all his points are reset

Template
Template management determines the logo, as well as the other content elements e.g.
fonts, headers, colors, that are used for all pages within Open Loyalty.

Template

The content is formatted with CSS, and can be easily edited and customizes by adding
variables and other content element. You can make a color theme on the frontend using
your primary color (Accent color).

To customize your template:
1. In the upper-right corner, tab the Settings (
Configuration

) icon. Then on the menu, choose

2. Scroll down to Template section and do the following:

Content management

b. In Accent color, define your primary color indicator. Accent color is the color
displayed most frequently across your Loyalty Program screens and components.
Only Hexadecimal color values are supported.
c. In the CSS template box, enter the CSS code as needed. The content consists of a
combination of CSS directives, variables and text.

One of the first things you’ll want to do is to change the logo in the header above the
menu. Your logo can be saved as either a PNG, JPG, or JPEG file type, and uploaded from
the Admin of your Open Loyalty. The default Open Loyalty logo in the sample data is an
PNG file. During upload, Logo and Small logo images will be automatically resized to
applicable versions.
In addition, you can also add an oversized banner image, called Hero image, that will be
placed on a login page. Hero image is the first visual element a customer’s encounters on
your site.

Logo in Header Menu

To upload your logo:
1. In the upper-right corner, tab the Settings (
Configuration

) icon. Then on the menu, choose

2. Scroll down to Template section and tap Upload on selected fields to do the following:

Logo Updating

a. In Logo field, to import logo image that will be displayed on desktop version in Admin
cockpit. Then choose the file from your computer.
b. In Small logo field, to import logo image that will be displayed on mobile version. Then
choose the file from your computer.
c. In Hero image field, to import image that will be displayed as a banner on login page.
3. When complete, tap

Save

You can simply remove uploaded logo by taping

Remove

Image Roles
FIELD

Logo

DESCRIPTION
Main logo image in the Admin cockpit placed in the header above the
menu. Image is display on desktop version of application.
Applicable image size: 512 x 512 pixels.

Big logo

Big logo image in the Client cockpit placed above login credentials
section on a login page. Image is display on desktop version of
application.
Applicable image size: 512 x 512 pixels.

Small logo image in the Client cockpit placed above login credentials
section on a login page. Small image is display on mobile version of
application.
Small logo
It can be also used as an icon of the application on the mobile device
Applicable image size: 192 x 192 pixels.

Hero image

Large web banner image placed on a login page in the front. Hero
image is the first visual element a customer’s encounters on the site
and display on mobile and desktop version.

Images sizing and formats
•

The minimum and maximum image width is between 200-2560 pixels

•

The minimum and maximum image height is between 200 – 1440 pixels

•

The size of any one image must not exceed 2 MB

•

Supported image formats: JPEG, JPG, PNG

Customer earning and spending statuses
The Customer statuses section allows to specify to which customers with particular status,
points transfer can be handled. Specify the customer statuses which determines adding
and subtracting loyalty points.

Customer Statuses

To assigned a status:
1. In the upper-right corner, tab the Settings (
Configuration

) icon. Then on the menu, choose

2. Scroll down to Customer earning and spending statuses section.
3. Set the Customer earning statuses field to one of the following:
New

Customer create an account in your Loyalty Program, but didn’t
activate it. To learn more about account activation, see: Account
activation

Active

Customer create and activate an account in your Loyalty Program

Blocked

Customer is temporary inactive

Deleted

Customer has been removed

If the Customer earning statuses field remain blank, i.e. no status will be assigned,
loyalty points will not be charged to any Customer.

4. Set the Customer spending statuses field to one of the following
New

Customer create an account in your Loyalty Program, but didn’t activate it.
Customer is displaying in Customer grid from the Admin cockpit as a grayed-out.
To learn more about account activation, see: Account activation

Active

Customer create and activate an account in your Loyalty Program. Customer is
displaying in Customer grid from the Admin cockpit.

Blocked

Customer is temporary inactive

Deleted

Customer has been removed

If the Customer spending statuses field remain blank, i.e. no status will be assigned, any
customer will be able to spend loyalty points.

5. When complete, tap

Save

Account activation method
In order to use Open Loyalty Client cockpit, your customers must first activate their
customer account. In Account activation section you set the method how their accounts will
be activated – by clicking link in welcome email or by code received via SMS.

Account Activation Method

To set up account activation method:
1. In the upper-right corner, tab the Settings (
Configuration

) icon. Then on the menu, choose

2. Scroll down to Account activation section.
3. Set the Account activation method field to one of the following:
email

account will be activated after clicking on activation link sent to
email address

SMS

account will be activated after entering a verification code sent to
phone number. The Verification PIN is valid for 30 minutes

4. When complete, tap

Save

Marketing Automation Tool
To create effective email marketing and easy determine which of your products and
services will suit to individual customer who registered to your Loyalty Program or just left
their email address (newsletter subscription) you can integrate Open Loyalty Platform with
SALESmanago.

Note
To integrate Open Loyalty platform with SALESmanago tool firstly, you have to create
an account in SALESmanago. The data from you account will be needed to set up
integration.

SALESmanago is the 1st in Poland and 6th in the world*1 a comprehensive, next-generation
platform for marketing automation. SALESmanago identify people entering your website,
analyze their online behavior and transaction. Based on this information create complete
and individual customer behavioral profile. This information is processed by the Machine
Learning & AI algorithms to provide fully personalized offers.

Marketing Automation Tool integration

To set up integration with SALESmanago:
1. In the upper-right corner, tab the Settings (
Configuration

) icon. Then on the menu, choose

2. Scroll down to Marketing Automation Tool section.
3. To integrate with SALESmanago in Choose integration field select “SalesManago” from
the dropdown list. By default, field is set as Disabled.

Source: https://www.salesmanago.pl/

4. Additional fields to complete will appear. To find information to fill them, open your
SALESmanago account and choose: Settings -> Integration ->API Access. Then do the
following:

SalesManago settings

a. In API URL field provide your SALESmanago Endpoint
b. In API secret field provide your SALESmanago ApiSecret string
c. In API key field provide your SALESmanago MicoSite Key- a random string used for
authentication

d. In Customer ID provide your SALESmanago Client ID
e. In Email field enter the email address of the default owner of acquired contacts in
SALESmanago

5. When complete, tap

Save

Identification factors
The identification factors determines the priority of factors used to match particular transaction with particular customer. Otherwise, these information are used to assign your loyalty program participant with transaction they making and transmitting relevant transaction data to Open Loyalty for completing or validating redemption-related transactions or
rewards, calculating associated rewards or identifying transaction matches.

Identification factors

To set up identification factors:
1. In the upper-right corner, tab the Settings (
Configuration

) icon. Then on the menu, choose

2. Scroll down to Matching transaction with customer section. Fields in this section are
used to prioritize which of factors will be taken first to calculate transaction to customer
assignment.

Matching Factors with Priority
33

3. The Priority field determines the order in which the calculation will be handled. Enter a
number to determine the Priority of this factor in relation to other factors that might be
active at the same time (number 1 has the highest priority)
For example, if there are three factors, with a priority of one, two, and three, the one
with the highest priority (number one) is calculated before the others. If there will be no
clear result, factor with the second highest priority is verified etc.
4. Set the Field to one of the following:
email

when matching transaction with the Customer email will be used
(e.g. email provided in Loyalty Program and eCommerce must be
the same)

loyalty card number

when matching transaction with the Customer loyalty card
number will be used (e.g. Loyalty Card Number must be added to
eCommerce account)

phone

when matching transaction with the Customer phone number will
be used (e.g. phone number must be provided during account in
Loyalty Program creation)

5. You can simply remove factor rule by clicking bin (
6. When complete, tap

Save

) icon in a particular row.

Webhooks
Webhooks is a mechanism allowing to send HTTP requests to the URL configured by
Admin, triggered by some event, such us customer registration, transaction created,
customer data edit etc. There is no need to be a request initiated on your end, data is sent
whenever there’s new data available.
To setup a webhook all you have to do is register a URL with the company proving the
service you’re requesting data from. That URL will accept data and can activate a workflow
to turn the data into something useful.

Webhooks Enable Option

To enable Webhook:
1. In the upper-right corner, tab the Settings (
Configuration

) icon. Then on the menu, choose

2. Scroll down to Webhooks section, and to enable mechanism do the following:
a. In Webhooks field mark Enable webhooks checkbox
b. Enter configured URL address on which request will be sent
c. In Request header name as an additional security measure for webhooks batch
provide a custom header that batches can be securely sent to your webhook
endpoint(s). This gives you the option of rejecting webhook batches if these custom
headers and associated values are not included in the batch
d. In Request header value enter associated with header value
3. When complete, tap

Save

Users
When your store is first set up, you receive a set of login credentials for the Administrator
role that has full permissions. If there are others on your team, or service providers who
need access, you can create a separate user account for each from this section.
Users list include both active and inactive Admin user’s – inactive are grayed-out. You can
also see their status in Active column. Additionally Users list grid provides basic information
about users – name, surname, email address and authenticate method.

All Users

To add New user:
1. In the upper-right corner, tab the Settings (
2. To add new user, tap

) icon. Then on the menu, choose Users.

Add

New User Account Information

3. In the Create user section, complete the following information:
•

Name

•

Surname

•

Phone

•

E-mail

This email address must be different from the one that is associated with your
original Admin account.
4. Then you have to decide which of following user authenticate method to choose:
a.

To authenticate user via an API key, do the following:

•

Mark checkbox External

•

Enter an API key, received from Open Loyalty provider

In this case, you will authenticate the user and store that authentication in the
session so that the user is automatically logged in for every subsequent request.
b.

To authenticate user via Password, do the following:

•

Leave External checkbox blank

•

Assign a Password to the account.

5. Set Active field to “Active”
6. When complete, tap

Save

Locked users
Any user account that is currently inactive appears in the Users list as grayed-out. An account can be unlocked (set to active) by other Admin user.

Admin User Editing

To edit an admin account:
1. In the upper-right corner, tab the Settings (

) icon. Then on the menu, choose Users.

2. In the Users list, find the record to be edited and click Edit (
column to open the record in edit mode.

) icon in the Action

3. Make any necessary changes to user account information. If you change password/API
key, make sure to inform user about changes
4. When complete, tap

Save

To lock/unlock an admin account:
1. In the upper-right corner, tab the Settings (

) icon. Then on the menu, choose Users.

2. In the Users list, find the record to be edited, and click Edit (
column to open the record in edit mode

) icon in the Action

3. Set Active field, to one of the following:
Active

to unlock admin account. User can log in and have access to the
Open Loyalty platform.

Inactive

To lock an admin account. User will not be able to log in and have
access to the Open Loyalty platform.

Admin users can not be deleted from Open Loyalty platform. To prevent any user
from access to the platform, set the Active field as Inactive.

Translations
The Translations section allows defining many language versions used throughout the
Open Loyalty platform in both, Client cockpit and Admin cockpit. All content elements will
appear in the selected default language.
Most of the text that appears to be hard-coded on pages throughout your loyalty platform
can be instantly changed to a different language by changing the default language
parameter. The Default language is selected at the translation creation process but can be
changed at any time in edition mode.
Moreover, during Reward campaigns and Levels creation/edition processes admin can
fulfill Basic Information section in every language version listed here. For example, if we
have Polish and English translations, there is a possibility to provide Basic information of
Levels and Reward Campaign in this both languages.
Thanks to this, changing the default language translate the text word-for-word and
references a different translation table that provides the interface text that is used in the
Admin and Client cockpit. The text that can be changed includes navigational titles, labels,
buttons, and links such as “List of customers” and “Account”, Reward campaigns and Levels
name, description etc.
Currently, Open Loyalty is available in two languages: English and Polish.

Translations Lists

Field description

FIELD

DESCRIPTION

Code (locale)

Language identifier

Name

Language name

Updated at

Date of last language version modification

Default

Information which language is default. Options include: Yes/No

Actions

The operations that can be applied to selected translations. Options
include:
•
Edit translation
•
Remove translation. Note – there is not possible to remove
default language version.

Create new translations
You can create and versions your loyalty platform in multiple languages. You can have only
one default language at a time.

Before adding new translations, copy existing content in JSON and
paste into new one.
It helps you to include all content elements that should be translated
and keep JSON format of file.

To add new translation:
1. In the upper-right corner, tab the Settings (
Translations.

) icon. Then on the menu, choose

Add new translation button

2. To add new translation, tap

Create new translations

New Translations Form

3. Enter a Code (locale) in lowercase characters to identify the language. For example: de
4. Enter a Name for the translations. For example: German
5. Enter a sort Order number to determine the sequence in which the translation is listed
on a Translations list
40

6. To set translation as a main language within the platform, mark Default checkbox
7. In Content field, for each text to be edited either paste or type the translated text into
the field. Translated text is marked in green.
Text in editor must be valid JSON.
Content field is available in two JSON format:
•

Format JSON data, with proper indentation and line feeds

•

Compact JSON data, remove all whitespaces

8. When complete, tap

Save

9. Repeat the process for all language version used in the Open Loyalty

Updating translations
You can edit all data provided during translation creation process (except Code locale),
including change the default language to another. You can update translation data by
selecting it’s record from Translations list.

Translation Editing mode

To edit a translation:
1. In the upper-right corner, tab the Settings (
Translations

) icon. Then on the menu, choose

2. In the Translations list grid, find the record to be edited, and click Edit (
Action column to open the record in edit mode
3. Make any necessary changes to translated text.
4. When complete, tap

Save

) icon in the

5. Date of last translation modification will be displaying in the Translations list grid in the
Updated at column.

To change default language:
1. In the upper-right corner, tab the Settings (
Translations

) icon. Then on the menu, choose

2. In the Translations list grid, find the language to be set as default, and click Edit (
icon in the Action column to open the record in edit mode
3. Mark Default checkbox
4. When complete, tap

Save

Date of last translation modification and selected as default will be displaying in the
Translations list grid.

)

Emails
Email templates define the layout, content, and formatting of automated messages sent
from Open Loyalty. Open Loyalty includes a set of responsive email templates that are
triggered by a variety of events that take place during the operation of your Loyalty
Program. You will find a variety of prepared email templates related to customer activities,
admin actions, and system messages that you can customize

Email Templates

Email templates
EMAIL

EVENT

DESCRIPTION

E-mail send when Customer
register to program using
Customer Cockpit.

Email with link to activate account
(password is entered by customer
during filling out registration form)
and link to download Terms &
Conditions file (.PDF)

E-mail send after registering new
Customer Account using
Administrator Cockpit, POS
Cockpit, API.

It contains temporary password to
activate an account and link to
download Terms & Conditions file
(.PDF)

ACCOUNT CREATED

PASSWORD RESET REQUESTED
Send when user click on Forgot
password and provide proper
email address

E-mail with reset password link

Send after Customer confirm
reward redemption

It contains coupon code and reward
campaign name.

Send after Customer earn points

It contains new points value and
current amount of all active points

NEW REWARD

NEW POINTS

NEW LEVEL

It contains information about
customer new level and new
discount.

Send after Customer reach next
level
INVITATION
Send after Customer invite his
friend to loyalty program (refer a
friend)

It contains referrer customer name
and registration link for his friend

Customizing Email templates
Open Loyalty includes a default email template for the body section of each message that
is sent by the system. The template for the body content is formatted with HTML and CSS,
and can be easily edited, and customized.

Preview of New Points Email

To edit an email template:
1. In the upper-right corner, tab the Settings (

) icon. Then on the menu, choose Emails

2. In the Emails list grid, find the record to be edited, and click Edit (
column to open the record in edit mode

) icon in the Action

Template Information

3. Make any necessary changes to the following:
a. Enter new Subject of email message which will be displayed when recipient get
email. For example OpenLoyalty – new points. The Template Subject appears also in
the Subject column in Emails list grid.
b. In Sender name field enter the name which will be displayed when recipient open an
email in external email system, as the reference so that your recipient knows it was
you who sent the message
c. In Sender email field provide an email address which will be displayed when
recipient open an email in external system,
d. Every template has predefined variables added to content in Variables field. The
selection of available variables depends on the template and can not be changed.
e. HTML code is used to define content of email. In the Content box, modify the HTML
as needed. Any changes of the content should be made by technical persons, who
knows HTML to avoid further technical issues with templates.

When working in the template code, be careful not to overwrite anything that is
enclosed in double braces

4. When you are ready to review your work, tap Preview . Then, make adjustments to the
template as needed.
5. When complete, tap

Save

System logs
Logs grid allows to monitor every changes on the customer data. The log file is accessible
only to Admin users throughout the Admin Cockpit. Logs view allows you to check the date
and time that change was made, type and unique ID of change and user name and his
unique ID associated with this change.
In addition you can control logs results by filter and search option.

System Logs

System monitors and logged following events/operations:
1. Create –
Customer and all elements related to customer: transactions, transfers.
For example: new points transfer to customer account creation
2. Modify -

Customer, all elements related to customer (transactions, transfers, redeemed
rewards), operations that change customer data indirectly (segments and level
assignment)
For example: agreements updated,
3. Read -

Customer and all elements related to customer: transactions, transfers, redeemed
rewards
For example: view customer
4. Delete -

Customer, all elements related to customer (transactions, transfers, redeemed
rewards), operations that change customer data indirectly ( segments and level
assignment)
For example: delete points transfer to customer account

Search Logs by date range
You can search for system logs by a certain time period using Search from time period
search box. Date ranges can be specified with static start and end dates.
The date format is as follows: “YYYY-MM-DD HH:mm” and allows to display logs that have
been placed from and up to the specified date

Search box

To find a match:
In the upper-right corner, tab the Settings (
System logs

) icon. Then on the menu, choose

4. Set up the starting date in From field by selecting date and time from calendar grid
5. Set up the end date in To field by selecting date and time from calendar grid
6. When complete, tap Search

Search/Filter Logs
The filters in the header of each column can be used to limit the list to specific values. You
can simply type the value you want to find and press Enter.

Search/Filter Logs Results
47

To search the list:
1. In the selected column in the field under column header type the value you want to find

CUSTOMERS
In this section of the guide, you will become familiar with the customer account menu, and
learn to manage customer accounts according to adding, deleting and modifying data. You
will also learn how to create customer account that can be referenced in customer levels
and segments.

CUSTOMERS MENU

All Customers
Referred customers
CREATING CUSTOMER ACCOUNT

Import Customer list
XML file structure
Updating customer account
Deactivate a customer’s account
CUSTOMER PROFILE DETAILS

Customer Account details
Profile details
Agreements
Segments
Current level
Assigned POS
Assigned Merchant
Customer Loyalty Activity
Loyalty
Profitability
Transactions
Points transfers
Available rewards
Redeemed rewards
CUSTOMERS ACCOUNTS

Customer account activation
Account activation via SMS
Account activation via E-mail
Customer Sign In
Customer Account

CHAPTER 4:

CUSTOMERS MENU
The Customers menu provides access to all customer information required for its existence
in your Loyalty Program. This applies to both, customer personal data (such as name,
surname, gender, date of birth and contact details) and data on its activity in the program
(such as registered transactions and points transfer).

Customers Menu

To display the Customers menu:
On the Admin sidebar, tap Customers , then choose All customers.

Menu options

All customers
Lists all customers who have registered for
an account with your loyalty program, or
were added by the administrator.

Add customer
Lists all data that need to be filled out to
add new customer to your Loyalty
Program

Referred customers
Lists all referred customers and recipients
of their invitations details

All Customers
The Customers page lists all customers who have registered for an account with your
loyalty program, or were added by the administrator (manually or imported from XML file)
Use the standard controls to sort the list, filter and search customer by typing in the field
under column header value you want to find, and apply actions to selected customers.
Pagination controls appear if there are more customer records than fit on the page, and
are used to move from one page to the next.

All Customers

Field description
FIELD
First name
Last name

The first name of the customer
The last name of the customer

Phone

The customer’s phone number in one of acceptable format. Can be
used as a login to Customer Cockpit or search/filter option.

E-mail

The customer’s email address. Can be used as a login to Customer
Cockpit or search/filter option.

Gender
Birth date
Created at
CLV
(Customer Lifetime
Value)
52

DESCRIPTION

The customer gender
The customer’s date of birth
The date when customer account was created

The total amount of customer registered transactions

AVO
(Average Value of
Order)
Orders
Days from last order

The average amount of customer registered transactions
The total number of registered transactions (orders) from customer
registering in the Loyalty Program
The number of days since the last registered customer transaction

Current level

Current level that is assigned to customer account.
To learn more about levels see Levels

Assigned manually

Information whether current customer level was assigned manually by
Admin or not. Options include: Yes/No.
To learn more about distinction between manually assigned level and
system assignment please see Levels

Actions

The operations that can be applied to selected customer record.
Options include:
•
Edit customer account
•
View Customer profile details
•
Deactivate customer account
•
Unlink manually assigned level. Previous system level will be
assigned.

To view customer detail information:
1. On the Admin sidebar, tap Customers. Then choose All Customers
2. In the Customers list, find the record to be previewed and click View (
Action column to open the record in view mode.

Customer Record Preview

To learn more about Customer Profile Detail Page, see Profile details
53

) icon in the

Referred customers
Referral (refer a friend, member get member) functionality allow to reward Customers for
invitation other Customers to Loyalty program. It allows to give prize either referrer
(Customer who send invitation) and recipient (Customer who respond with action to
invitation).
Administrator can view all invitations sent by customer with current status:

•

Invited – invitation was sent by referrer to the recipient on his email address

•

Registered – referred customer (recipient) register new account in Open Loyalty

•

Made purchase – referred customer (recipient) made first purchase in Open
Loyalty

Referred Customers

To see all customers who send and received invitation:
1. On the Admin sidebar, tap Customers. Then choose Referred customers.

Column descriptions

COLUMN

DESCRIPTION

Referrer Id

The customer ID of a registered customer, who send invitation

Referrer Name

The name and surname of a registered customer

Recipient Id

The customer ID of a referred person. Will be shown when referred
customer will register

Recipient Name

The name and surname of a referred person. Will be shown when
referred customer will register

Recipient Email

The email address of an invitation recipient

Status

Options include: invited/registered/made purchase

CHAPTER 5:

CREATING CUSTOMER ACCOUNT
Customer usually create their own accounts from your webshop or using Customer
Cockpit. However, you can also create customer account directly from the Admin or POS
Cockpit, which is useful when customers order by phone or at merchant location.

The Customer account created from the Admin or POS Cockpit has an active status at
once, so there is no need to activate its account by him

New Customer Account Information

To create a New Customer Account :
1. On the Admin sidebar, tap Customers. Then, choose Add Customer. You can also add
customer directly from All customers list by clicking Add Customer at the top of the
page.

Add Customer Options
55

Basic Information

2. In the Basic Information section, complete the following required fields:
• First name
• Last name
• E-mail

For one email address only one Customer Account could be created.
You can change the email address associated with an account by editing a customer

3. In the same section, complete the optional fields as needed:
• Gender
• Birth date
• Phone (in one of acceptable format)
• Loyalty card number
56

• Select level
• Select POS
• Select merchant

4. If applicable, create Label(s) you want refer to customer. Labels are intended to be
used to specify identifying attributes of customer. Labels can be used to organize and
to select subsets of customers at customer segmentation process. To learn more about
Customer segmentation, see Segments

Customer Labels

a. To create Label, tap

Add Label

and do the following:

•

Type label Key, which is a label name

•

Type label Value
For example: Key – Customer type, Value – wholesale

b. Repeat the process for all labels you want to used in your Loyalty Program

Labels can be added to customer during account creation and subsequently added
and modified at any time

5. Mark Company checkbox, to define customer type if needed.
6. Mark Address checkbox, to complete customer address information if needed.

Company Data and Address Sections

7. Company Data section is available only when Company checkbox is selected. All fields
available in this section i.e. Company name and Tax Identification Number are
required and need to be filled out.
8. Address section is available only when Address checkbox is selected. Complete the
following required fields:
• Street name
• Building name
• Postal code
• City
• Country
In the same section, complete the optional fields as needed:
• Flat/Unit name
• State/Province
9. Mark the Agreements that customer has agreed to. Legal agreement is required and
need to be filled out to set up an account.

Agreements

10. When complete, tap

Save

When the customer account is saved, it’s record appears at All customers list. The
Customer Profile Details tab displays a summary of account activity and data provided
during account creation. To learn more about Customer Profile, see Profile details

Field description
FIELD

DESCRIPTION

BASIC INFORMATION
First name*

The customer’s first name

Last name*

The customer’s last name

Gender

Identifies the customer’s gender as Male, Female or Not disclosed

Birth date

The customer’s date of birth. Information can be used to calculate
points for the birth anniversary

Email*

The customer’s email address. Is used as a login name while logging to
Customer Cockpit.

Phone

The customer’s phone number.
Formatting is as on follow example:
•
Country code: +48/48
•
Subscriber number: 123456789
•
In total: +48123456789 / 123456789 / 48123456789

Loyalty card
number

The customer loyalty card number

Labels

Internal tags you can use to refer your customer. If applicable, can be
used to segmentation to identify the customers that this segment
applies to

Select level

Starting level assigning to customer

Select POS

POS which will be linked to the customer

Select Merchant

Merchant account, which will be linked to the customer

Company
Address

customer associated with company. If marked then additional section
will be shown.
customer address needed. If marked then additional section will be
shown

COMPANY DATA
Visible only when Company checkbox is marked

Company name*

The company name, if applicable for this customer

Tax Identification
Number*

The company Tax or Value Added Tax number, if applicable

ADDRESS
Visible only when Address checkbox is marked
Street name*
Building name*
Flat/Unit name
Postal code*
City*
State/Province
Country*

The street address of the customer
The name/number of a building or property where the customer
resides at this address
The flat/unit name or number of the customer at this address
The postal code of the customer at this address
The city where the customer resides at this address
The state or province of the customer at this address
The country where customer resides at this address

AGREEMENTS
List of consents to which the customer can/has agreed. Options include:
•
Legal agreement (required)
•
Marketing agreement
•
Data processing agreement

Import Customer list
If you have a customer list that you want to add to your Loyalty Program, you can enter it
into a customer XML file and then import it in your Open Loyalty Admin.

Customers import

Importing a XML file will create a customer in your Loyalty platform for each email address,
phone number and loyalty card number in the file. Any customers with duplicate email
addresses, phone numbers or loyalty card number will be skipped during an import

To import a Customer list from a file:
1. On the Admin sidebar, tap Customers. Then, choose All Customers
2. Click Import at the top of the page, next to Add customer

Customers Import Button

3. In the Import Customers dialog, click
file.

Upload,

and then choose your customer XML

Import customers

4. When file selected, click

Import

The customers whose records you've added to the XML file will appear in the All customers
list in your Open Loyalty admin
61

XML file structure
Example of complete Customer XML file structure below.

TIPS
1.

If you don’t have or don’t want to import all this data, remove all code
line/section instead leave it blank.
For example, if you don’t want to include province remove all line from the
code. Don’t leave it with no value as below:
dolnoslaskie OK
WRONG
Remember that some of them are required, so if you remove it
Import will not be possible.

true
false

Building name
Flat/Unit name
Wroclaw
PL
45-123
dolnoslaskie
Main road

true
true
true
1985-02-03

Company
123-12-22-123

jdoe@example.com
John
Doe
male

group
wholesaler

936592735
+48231231233
000096cf-32a3-43bd-9034-4df343e5fd93
00000000-0000-474c-1111-b0dd880c07e2
00000000-0000-474c-b092-b0dd880c07e4

Updating customer account
You can edit information about your customers, including all their data provided during
account creation process. You can update customer data directly from their Profile Detail
Page or by selecting it’s record from All Customers list.

Customer account editing

To edit a Customer Account from Customers list:
1. On the Admin sidebar, tap Customers. Then, choose All Customers.
2. In the Customers list, find the record to be edited and click Edit (
column to open the record in edit mode.
3. Make any necessary changes to the customer account information.
4. When complete, tap Save
64

) icon in the Action

To edit a Customer Account from Profile Detail Page:

Edit Option in Profile Details

1. On the Admin sidebar, tap Customers. Then, choose All Customers.
2. In the Customers list, find the record to be previewed and click View (
Action column to open the record in view mode.

) icon in the

3. Click Edit at the top of the page. The same editor will be opened like in example
above.
4. Make any necessary changes to the customer account information.
5. When complete, tap Save

Deactivate a customer’s account
Any customer account that is currently inactive appears in the Customers list as grayedout. An account can be locked and unlocked (set to active) by Admin user.

To lock/unlock an admin account:
1. On the Admin sidebar, tap Customers. Then, choose All Customers. You can also
deactivate/activate customer account from Edit mode.
2. In the Customers list, find the record to be lock/unlock and click Deactivate/Activate
(

) icon in the Action column.

3. System will display a message asked you to confirm the action

System Message

4. The deactivated customer account appears on the Customers list as a greyed-out.
5. To activate an account click the same icon (

) and confirm the action

System message

6. The activated customer account appears on the Customers list as a black

CHAPTER 6:

CUSTOMER PROFILE DETAILS
The Customer Profile Detail Page is used to hold all the details of your customers. You can
view and manage the customer’s loyalty & personal information, history of customer
transactions, points transfer and redeemed rewards.

Customer Profile

Customer Account details
Profile details
The Customer Profile details section provides the short customer account summary and
information of customer provided during registration.
Block in the upper left corner, shows some factors describing Customer and its account
summary, such as:

•

First name,

•

Last name,

•

Current loyalty level,

•

Loyalty card number (if assigned)

•

Email address

•

Phone number (in one of acceptable format)

Customer Account Summary

Block below, provides a snapshot of customer personal information entered during
registration process both required and optional. Address information will appear in small
window after clicking Show all profile details link.
If the optional information (such as birth date, gender, address etc.) will not be completed
during registration, the corresponding fields in this sections remain blank.
To update customer data go to edit mode by clicking Edit ( ) icon in the block header or
Click Edit above account summary block, at the top of the page.

Customer Profile Details

The following details are displayed in this section:
1. Profile details (displaying in block)
• First name
68

• Last name
• Birth date
• Gender
• Created at

2. Profile details (after link clicking)
• Basic information displaying in block, and in addition address information:
• City
• State/Province
• Street name
• Building name
• Flat/Unit name
• Postal code
• Country

Agreements
Agreements section is a list of consents and include information about their acceptance by
customer. If the customer has accepted the agreement, the checkbox in the name record is
marked.

Agreements

To mark the agreement as a accepted by the customer go to edit mode by clicking Edit (
icon in the block header or Click Edit above account summary block, at the top of the
page. The same behavior is used to withdrawal of consent by the customer.

)

Segments
Segments box consists list of segments to which the customer is currently assigned. To
learn more about segments, see Segments

Segments

Current level
Current level section provides information about current (assigned to customer) level and
rewards if available.

Level Section

Special rewards specify temporary additional discounts that customer assigned to this
level can get.

Special Rewards Preview

To change manually the level to which the customer is assigned go to edit mode by
clicking Edit ( ) icon in the block header or click Edit above account summary block, at
the top of the page. Then, additional field Assigned manually appears.

To remove manual assignment by Admin, and let customer earn points based on Earning
rules click Unlink
You can also simply Unlink manually assignment also from All customers list by clicking
Unlink (

) icon in the Action column.

Unlink manual assignment

To learn more about levels and special rewards, see Levels

Field description
FIELD

DESCRIPTION

Name

Name of the customer level

Condition value

The points limit value after which customer was assigned to the level

Reward code

Discount code to be used on

Reward value

Percentage discount value

Special rewards

Special discounts available when additional conditions are met

Assigned manually

Field will be displayed only when customer level will be assigned
manually by Admin – during adding or editing account.
To remove manual assignment click Unlink

Assigned POS
Assigned POS section include information about customer account assignment to the
offline or online store. Customer can be assigned to only one POS.

Assigned POS

To change the POS to which the customer is assigned click Edit ( ) icon in the block
header and select new POS from a list or Click Edit above account summary block, at the
top of the page to go to edit mode.

Change of POS assignment from Profile Detail Page

To learn more about offline stores, see POS

Assigned Merchant
Assigned Merchant section provide information to which merchant customer is assigned.
Not only merchant from POS assigned to customer account can be selected.

Assigned Merchant

To change the Merchant to which the customer is assigned click Edit
summary block, at the top of the page to go to edit mode.

above account

Customer Loyalty Activity
In the middle part you will find customer data related to his activity in Loyalty Program
such as loyalty points balance, transactions, points transfer and rewards (available and
redeemed) summary.

Customer Loyalty Activity

Loyalty
In Loyalty section you can view Loyalty Points balance in the customer’s account.
Depending on the Configuration (whether level is calculated with points or transactions)
different values will be displayed.

Level is calculated with transactions

Loyalty Points Balance

a. Total earned points – Total accumulated points assigned to the customer account
thought various activity within the loyalty program based on Earning Rules. Sum of
active, locked, used and expired points.
b. Active Points - Points that may be used to redeem a reward campaigns. Depending on
the Configuration, this value can be used to level recalculation instead Total points
earned since last level recalculation amount.
c. Used Points - Points redeemed by the Customer thought various Reward Campaigns
within the loyalty program
d. Expired Points - Points expired due to non-redemption of assigned active points. Points
will expire after number of days from date of adding Point transfer. Points lifetime is set
in Open Loyalty Configuration
e. Locked points – Points earned through various activity within the loyalty program that
cannot be used after passing selected locked time. Points will be locked for number of
days set in Open Loyalty Configuration, as a customer may return whole transaction
or selected products. Locked points are not used to calculate customer level. After
passing selected locked time, points automatically get active. When points get active, a
customer level will be recalculated.

Level is calculated with points
When you set up in Open Loyalty configuration to use points for level recalculation
additional information about level expiration date and earned points within specified
period amount will be displayed.

a. Total points earned since last level recalculation - currently earned points from last
downgrade date/level changed. The displayed value is sum of all Active points earned
within specified in Level downgrade settings period. Depending on the Configuration,
this value can be used to level recalculation instead Active points amount.

b. Level will expire in – Number of days until customer level recalculation. It is calculated
since registration date or last downgrade date plus configured in Level downgrade
settings number of days

Profitability
Profitability include information about basic factors regarding customer transactions
within the loyalty program.

Customer Profitability

1. CLV (Customer Lifetime Value) - the total amount of customer registered transactions
2. AVO (Average Value of Order) - the average amount of customer registered transactions
3. Orders - the total number of customer registered transactions (orders)within the
Loyalty Program

Transactions
Transactions is a tab which contain latest transaction data such as type, place and date of
transaction, value of earned points etc. linked with Customer:

Transactions view

Field description
FIELD

DESCRIPTION

Document
number

Unique transaction ID
Transaction type:

Document type

•

Sell – customer buy products

•

Return – customer return bought products

Purchase date

Date of transaction

POS

POS where transaction was made

Amount

Transaction amount

Points earned

How many points Customer earned/lose for this transaction (order).
Transaction with the type "Sell" adds points, and "Return" subtracts

Actions

Open transaction record in view mode to see customers and purchased
items details

Click View (
) icon in the Action column to open the transaction details – customer detail
information and purchased items.

Transaction Record Preview

To see the list of all your customer transaction (not only the latest) click All Transactions
below the tab.

To learn more about Transactions, see Transaction

Points transfers
Points transfers tab provide a view of latest points which customer gain or spend.
Moreover, list contains information whether points are the result of Earning Rules (system)
or they have been manually set by the Admin user (admin) and date until they will be
locked.

Points Transfers Lists

To cancel points transfer click Remove (
) icon in the Action column. System will display
a message asked you to confirm the action.

Removing Transfer Action

After canceling, no action to canceled transfer record will be longer available and the
Remove icon background change color to blue. The same situation deal with Points
transfers with “spending” type.
77

To see the list of all your customer points transfers (not only the latest) click
below the tab.
To add point transfer manually click

All Points Transfer

Add new Points Transfer

To learn more about Points transfers, see Points transfer

Field description
FIELD

DESCRIPTION

Issuer

Define who create Transfer operation.
Options include: system/admin
Transferred points state:
Active - points are available to spend

State

Expired - points expired and cannot be used to redeem reward
Pending – points are locked and cannot be used to redeem reward
until locked time will be passing. Locked time is set in Open Loyalty
Configuration
Canceled – points are subtracted from the pool of Active Points as a
result of canceling the points transfer

Type

Transfer operation type: Adding/Spending

Value

Amount of points earned/spent within the transfer

Comment

Show details about transfer, e.g. for what customer gets points, for what
customer spend points

Created at

Date when points transfer was made

Points will be
locked until

Date until points with pending state will be locked. Locked time is set in
Open Loyalty Configuration

Expires at

Date when points will expire and cannot be used to redeem reward

Actions

The remove operations that can be applied to selected, adding type, transfer
record

Available rewards
Available rewards tab contain view of Reward Campaigns available for particular
customer, including cost in points to redeem reward and dates when reward is available.

Available Rewards

Click View (

) icon in the Action column to open the Reward Campaign detail information

Reward Campaign Details

To see the list of all rewards available for customer within Loyalty Program click
All Reward Campaigns below the tab.

To learn more about rewards, see Reward campaigns

Field description
FIELD

DESCRIPTION

Name

Reward name, that is display to customer
Determines whether the reward is available to customers. Option include:

Active

true/false

Cost in points

Define how much points customer must spend to redeem reward

Limit

Information about the redeem rewards limit globally. Is associated with Limit
per customer value.
For example, value 10 means that reward can be redeem only 10 times (by
the same or different customers, what depends on Limit per customer value)

Limit per
customer

Information about the redeem rewards limit by one customer.
For example, value 1 means that reward can be redeem only once by one
customer, value 2 twice etc.

Active from

Start date from which customer can redeem reward

Active to

End date until which customer can redeem reward

Actions

Open reward record in view mode to see reward campaign details

Redeemed rewards
Redeemed rewards tab provide information about rewards (Reward Campaigns) that
customer has redeemed, divided into used and delivered.

Redeemed Rewards

All rewards that customer redeemed appears in this tab as a “delivered”. Only when
customer uses the reward/discount code during the purchase, reward is treated as “used”.
On the Redeemed rewards list, Used rewards will have a marked checkbox in the column
Use of coupon count, unlike to those Delivered, which will have an empty checkbox.
80

From the Admin you can mark selected redeemed reward record as a Used, when
customer used coupon code during purchase, you sent gift which customer selected from
his cockpit etc.

To mark reward as a used:
1.

In the Redeemed reward list, find the reward you want to mark as Used and click
checkbox in the Use of coupons count column

Used/Delivered reward

To see the list of all redeemed rewards by customer within Loyalty Program click
All Rewards below the tab.

To learn more about rewards, see Redeemed rewards

Field description

FIELD

DESCRIPTION

Name

Reward name, that is display to customer

Cost in points

Define how much points customer spent to redeem reward

Status

Reward campaign status. Options include: Active/Inactive

Active from

Reward campaign start date from which customer can used reward, define
during reward campaign creation in Activity section

Active to

Reward campaign end date until which customer can used reward, , define
during reward campaign creation in Activity section

Purchased at

The date when reward was redeemed

Coupon

Discount code that was used

Use of coupon
count

Define whether customer already used the reward or it’s only delivered and
can be used by him

CHAPTER 7:

CUSTOMERS ACCOUNTS
The main page of your website can display message for customers to log in or register for
an account with your Loyalty Program. Customers who open an account with your Loyalty
Program enjoy a range of benefits.
Customers can access their account dashboard by clicking the link on your website. They
can use their account to view and modify their personal information provided during
registration process, check and redeem rewards , learn how to earn points, view their
transaction history (offline and online) and history of points earned and spent.

Customer Account Home Page

Customer account activation
When customer complete registration form directly from the Client cockpit, depending on
the settings, to activate the account he will receive:
b. activation code – when account activation method is selected to SMS.
Activation code will be sent to his phone number provided in the form.
c.

activation link – when account activation method is selected to E-mail.
Link will be sent to his e-mail address provided in the form.

Remember, that in Open Loyalty settings you can choose only one Account activation
method that will be used for all customer.

Note, if you register customer from Admin or POS Cockpit activation code or link is
not sent. Customer account is active instantly.

Account activation via SMS
On the phone number provided by customer in the registration form activation code will be
sent.

Account activation code SMS message

To activate customer account using SMS code:
When customer receive that message, he needs to return on Login page and do as follow:
1. On the login page, tap Activate an account or resend a code

Customer account activation

If for some reason customer will lost this code he can simply resend an activation code.

To resend an activation code:
1. On the login page, tap Activate an account or resend a code, like in a previous step
2. When prompted, in the Account activation window, tap Resend code
3. Enter the Phone number on which another resend code will be sent. Phone number
can be different than this one provided in registration form. Formatting is as on follow
example:
•
•
•

Country code: +48/48
Subscriber number: 123456789
In total: +48123456789 / 123456789 / 48123456789

Resend code
4. When complete, tap Resend activation code

Account activation via E-mail
On the email address provided by customer in the registration form activation link will be
sent.

Account activation link email message

To activate customer account using link:
1. Click Activate account in the email message
2. Customer account will be activate instantly. Customer will be redirect automatically to
login page to enter login credentials.

If for some reason customer will lost this email/link his account can be activated manually
by Admin. To learn more about manually customer account activation please see
Deactivate a customer’s account

Customer Sign In
Customer have easy access to their account from main page of your website. Depending
on the configuration, customers can be redirected to customer cockpit as subdomain (like
club.yourbrand.com) or as loyalty module within your website.

Link to Loyalty Module within Webshop

When customers forget their passwords, a reset link is sent to the email address that is
associated with the account.

To sign in to your customer account:
1. Click a link on the website to open Login page
2. When prompted, enter the Email Address/Phone number that is associated with customer account, and Password. Then, tap Sign In

Depending on the configuration, customer can use to log in: E-mail address or Phone
number and Password

To reset your customer account password:
1. On the Login page, tap Forgot password?
2. When prompted, enter the Email Address that is associated with your account, and tap
Recover Password

If the email address you entered matches the one that is associated with the account,
you will receive a "Password reset requested" email with a link to reset your password.
3. Click the Reset Password link in the email and enter your New Password. Enter it
again to confirm.
Your password must be eight or more characters long, and contains at least one
upper case letters, one numeric character and one special character

When you receive confirmation that the password is updated, you can use the new
password to log in to your account.

To sign out of the customer account:
In the upper-right corner, tap the Logout (

) icon.

Logout

When customer logout, the Sign-In page returns.

Customer Account
Customers through theirs account can view all their activity within Loyalty Program, and
manage their own personal information.

Home
The customer’s Home page provides them
the ability to view current level and
assigned to this level reward, active points
balance, points missing to next level and
links to other areas of loyalty activities:
redeem rewards, get more points, edit
profile, check transaction, invite friend etc.

My rewards
Lists all available for customer account
rewards with information about Active
points amount and a link to see rewards
he has already redeemed.

My points
Displays a loyalty points balance and levels
details. Menu gives him also ability to track
all points transfers with detail information
regarding the date, point’s state and type
and reward (in case of transfers with
“spending” type)

My transactions
Displays a list of all customer transaction,
with a link to each to see more
information – purchased items and
transaction details.

My profile
Customers can update their account
information and change their password as
needed. The store Admin can also update
customer accounts.

LEVELS
In this section of the guide, you will learn how to create and use customer levels to create
opportunities for customer engagement and how to set up targeted discounts and rewards
based on a variety of conditions. The more points customers receive, the higher level they'll
reach. And, the higher level of loyalty, the more rewards customers will get.
You can use levels to offer customer incentives, such as:
• assigned a fixed reward to the particular level. The higher level – the better reward.
• offer limited in time special rewards for customer assigned to particular level

LEVELS MENU

All levels
Customers assigned to level list
Download the Customers list

CREATING CUSTOMER LEVEL

Updating levels data
Activate/deactivate a level

Special rewards

CHAPTER 8:

LEVELS MENU
Levels are used to categorize customers based on the value of their transactions (orders) The higher value/amount of transaction, the more points they will get and the higher level
they'll reach.
Customer is assigned to only one level at a time. Customers are placed into a levels based
either on their total amount of transaction or points they have earned. If customer has
spent enough money or earned enough points to move up a level, his level will
automatically move up and he will be informed about it via email.
The only scenario when customer can return to previous level is when order, which caused
this promotion, will be returned.
Customer level can be also changed to higher or lower manually by the Admin user. If you
move a customer to a level manually, they are excluded from any automatic levels
upgrades or downgrades.
Each level can provide fixed discounts and also have exclusive rewards that can only be
claimed when a customer is on that level.

Customers Levels

To display the Levels menu:
On the Admin sidebar, tap

Levels

, then choose All levels.

Menu options

All levels
Lists all customers level within your loyalty
program with additional information
regarding conditions values, assigned
rewards and possible, limited in time,
special rewards

Add level
Lists all data that need to be filled out to
add new customer level

All levels
The Levels page lists all customers levels available to reach within Loyalty Program. The
same list is also visible from the Dashboard.
You can easily view and modify all levels credentials such as condition value, assigned
rewards and special rewards. Tab allows also to preview number of customers assigned to
particular levels and see theirs detail or download in .CSV file.

Customers Levels

Use the standard controls to sort the list and apply actions (modify and download targeted
customer) to selected levels.

Field description
FIELD

DESCRIPTION

Name

Name of the Customer level, visible when information about level will
be displayed

Description

Level brief description

Reward name

Minimum sum of earned points or sum of all transactions value needed
to be assigned to this level
Description of level reward (e.g. 5% discount).

Reward code

Discount code to be used on

Reward value

Discount value for this level (e.g. 5)
Only when earned points for one transaction or one transaction value
exceed provided value then it will be added to sum. If level has not
defined Min order value then “Not set” will be shown.

Condition value

Min order value

Customers

Show customers account number assigned to this level. After Show
click, list of these customer details will be shown.

Active

Action to change is Level active. Option include: Active/Inactive

Special rewards

Show Special Reward data related to Level, available when additional
conditions will be met. If Level has not defined Special Reward then

"Not set" will be shown. To learn more about special rewards, see special reward section.

Actions

The operations that can be applied to selected customer record.
Options include:
•
Edit level data
•
Download list of customers details assigned to this level

Customers assigned to level list
You can simply view not only the number but also the list of customers with details
assigned to particular level.

To display the list of customers:
1. On the Admin sidebar, tap Levels. Then, choose All levels.
2. In the levels list, find the level you want to see customers list and click Show in the
Customers column. After clicking, the list of customers will be opened, filtered
according to the assigned level.

List of Customers in Level VIP

Use the standard controls to sort the list, filter and search customer by typing in the field
under column header value you want to find, and apply actions to selected customers (edit
and view). Pagination controls appear if there are more customer records than fit on the
page, and are used to move from one page to the next.

Download the Customers list
There is also possibility to download a list of customers to a CSV file.

To download the list of customers assigned to a level:
1. On the Admin sidebar, tap Levels. Then, choose All levels
2. In the levels list, find the level you want to download customers list and click Download
(

) icon in the Action column.

After clicking, the list of customers will be download in .CSV format.

CHAPTER 9:

CREATING CUSTOMER LEVEL
You can create unlimited amount customizable customers levels for your loyalty program
based on various conditions.
Depending on the Translations settings, Basic information’s can be provided in different
language versions (listed in Translations). Information from that section can be display on
a Client cockpit depending on a chosen from the admin cockpit default language version.
For example, when default language is English, information are display in English, but when
we change it on polish as a default language, all basic information will be displayed in
polish (if provided).

Add New Level

To create a New Customer Level :
1. On the Admin sidebar, tap Levels. Then, choose Add level. You can also add level
Add level
directly from All levels list by clicking
at the top of the page.

Add Level Options

Add Level Form

2. In Basic Information section related to the default language version do the following:
a. Enter a unique level Name to identify the customer level
b. Enter a brief Description that explain purpose of the level for internal reference
c. If applicable, fulfill the same fields in other language version e.g. polish as on a
screen above.

3. In Reward detail section do the following:
a. To activate the customer level, in Active field select “Active” from the dropdown list
b. Depending on the configuration, set Condition value as a minimum points value or
minimum transaction amount needed to be achieved to be assigned to this level
97

To check whether customer levels should be calculated based on points or
transaction see Configuration settings

c. Field Min order value is currently not used so you don’t have to fill it in.
d. In Reward name provide a brief description that explain purpose of the reward. For
example, 15% off for every purchase
e. In Reward value field enter a discount value for level reward. For example, value 15
means 15% discount
f. Enter a Reward code to be used by customers assigned to this level authorizing to
Reward value.

4. If you want to give special discount for Customer but only in limited time, complete the
Special reward details section. To learn how to assigned special reward to particular
level, see Special Rewards

5. If applicable, upload a Level photo that will be displayed on a storefront
6. When complete, tap

Save

Image size is limited to 2MB. Image dimensions could not be smaller than 600 x 600
px. Allowed file formats: png, gif, jpg.

Updating levels data
You can edit all data provided during level creation process. You can update level data by
selecting it’s record from All levels list.

Level Edition

To edit a level:
1. On the Admin sidebar, tap Levels. Then, choose All levels.
2. In the Levels list, find the record to be edited and click Edit (
column to open the record in edit mode.
3. Make any necessary changes to the level data
4. When complete, tap Save

) icon in the Action

Activate/deactivate a level
Any levels from the list can be activated and deactivated by Admin user.

To activate/deactivate level:
1. On the Admin sidebar, tap Levels. Then, choose All levels. You can also
deactivate/activate level from Edit mode
2. In the levels list, find the level to be deactivated and click Active in the Active column.
The button in the column change to Inactive and appear as a grey-out.

Active Column

When you deactivate levels, customers accounts assigned to this level will be still display
level name but redeeming rewards and special rewards assigned to this level will not be
possible.
3. To activate the level click Inactive in the Active column. The button in the column
change to Active and appears as a red.

Customer can be assigned only to Active levels

100

Special rewards
Special reward should be set if you want to give special discount for customer but only
limited in time.

Add Special Reward

To assigned special rewards to level:
1. Open Add Level Form as described in previous point
2. Go to Special reward details section and click Add special reward . Then do the
following:

Special Reward Details

a. To activate the level special reward, in Active field select “Active” from the dropdown
list
b. Enter a Reward name as a brief description that explain purpose of the reward
creation. For example, Woman’s day
101

c. Enter discount Value for special reward. For example, value 20 means 20% discount
d. Enter a Reward code to be used by customers assigned to this level authorizing to
special reward Value.
e. In Start at and End at fields specify time boundaries when special reward will be
visible and active.
3. Repeat the steps for all special rewards you want to assigned to this level
4. When complete, tap

Save

5. You can simply remove special reward by clicking bin (

102

) icon in a particular box

POINTS TRANSFERS
This section of the guide walks you through the basic points transfer information. You will
learn how to add and manage transfer of loyalty points records and finally better
understand all terms related to points transfer.
POINTS TRANSFERS MENU

All points transfers
Canceling points transfer
Points transfer details preview

Creating points transfer
Import points transfers
XML file structure

103

CHAPTER 10:

POINTS TRANSFERS MENU
The Points Transfers section lists all – system and imported, increasing and decreasing sum
of loyalty points assigned to customer account points transfers that has taken place
between your customers account and Open Loyalty, and provides access to more detailed
information.

Points Transfers

To display the Points Transfers menu:
On the Admin sidebar, tap Points transfers , then choose All points transfers.

104

All points transfers
The Points transfers lists gives you information about value of earned and spent points by
particular customer with details regarding customers and transfer process. Moreover, list
contains information whether points are the result of Earning Rules (system) or they have
been manually set by the Admin user (admin).

To learn more about Earning Rules, see Rules details

Points Transfers List

Use the standard controls to sort the list, filter and search transfers by typing in the field
under column header value you want to find, and apply actions to selected transfers
records. Pagination controls appear if there are more transfer records than fit on the page,
and are used to move from one page to the next.

Field description
FIELD

DESCRIPTION

First name

The first name of customer referred to transfer

Last name

The last name of customer referred to transfer

Phone

The customer referred to transfer phone number

E-mail

The customer referred to transfer email address
Transferred points state:

State

Active - points are available to spend
Expired - points expired and cannot be used to redeem reward

105

Pending – points are locked and cannot be used to redeem reward until
locked time will be passing. Locked time is set in Open Loyalty
Configuration
Canceled – points are subtracted from the pool of Active Points as a result
of canceling the points transfer
Transfer operation type:
Type

Adding – customer earn point for transaction or other activity
Spending – customer spent points for campaign reward

Value

Amount of points earned/spent within the transfer
Show details about transfer, e.g. for what Customer gets points, for what
Customer spend points.

Comment

Field is automatically filled in with the reward campaign name when the
customer spends points for the reward using his account.
Field is automatically filled in with the earning rule name, used to earn points
by customer.
If transfer is created manually by Admin user, field is filled in with
information provided by the Admin during transfer creation.

Created at

Date when points transfer was made

Loyalty card
number

Customer loyalty card number linked with transfer. If there is no value assign
“Not set” is displayed

POS

Which of POS processed transaction upon which points were calculated. If
there is no assignment “Not set” is displayed

Issuer

Define who create Transfer operation. Option include: system/admin

Actions

The operations that can be applied to selected transfer record. Options
include:
•
Cancel points transfer
•
View points transfer details

Canceling points transfer
To cancel points transfer click Remove (
) icon in the Action column. System will display
a message asked you to confirm the action.

Removing Transfer Action

106

After canceling, no action to canceled transfer record will be longer available and the
Remove (
) icon background change color to blue. The same situation deal with Points
transfers with “spending” type.

Deleting Transfers Icons

Points transfer details preview
To see more information related with particular point transfer click View (
) icon in the
Action column. System will display a popup with additional information, with comment and
points expires date.

Points transfer details

FIELD

DESCRIPTION
Show details about transfer, e.g. for what Customer gets points, for what
Customer spend points.

Comment

Expires at

107

Number of days after points expire is set up in Open Loyalty
Configuration.

Creating points transfer
Customers usually earn and spend points within Open Loyalty system – points are added
for transaction and activity based on Earning Rules and spent for Reward Campaigns
selected by customer within customer cockpit . However, you can also create customer
points transfer directly from the Admin, which is useful in case of ad-hoc special situation
e.g. long delivery delay, the biggest purchase among customers in year etc.

Add Points Transfer

To add points transfer manually:
1. On the Admin sidebar, tap Points transfers. Then, choose All points transfers
2. Tap Add transfer at the top of the page. Then, do the following:
a. From the dropdown list choose Transfer type:

• If you want to subtract points select Spend points
• If you want to add points select Add points
b. Select customer account for which points transfer will be deal with. Enter few
letters/signs of customer name/surname/phone. System display the list of all
matching customer record.

Select Customer

108

c. In Points to add/spend field enter amount of points that will be added to/
subtracted from Customer Account active Points
d. If needed, provide a Comment for operation as a brief description that explain
purpose of the transfer e.g. information on what they were spent or why they were

subtracted
3. When complete, tap

Save

Import points transfers
If you have a customer list that you want to add points within your Loyalty Program, you
can enter it into a Points transfer XML file and then import it in your Open Loyalty Admin.

Import Points Transfers

Importing a XML file will create a points transfers for each customer:

•

email address

•

phone number

•

Loyalty card number

At least one, of the listed above value, must be provided to identify the customer and
create points transfer for him. For example, in XML file you can provide only customer
loyalty card number – if this number is unique and allow to identify him. If not provide email or phone number for better authentication.
If all information is provided, platform uses them to assign your loyalty program participant
with points transfer based on hard-coded priorities assigned to this value. Priorities can’t
be changed.
Priorities are as follows:
1. Customer ID
2. Customer e-mail address
3. Customer Loyalty card number

109

4. Customer phone number
Mechanism of matching the customer with points transfer basing on priorities is the
same like in Identification factors description (number 1 has the highest priority)
For example, if XML file includes customer ID and email address, customer ID is used for
matching before the email address. If there will be no clear result, email is verified.
If any of this four listed value will not give a result an error message occurred.

To import a points from a file:
1. On the Admin sidebar, tap Points transfers. Then, choose All points transfers
2. Click Import at the top of the page, next to

Add transfer

Points Import Button

3. In the Import points transfers dialog, click
XML file.

Upload,

and then choose your customer

Import Points Transfers

4. When file selected, click

Import

The points transfers details of customers whose you've added to the XML file will
appear in the All points transfers list in your Open Loyalty admin.

110

XML file structure
Example of Points transfer XML file structure below:

TIPS
1.

If you don’t have or don’t want to import all this data, remove all code
line/section instead leave it blank.
For example, if you don’t want to include phone number remove all line
from the code. Don’t leave it with no value as below:

+48888888888 OK
WRONG
Remember that some of them are required, so if you remove it
Import will not be possible.

00000000-0000-474c-b092-b0dd880c07e2
john.doe@example.com
+48888888888
936592735
12
adding
reason of points transfer
30

jane.doe@example.com
0123456789
50
spending
reason of points transfer
30

111

112

TRANSACTIONS
In this section of the guide, you’ll learn how to manage all aspects of the transaction,
including matching transaction with customer and better understanding of terms and
transaction process.

TRANSACTIONS MENU

All transactions
Transaction details
Transaction labels
Returns

Match transaction with customer

Import transactions
XML file structure

113

CHAPTER 11:

TRANSACTIONS MENU
The Transactions grid lists all (system and imported) payment activity that has taken place
between your store system and customers, and provides access to more detailed
information about purchased items and transaction itself.

Transactions

To display the Transactions menu:
On the Admin sidebar, tap

114

Transactions

, then choose All transactions.

All transactions
The All transactions lists gives you information about type and value of all payment activity
referred to customer. Moreover, list contains detail information about store and date when
transaction was made, transaction internal number and allows to preview transaction and
purchased items detail.

Transactions List

Use the standard controls to sort the list by Purchase date, filter and search transfers by
typing in the field under column header value you want to find, and apply action (preview)
to selected transaction records. Pagination controls appear if there are more transaction
records than fit on the page, and are used to move from one page to the next.

Field description
FIELD

DESCRIPTION

Document
number

Unique transaction ID from your store internal system (e.g. e-commerce)

Loyalty card
number

Number of customer loyalty card related to the transaction If transaction is
linked with customer account

E-mail

Email address of customer related to the transaction

Phone

Phone number of customer related to the transaction
Transaction type:

Document type

115

•

Sell – customer buy products

•

Return – customer return bought products

Purchase date

Valid date of transaction

POS

POS where transaction was made

Amount

The amount of the transaction

Actions

The operations that can be applied to selected transaction record. Options
include:
•
View transaction details
•
Add/Edit transaction labels

Transaction details
Click View (
) icon in the Action column to open the transaction details – customer detail
information and purchased items.

Transaction Record Preview

Field description
FIELD

DESCRIPTION

TRANSACTION DETAILS
Customer
name
116

First and last name of customer related to the transaction

Phone

Phone number of customer related to the transaction

Email address of customer related to the transaction

Loyalty card
number

Number of customer loyalty card related to the transaction If transaction is
linked with customer account

City

The city where the customer resides at this address

State

The state or province of the customer at this address

Street

The street address of the customer

Building
name

The name/number of a building or property where the customer resides at
this address

Postal code

The postal code of the customer at this address

Country

The country where customer resides at this address

Purchase
date
Document
number
Points
earned
POS name

Valid date of transaction
Unique transaction ID from your store internal system (e.g. e-commerce)
How many points Customer earned/lose for this transaction (order).
Transaction with the type "Sell" adds points, and "Return" subtracts
POS where transaction was made
Transaction type:

Document
type

Labels

•

Sell – customer buy products

•

Return – customer return bought products

Assign transaction labels

ITEM DETAILS

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Name

Bought product name

Quantity

Bought product quantity

SKU

Bought product SKU

Category

Bought product category

Gross value

Gross value of bought product

Labels

Bought product label, if assigned

Brand

Bought product brand, if assigned

SUM

Total amount of bought products within one transaction

Transaction labels
As an administrator you can add a label refer to transaction during creation or after
creating a transaction in the system. Transaction labels are intended to be used only for
the informational purpose. Transaction doesn’t have to be matched with customer to add a
label.
Customer from Client cockpit can also add or edit transaction labels but only this related
with transaction matched with him. In that case administrator need to match transaction
with a customer from Admin panel.
Click Edit labels (

) icon in the Action column to open the transaction labels editor.

Transaction labels editor

To create Label, tap

Add Label

and do the following:

•

Type label Key, which is a label name

•

Type label Value
For example: Key – Special event, Value – Birthday

Repeat the process for all labels you want to use in your Loyalty Program

Labels can be added to during transaction creation and subsequently added and
modified at any time

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Returns
If for any reason the customer returns the purchased products and claims a refund a
Return transaction is created. Customer can request a return from both, online and offline
stores and both, partial or full refund. Typically, customer contacts the merchant to request
a refund. If merchant authorize the return and agree for refund, a unique document
number of related sell transaction is required to identify the returned products and sell
transaction, that caused the points earned.
The All transactions menu lists all – return and sell transactions. To see only returns, you
have to filter the list.

To display Return transactions:
1. On the Admin sidebar, tap Transactions. Then, choose All transactions.
2. In the field under Document type column header, click on the arrow.
3. To see only returns, choose Return from dropdown list

Return and Sell Transactions Filter

When Returns are enable (see Configuration section), if the customer made a Return, in
addition to subtracting the transaction value from the total value of transactions assigned
to Customer, the number of earned points assigned to a given sell transaction is also
reversed.
The reversed points will be listed in All points transfers menu with Type spending.

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Points Transfer as a Result of Return Transaction

After the return, points are subtracted from the pool of Active points, according to the
number of points earned within sell transaction and in proportion to the amount of
transaction.

Points are not reversed according to points earned for bought specific products but in
proportion to the all transaction amount (including all bought products)

For better understanding please see Example below

Example:
Your customer transaction value is 40 € and include following products:
•

Product A – 10 €

•

Product B – 10 €

•

Product C – 20 €

For following transactions and purchase of these products your customer has earned the value
of points as below:

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•

Product A – 10 points (for bought specific products)

•

Product B – 20 points (for bought specific product)

•

Product C – 0 points

•

40 points for total transaction value (1€ spend = 1 point earned)

So in total customer spent 40 € and earned 70 points. Points were added to his Active points
pool, and transaction value to total amount of his registered transaction value (CLV attribute).
For some reason, he decided to return Product C, which cost 20 €, which is a half of the total
transaction value.
And exactly in the same proportion will be calculated the value of points that will be subtracted.
For this transaction he earned 70 points, so half of them – 35 points will be subtracted from the
Active points pool.

Note, that the transaction value also affects to the Levels and Segments, which criteria are
based on this value. Customer can return to previous level or not be included in a given
segment when transaction, which caused this promotion, will be returned.

For more information please see Levels and Segments chapters.

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Match transaction with customer
Usually, transaction come from your store system with information about customer related
with. However, you can link transaction with Customer Account directly from the Admin in
Open Loyalty, which is useful when you send to Open Loyalty only transactions.
Depending on Matching transaction with customer identification factors priority (set up in
Configuration) customer email, phone number or/and loyalty card number can be used. To
remain about identification factors please see Configuration

Match Customer Account with Transaction

To match transaction with customer:
1. On the Admin sidebar, tap Transactions. Then, choose All transactions.
2. Tap

Match with customer

at the top of the page. Then, do the following:

Matching Transaction

a. Enter E-mail or phone to find customer, which you want to associate with the
transaction

Matching Customer List

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b. Enter transaction Document number (transaction ID), which you want to associate
with the customer
c. In the both fields:

• To find a close match, enter few letters/signs of what you want to find
• To find an exact match, enter the exact word/number you want to find.
3. When complete, tap

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Save

Import transactions
If you have a transaction that you want to add within your Loyalty Program, you can enter it
into a transactions XML file and then import it in your Open Loyalty Admin.

Import Transactions

Importing a XML file will create a transactions for each record in the file.

To import a transaction from a file:
1. On the Admin sidebar, tap Transactions. Then, choose All transactions
2. Click Import at the top of the page, next to

Match with customer

Transactions Import Button

3. In the Import transactions dialog, click
file.

Upload,

and then choose your customer XML

Import Transactions

4. When file selected, click

Import

The transactions records which you've added to the XML file will appear in the All
transactions list in your Open Loyalty admin

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XML file structure
Example of Transaction XML file structure below:

TIPS
1.

If you don’t have or don’t want to import all this data, remove all code
line/section instead leave it blank.
For example, if you don’t want to include posID remove all line from the
code. Don’t leave it with no value as below:
00000000-0000-474c-1111-b0dd880c07e2 OK

WRONG
Remember that some of them are required, so if you remove it
Import will not be possible.
2.

If you don’t know POS ID you can include only POS Identifier. POS
Identifier is provided during POS creation and accessible from POS list.

R123/11
Wroclaw
2018-08-15T15:52:01+00:00
sell
00000000-0000-474c-1111-b0dd880c07e2
pos1

John Doe
jdoe@example.com
123-12-22-123
48231231232
12982332

Main road
125

123
Wroclaw
PL
Dolnoslaskie
45-123

SKU1

Item 1
1
100
category1
maker

key1
value1

SKU2

Item 2
3
300
category2

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maker

key3
value3

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EARNING RULES
This section of the guide provides an overview of the ways for customers to earn points –
the engine of your Loyalty Program. You’ll learn how to create and manage Earning Rule to
accomplish many things, from rewarding high-value customers, to stopping points earning
all together.

EARNING RULES MENU

All earning rules

CREATING EARNING RULE

Updating Earning rules
Activate/deactivate earning rule

EARNING RULES TYPES

Transactional rules
Set Earning Rule as the last one
General spending rule
Multiply earned points
Multiply earned points by product labels
Instant reward
Product purchase

Non-transactional rules
Custom event rule
Customer Referral
Event rule
Geolocation
QRcode

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CHAPTER 11:

EARNING RULES MENU
Earning define ways and conditions for customers to earn points.
Points can be awarded for a wide range of transaction and customer activities, and the
configuration can be set to control the point allotment, balance, and expiration.
You can add point multipliers, eligibility criteria and even exclude certain products or
customers.
Customers can redeem points toward rewards, based on the condition (points cost) that
you establish.

Earning Rules

To display the Earning rules menu:
On the Admin sidebar, tap Earning rules , then choose All earning rules.

Menu options

All earning rules
Lists all Earning Rules within your loyalty
program with additional information
regarding it’s activity, conditions and
general information.

Add earning rule
Lists all data that need to be filled out to
add new earning rule

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All earning rules
The All earning rules grid provide information about type and activity of all Earning Rules
within Loyalty Program. Moreover, list contains brief description about each one and allows
to preview and modify rule detail.

Earning Rules List

Use the standard controls to sort the list and apply action (preview and modify) to selected
rule records. Pagination controls appear if there are more rule records than fit on the page,
and are used to move from one page to the next.

Field description
FIELD

DESCRIPTION

Name

Name of the rule displayed in views

Description

Brief description of rule

Active

Rule current status. Option include: Active/Inactive.
Only Active rules are using for calculating earned points

Start at

Start date from which rule is active and can be used to calculate points

End at

Type

Actions

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End date until rule is active. After that date rule become inactive and can’t be
used to calculate points.
Rule type. Option include:
•
Custom event rule
•
Customer referral
•
Event rule
•
General spending rule
•
Geolocation
•
Instant reward
•
Multiple earned points
•
Multiply earned points by product labels
•
Product purchase
•
QRCode
To learn more about the rule types, please see Rule Types
The operations that can be applied to selected rule. Options include:
•
Edit rule data

•

View rule details information

CHAPTER 12:

CREATING EARNING RULE
You can create unlimited amount customizable ways for customers to earn points within
Loyalty Program based on various conditions.

Add Earning Rule

To add new Earning Rule:
1. On the Admin sidebar, tap Earning rules. Then, choose Add earning rule. You can also
add rule directly from All earning rules list by clicking Add earning rule at the top of
the page

Add Rule Options

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Add Earning Rule Form

2. In Basic informations section, do the following:
a. Enter Name of the rule that will be displayed in views
b. Provide a brief Description of the rule that explains how to award points and
information when the rule is active (thereby using to points calculation)
c. To activate the rule, in Active field select “Active” from the dropdown list
3. In Type details section set rule type. Note, that once selected type can not be changed.
See Rule types to learn more about Earning rules types.
4. In Activity of rule section specify time boundaries when rule will be active

• If you want the rule to be active all the time mark All time active checkbox
• If you want the rule to be limited in time in Start at and End at fields specify dates
between rule will be active
5. In POS section, as an option you can assign an Earning rule to the existing POS. When a
transaction comes from a specific POS, only earning rules assigned to this POS will be
used to calculate points.
To do this, click POS field and choose store to which rule will be applied.

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Earning rule assignment to POS

6. In Target section specify group of customers for which rule will be used. For example,
Gold members will get 2 times more points than Bronze

Earning rule target option
a. In Target type choose from dropdown list Level or Segment to specify whether the
rule will be active for customers assigned to particular level or segment.
b. Depending on the Target type field Segments to specify segments or Levels to
specify levels appear. You can choose one or more levels/segments to used.
7. If applicable, in Earning rule photo section upload image for Earning rule

Earning rule photo option
8. When complete, tap

Save

Image size is limited to 2MB. Image dimensions could not be smaller than 600 x 600
px. Allowed file formats: png, gif, jpg.

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Updating Earning rules
You can edit information regarding earning rule used within your Loyalty Program,
including all their data provided during rule creation process, except the rule type.

Earning Rule editing

To edit an Earning Rule:
1. On the Admin sidebar, tap Earning rules. Then, choose All earning rules.
2. In the Earning Rules list,, find the rule to be edited and click Edit (
column to open the rule in edit mode.
3. Make any necessary changes to the rule.
4. When complete, tap Save

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) icon in the Action

Activate/deactivate earning rule
Any rule from the list can be activated and deactivated by Admin user.

To activate/deactivate rule:
1. On the Admin sidebar, tap Earning Rules. Then, choose All earning rules. You can also
deactivate/activate the rule from Edit mode
2. In the Earning rules list, find the rule to be deactivated and click Active in the Active
column. The button in the column change to Inactive and appear as a grey-out.

Active Column

When you deactivate rule, customers’ will not earned points based on this rule terms.
3. To activate the rule click Inactive in the Active column. The button in the column
change to Active and appears as a red.

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CHAPTER 13:

EARNING RULES TYPES
In general, Earning rules can be divided into two types:

•

Transactional rules – related to transactions made by customer e.g. transaction
total amount, purchased products etc.

•

Non-transactional rules – related to other customer data and his activity within
loyalty program e.g. refer a friend, his friend registration/purchases, newsletter
subscription, first purchase, account created etc.

During creation of rule you must specify its type, describing conditions for awarding points.
Every rule type has its own required fields (conditions) that must be filled.

Rule Types

Transactional rules
Open Loyalty offer following standard types:
a. General spending rule - Customer could receive points for order value
b. Multiple earned points - Customer could receive multiple points for product with
specified SKU
c. Multiply earned points by product labels – Customer could receive multiple points for
product with specified labels
d. Instant reward – Customer could receive any reward campaign for his transaction
registered within Loyalty Program
e. Product purchase - Customer could receive given amount of points for specified
product
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The sequence of points calculation is as following:

•

Firstly, if applicable, customer receives points from General spending rule

•

Secondly, if applicable, points are multiply based on Multiply earned points rule,
and based on labels multipliers from Multiply earned points by product labels.
Also reward is assigned from Instant reward rule.

•

Finally, if applicable, customer receives points from Product purchase rule

Note
Rule from the 2nd step of sequence:
•

Multiply earned points,

•

Multiply earned points by product labels and

•

Instant reward

have the same priority. It means, that to points calculation by default only one of them, the most
“current” rule is used. In that case, “current” means edited as the last one.

Set Earning Rule as the last one
If there are more than one Earning Rule to be applied and one of them has a flag "stoppable", then this rule will be applied and stops any further rules according to sequence listed
above.
When customer registers a transaction, Open Loyalty checks for Earning Rules that can be
applied. Then Open Loyalty starts executing each Earning Rule. When executed Earning
Rule has a flag “stoppable” it should be the last Earning Rule executed for that transaction
which means any next Earning Rules should be skipped.

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Exceptional case
By default only one of rule from second step, the most “current” rule (edited as the last one)
is used.
But, if you add a “stoppable” flag to one of them and before points calculation you
will also edited any of Multiply points rules or Instant reward (name, description, activity etc.), Open Loyalty recognize the edited one as the most “current” and use it before the rule with stoppable flag. The behavior is also related with more than one
this rule type.

In this exceptional case, the sequence of points calculation can be as follow:
1.

If applicable, General spending rule

2. Multiply earned points – rule edited today, the most “current”
3. Multiply earned points by product labels – rule edited today, but before Multiply
earned points rule edition

4. 2nd Instant reward – rule edited yesterday
5. 1st Instant reward - rule with stoppable flag added day before yesterday

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General spending rule
Reward customer with defined amount of points for his order value. Allows to specify how
many points customer can earn from 1 amount of currency. If needed, you can exclude
certain products (with define SKUs or labels) and delivery costs from the points calculation.
If you marked Is last executed rule checkbox, then you add a “stoppable” flag to this rule. It
means, that if more than this transactional rule can be applied, any next transactional
Earning Rules will be skipped (other general spending rules, multiply points rules, product
purchase rule).
Exceptional case
What if there are only general spending rules to be used and there are more than one?
All General spending rules have the same priority. It means, that to points calculation the
most “current” rule is used. In that case, “current” means edited as the last one.
So, if you add a “stoppable” flag to 1st rule and before points calculation you will also edited
2nd and 3rd (name, description, activity etc.), Open Loyalty recognize the 2nd and 3rd as the
more “current” and use them before the rule with stoppable flag.
Another words, any edited General spending rule will be used before that one with
“stoppable” flag, if edition was made after you add a flag to the rule.

In this exceptional case, the sequence of points calculation is as follow:

1. 3rd General spending rule - rule edited today, the most “current”
2. 2nd General spending rule - rule edited yesterday, more “current” than the flag
rule

3. 1st General spending rule - rule with stoppable flag added day before yesterday

General Spending Rule

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Field description
FIELD

DESCRIPTION

Point value

Ratio for calculating earned points based on purchased value. For example,
if ratio is 2 then user get 2 points for every 1$ spent.

Excluded SKUs

Product with selected SKUS will not be included in order value used
for earned points calculation.
Points can be calculated for the purchase of products with defined labels.
Options include:

Labels inclusion
type

•

None – product labels are not applicable. Points will be calculated
for all purchased products (except excluded SKUs, if applicable)

•

Exclude – points will not be calculated for purchased products with
defined labels

•

Include - points will be calculated for purchased products with
defined labels

Depending on the option chose in Labels inclusion type field, appropriate
field will be display:
Has labels /
Excluded labels

•
•
•

Has labels – when Include is selected in previous step
Excluded labels – when Exclude is selected in previous step
When None is selected in previous step, any field is not displayed

Both fields, Has labels and Excluded labels are pair of Key, Value.

140

Excluded
delivery cost

When selected, then delivery cost will not be included in order value used for
earned points calculation

Min order value

Minimal order value required to earn points. Points will not be calculated for
whole purchase if its value will be not provided below

Is last executed
rule

If selected, all other transactional earning rules will be skipped, according to
sequence.
In that case, only General spending rule will be used.

Multiply earned points
Multiple points that customer receive for purchase products with specified SKU. The rule is
related to General spending rule. The rule defines for which purchase products, points
(defined in General spending rule) are to be multiplied.
If you marked Is last executed rule checkbox, then you add a “stoppable” flag to this rule. It
means, that if more than this transactional rule can be applied, next transactional Earning
Rule will be skipped (product purchase, multiply earned points by product labels) and
Multiply earned points rule will be used as the last one (according to the sequence).
Another words, only these rules that occur in the sequence before the Multiply earned
points rule with a flag and the rule itself will be used – in that case, if applicable, General
spending rule, Multiply earned points rules edited after added a flag and rule with a flag
itself.

Exceptional case
When also Multiply earned points by product labels will be used?
Multiply earned points, Multiply earned points by product labels and Instant reward
rules have the same priority. It means, that to points calculation the most “current”
rule is used. In that case, “current” means edited as the last one.
So, if you add a “stoppable” flag to this rule and before points calculation you will also
edited Multiply earned points by product labels (name, description, activity etc.),
Open Loyalty recognize the second one as the most “current” and use it before the
rule with stoppable flag.

In this exceptional case, the sequence of points calculation is as follow:
1.

If applicable, General spending rule

2. Multiply earned points by product labels - edited rule, the most “current”
3. Multiply earned points - rule with stoppable flag

141

Multiple earned points

Field description
FIELD

DESCRIPTION

SKU

Rule will be applied only for listed products with selected SKUs

Multiplier

Points gained for purchase product will be multiplied by this factor

Is last executed
rule

If selected, all next transactional earning rules will be skipped, according to
sequence.
In that case, only General spending rule (if applicable) and Multiply earned
points rule will be used.
In exceptional case also Multiply earned points by product labels also can be
used – please see Exceptional case box.

142

Multiply earned points by product labels
Multiple points that customer receive for purchase products with specified labels. The rule
is related to Product purchase, Multiply earned points and General spending rule. The rule
defines for which purchased products, points (defined in rules above) are to be multiplied.
Rule can contains more than one product label. Different Labels are linked with OR
condition - at least one of labels linked with this rule must be true to let customer earn
points. If more than one is true, points are multiply in order by all multipliers.
For example, if you have 2 labels assigned to this rule which are true, points gathered from
purchases are multiply firstly by multiplier assigned to 1st label, and then again multiply by
multiplier assigned to 2nd label.
If you marked Is last executed rule checkbox, then you add a “stoppable” flag to this rule.
The behavior of the flag is the same like in Multiply earned points rule - only these rules
that occur in the sequence before the Multiply earned points by product labels rule with a
flag and the rule itself will be used – in that case, if applicable, General spending rule,
Multiply earned points by product labels rule edited after added a flag and rule with a flag
itself.

Multiply earned points by product labels

143

Exceptional case
When also Multiply earned points will be used?
The same case as was described in Multiply earned points rule exception. If you add a
“stoppable” flag to this rule and before points calculation you will also edited Multiply earned points (name, description, activity etc.), Open Loyalty recognize the second one as the most “current” and use it before the rule with stoppable flag.

In this exceptional case, the sequence of points calculation is as follow:
1.

If applicable, General spending rule

2. Multiply earned points - edited rule, the most “current”
3. Multiply earned points by product labels - rule with stoppable flag

Field description
FIELD

DESCRIPTION

Key

Product label name e.g. size, color

Value

Value of product label with specified in previous step Key, e.g. M, red

Multiplier

Points gained for purchases product with label key and value from above will
be multiplied by this factor

Add label
multiplier

Button allowing to add next product label that will be assigned to rule

Is last executed
rule

If selected, all next transactional earning rules will be skipped, according to
sequence.
In that case, only General spending rule (if applicable) and Multiply earned
points by product labels rule will be used.
In exceptional case also Multiply earned points rule also can be used –
please see Exceptional case box.

144

Instant reward
Reward customer with defined reward campaign for his order. Rule can be related with any
active Reward campaign, but only one at once.
If you marked Is last executed rule checkbox, then you add a “stoppable” flag to this rule.
The behavior of the flag is the same like in Multiply earned points rule - only these rules
that occur in the sequence before the Instant reward with a flag and the rule itself will be
used – in that case, if applicable, General spending rule, Instant reward rules edited after
added a flag and rule with a flag itself.
Within rule creation, additional section Reward campaign at the bottom of the page
appear. Here you need to select from a dropdown active reward to associate with Instant
reward rule. Selected reward will appear in Customer Redeemed reward instantly after his
transaction will be registered.
Note, that Instant reward rule conditions and associated with it Reward campaign
conditions must be met to let customer receive this reward. Another words, after customer
transaction registered, Open Loyalty verify e.g. if customer has appropriate level/segment,
if transaction date is in defined rule/reward Activity time boundaries etc. If any of
conditions is not met, rule is not used and customer doesn’t receive reward.
Please see Reward campaigns for more information.

Instant reward

Reward campaign section to be associated with Instant reward

145

Exceptional case
When also Multiply earned points rules will be used?
The same case as was described in Multiply earned points rule exception. If you add a
“stoppable” flag to this rule and before points calculation you will also edited Multiply earned points and Multiply earned points by product labels (name, description,
activity etc.), Open Loyalty recognize the edited once as the most “current” and use it
before the rule with stoppable flag.

In this exceptional case, the sequence of points calculation is as follow:
1.

If applicable, General spending rule

2. Multiply earned points – rule edited today, the most “current”
3. Multiply earned points by product labels – rule edited today, before Multiply earned points rule edition

4. Instant reward - rule with stoppable flag

Field description

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FIELD

DESCRIPTION

Is last executed
rule

If selected, all other transactional earning rules will be skipped, according to
sequence.
In that case, only General spending rule (if applicable) and Multiply earned
points by product labels rule will be used
In exceptional case also Multiply earned points rule and Multiply earned
points by product labels rule can be used – please see Exceptional case
box.

Reward
campaign

List of all active reward campaigns to be associated with Instant reward rule.
To learn more about rewards please see Reward campaigns

Product purchase
Reward customer with defined amount of points for purchase specified products. Rule can
be related to Multiply earned points rule.
If you marked Is last executed rule checkbox, then you add a “stoppable” flag to this rule. It
means, that if more than this transactional rule can be applied, next transactional Earning
Rule will be skipped and Product purchase will be used as the last one (according to the
sequence).
Another words, only these rules that occur in the sequence before the Product purchase
rule with a flag and rule itself will be used – in that case, if applicable, General spending
rule, both Multiply earned points rules, Product purchase rules edited after added a flag
and rule with a flag itself.

Exceptional case
What if there are more than one Product purchase rule to be used?
All Product purchase rules have the same priority. It means, that to points calculation the
most “current” rule is used. In that case, “current” means edited as the last one.
So, if you add a “stoppable” flag to 1st rule and before points calculation you will also edited
2nd and 3rd (name, description, activity etc.), Open Loyalty recognize the 2nd and 3rd as the
more “current” and use them before the rule with stoppable flag.
Another words, any edited Product purchase rule will be used before that one with
“stoppable” flag, if edition was made after you add a flag to the rule.

In this exceptional case, the sequence of points calculation is as follow:
1.

If applicable, General spending rule

If applicable, Multiply earned points rules

3. 3rd Product purchase rule - rule edited today, the most “current”
4. 2nd Product purchase rule - rule edited yesterday, more “current” than the
flag rule

5. 1st Product purchase rule - rule with stoppable flag added day before yesterday

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Product Purchase

Field description

148

FIELD

DESCRIPTION

SKU

Rule will be applied only for listed products with selected SKUs

Points

Predefined amount of points will be earned instead of calculation based on
product value

Is last executed
rule

If selected, all other transactional earning rules will be skipped, according to
sequence.
In that case, General spending rule, Multiply earned points, Multiply earned
points by product labels (all if applicable) and Product purchase rule will be
used.

Non-transactional rules
Open Loyalty offer following standard types:
a. Custom event rule – Customer could receive points for external actions
b. Customer referral – Referred and/or Referrer customer receive points for his action
c. Event rule - Customer could receive points for specified actions
d. Geolocation – Customer could receive points for his location
e. QRcode – Customer could receive points for scanning define QR codes

Custom event rule
Reward customer with defined amount of points for his action in external system. For
example, share account with Facebook, add review for a product etc. If needed, you can
also add repeatability limit to this rule type.
This Earning rule could be call only with API. Every run of API function will reward Customer
with defined points.

Custom Event Rule

If customer used the limit then rule will not be shown on available rules list in
Customer cockpit
\

149

Field description

150

FIELD

DESCRIPTION

Custom Event
name

Name of the rule (to be used with calling API function)

Points

Number of points that will be added after earning rule has been called

Usage limit
active

Option to limit how many times customer could be rewarded for the same
action with the specified period of time.
Option include:
•
Yes – mark checkbox to limit repeatability
•
No – leave checkbox blank to reward customer for this rule without
limits

Period

Visible and required if Usage limit active is marked.
It defines period of time within customer can be rewarded for this rule.
Option include:
•
1 day
•
1 week
•
1 month

Limit

Visible and required if Usage limit active is marked.
how many times customer could be rewarded for this rule in specified
period of time.

Customer Referral
Referral (refer a friend, member get member) functionality allow to reward Customers for
invitation other Customers to Loyalty program. It allow to give prize either referrer (Customer who send invitation) and referred person (Customer who respond with action to invitation).
Functionality allow to reward for actions:
•

Referred Customer register new account in OL

•

Referred Customer make first purchase in OL (first transaction)

•

Referred Customer make purchase in OL (every transaction)

Customer Referral Rule

Field description

151

FIELD

DESCRIPTION

Event name

Select an event for which the customer will receive points.
Options include:
•
Every purchase
•
First purchase
•
Register

Reward

Select who should receive points for this action.
Option include:
•
Referred
•
Referrer
•
Both

Points

Amount of points that will be earned for this event rule

Event rule
Reward customer with defined amount of points for his action. Actions for which customer
can get points are predefined in the Open Loyalty and related to events of your loyalty
program. For example, create an account, first purchase etc.

Event Rule

Field description

152

FIELD

DESCRIPTION

Event name

Select an event for which the customer will receive points.
Options include:
•
Account created
•
Customer logged in
•
First purchase
•
Newsletter subscription

Points

Amount of points that will be earned for this event rule

Geolocation
Reward customer with defined amount of points for his location. Locations for which
customer can get points are defined in the Open Loyalty and related to radius.
This Earning rule could be call only with API. Every run of API function will reward Customer
with defined points.
Rule can be used only when mechanism of getting customer location is
implemented.

Geolocation

Field description

153

FIELD

DESCRIPTION

Latitude

Latitude defining the central point to which the location applies

Longitude

Longitude defining the central point to which the location applies

Radius

A circular area having an extent determined by the length of the radius from
a specified by latitude and longitude central point.
Customer can get points only when he is in radius area

Points

Amount of points that will be earned for this event rule

QRcode
Reward customer with defined amount of points for scanning QR code e.g. of product.
Code for which customer can get points is defined in the Open Loyalty.
If needed, you can also add repeatability limit to this rule type.
This Earning rule could be call only with API. Every run of API function will reward Customer
with defined points.

QR code earning rule

If customer used the limit then rule will not be shown on available rules list in
Customer cockpit

Field description

154

FIELD

DESCRIPTION

Code

QR code (to be used with calling API function)

Points

Number of points that will be added after earning rule has been triggered

Usage limit
active

Option to limit how many times customer could be rewarded for the same
code with the specified period of time.
Option include:
•
Yes – mark checkbox to limit repeatability
•
No – leave checkbox blank to reward customer for this rule without
limits

155

Period

Visible and required if Usage limit active is marked.
It defines period of time within customer can be rewarded for this rule.
Option include:
•
1 day
•
1 week
•
1 month

Limit

Visible and required if Usage limit active is marked.
how many times customer could be rewarded for this rule in specified
period of time.

POS
In this section of the guide, you’ll learn how to set up a stores – online and offline, and
manage their data

POS MENU

All POS
POS localization details

ADDING NEW POS

Updating POS information

156

CHAPTER 14:

POS MENU
Customers can make transactions not only in the online store but also in offline stores.
Both transactions should be count within your Loyalty Program. POS menu allows you to
define all stores, that transaction should be included within your Loyalty Program.
You can simply track all stores and theirs transactions details – value and number.

POS

To display the POS menu:
On the Admin sidebar, tap

POS

, then choose All POS.

Menu options

All POS
Lists all POS within your loyalty program
with additional information regarding it’s
localization and transactions.

Add POS
Lists all data that need to be filled out to
add new POS

157

All POS
The All POS grid provide information about all stores, which transactions made by
customers will be registered and count within Loyalty Program. Moreover, list contains
address details and brief description about each one and allows modify POS detail.

POS

Use the standard controls to sort the list and apply action (modify) to selected POS records.
Pagination controls appear if there are more rule records than fit on the page, and are
used to move from one page to the next.

Field description
FIELD

DESCRIPTION

Name

Name of the store

Description

Brief description of the store

Identifier

Unique name used for internal identification

Localization

158

Address details of the store. Only city is visible. More information is available
after clicking

Transactions
value

Sum of all transactions values that were processed in POS

Transactions
count

How many transactions were processed in POS

Actions

Open POS record in edit mode

POS localization details
You can simply view not only the transaction summary and city were store is located but
also the address details.

To display the address details:
1. On the Admin sidebar, tap POS. Then, choose All POS.
2. In the POS list, find the store you want to see address details and click Show more
in the Localization column. After clicking, the popup with detailed address will be
shown.

Localization Details Popup

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CHAPTER 15:

ADDING NEW POS
You can add unlimited amount of stores where processed transaction within Loyalty
Program will be recorded and count.

Add POS

To add new POS:
1. On the Admin sidebar, tap POS. Then, choose Add POS. You can also add store directly
from All POS list by clicking Add POS at the top of the page.

Add POS Options
160

2. In the Basic informations section, do the following:

Add POS Basic Information Section

a. Enter Name of the store that will be displayed in views
b. If needed, provide a brief Description of store that help identifications
c. To better identification, in Identifier field select enter unique store name
3. In Localization section, provide the following required store address detail information:
• Street name
• Building name
• Postal code
• City
• State/Province
• Country
4. In the same Localization section, complete the optional fields as needed:
•

Flat/Unit name

•

Latitude

•

Longitude

5. When complete, tap

161

Save

Updating POS information
You can edit information regarding POS used within your Loyalty Program, including all
their data provided during POS creation process.

POS Editing

To edit a POS:
1. On the Admin sidebar, tap POS. Then, choose All POS.
2. In the POS list,, find the store to be edited and click Edit (
to open the store in edit mode.
3. Make any necessary changes to the store.
4. When complete, tap Save

162

) icon in the Action column

MERCHANTS
This section of the guide provides an overview of the all merchants working in yours stores
and involve with Loyalty Program. You’ll learn how to add and manage merchant data,
including assigning to particular store.

MERCHANTS MENU

All Merchants

CREATING MERCHANT ACCOUNT

Updating Merchant account
Activate/deactivate merchant account
Remove merchant account

POS COCKPIT

POS Cockpit Sign In
Merchant Account

163

CHAPTER 16:

MERCHANTS MENU
The Merchant is linked to a store. In Open Loyalty store is called point-of-sale (POS).
Merchants menu provide an overview of all merchants and it’s assigned to particular POS.
You can simply see number of merchants works in particular store. Moreover, you can
assigned merchant to customer, who is operated by a given merchant.

Merchants

To display the Merchant menu:
On the Admin sidebar, tap Merchant , then choose All merchants.

Menu options

All merchants
Lists all Merchant within your loyalty
program with additional information
regarding his data and assigned POS
localization.

Add merchants
Lists all data that need to be filled out to
add new Merchant

164

All Merchants
The All merchants grid provide information about all merchants and its assigned to a POS,
which transactions made by customers will be registered and count within Loyalty
Program. Moreover, list contains POS address details and additional information about
each one and allows modify merchant data.

All Merchants

Use the standard controls to sort the list, filter and search merchant by typing in the field
under column header value you want to find, and apply actions to selected merchants
(modify or remove). Pagination controls appear if there are more merchants records than
fit on the page, and are used to move from one page to the next.

Field description

165

FIELD

DESCRIPTION

First name

The first name of the merchant

Last name

The last name of the merchant

Phone

The merchant phone number. Can be used as a search/filter option.
Formatting is as on follow example:
•
Country code: +48/48
•
Subscriber number: 123456789
•
In total: +48123456789 / 123456789 / 48123456789

The merchant email address. Can be used as a login to POS Cockpit or
search/filter option.

POS ID

Unique POS ID. Can be used in XML file to import transaction and customer

POS name

Name of the store

POS city

City where store is located

Active

Merchant account current status. Option include: Active/Inactive.
Only Active merchants account are using for login to POS Cockpit.

Actions

The operations that can be applied to selected merchant account. Options
include:
•
Edit merchant data
•
Remove merchant account

CHAPTER 17:

CREATING MERCHANT ACCOUNT
You can create from Admin unlimited amount of merchants account and assigned them
with particular store (POS). Merchant account is needed to log in to POS Cockpit.

Add Merchant Account

To add new merchant account:
1. On the Admin sidebar, tap Merchants. Then, choose Add merchant. You can also add
merchant directly from All merchants list by clicking Add Merchant at the top of the
page.

Add Merchant Options
166

2. In the Merchant details section, do the following:

Add Merchant Form

a. Enter merchant First name and Last name
b. To activate the merchant account, in Active field select “Active” from the dropdown
list
c. Enter merchant E-mail address, which will be used as a login credential to merchant
account in POS Cockpit.
d. Provide merchant Phone number (in one of the acceptable format)
e. Enter Password to merchant account, which will be used as a login credential to
account in POS Cockpit. Merchant will not receive password to his account
automatically via email/sms message. You have to give it to him “in person”.
f. Assign POS to merchant by selecting from the dropdown list POS name
g. Mark Allow to add a new transfer points checkbox to allow merchant to manage
customers points transfers (add, spend, cancel, deduct points amount etc.) from the
POS Cockpit
3. When complete, tap

Save

Your password must be eight or more characters long, and contains at least one
upper case letters, one numeric character and one special character

167

Updating Merchant account
You can edit information about your merchants, including all their data provided during
account creation process and password. Obviously Merchant can also edited all listed data
(including password) from his account in POS Cockpit.

Merchant Account Editing

To edit a merchant account:
1. On the Admin sidebar, tap Merchants Then, choose All merchants.
2. In the Merchants list, find the record to be edited and click Edit (
column to open the merchant in edit mode.

) icon in the Action

3. Make any necessary changes to the merchant account.
4. When complete, tap Save

To change a password to merchant account:
1. On the Admin sidebar, tap Merchants Then, choose All merchants.
2. In the Merchants list, find the record to be edited and click Edit (
column to open the merchant in edit mode.

168

) icon in the Action

3. In Password field click Change password link. After clicking the field will be blank.
4. Provide a new password in blank Password field
5. When complete, tap Save

The same like during merchant account creation, merchant will not receive
password to his account automatically via email/sms message. You have to
give it to him “in person”.

Activate/deactivate merchant account
Any merchant account from the list can be activated and deactivated by Admin user.

To activate/deactivate level:
1. On the Admin sidebar, tap Merchants. Then, choose All merchants. You can also
deactivate/activate merchant account from Edit mode.
2. In the Merchants list, find the merchants to be deactivated and click Active in the
Active column. The button in the column change to Inactive and appear as a grey-out.

Active Column

When you deactivate account, merchant will not be able to login to his account in POS
Cockpit.
3. To activate the merchant account click Inactive in the Active column. The button in the
column change to Active and appears as a red.

169

Remove merchant account
You can also delete merchant account from the Admin.

To delete a merchant account:
1. On the Admin sidebar, tap Merchants Then, choose All merchants.
2. In the Merchants list, find the record to be edited and click Remove (
Action column to delete the merchant account.

) icon in the

3. System display a message asked you to confirm the action. To confirm tap

Removing Merchant Action

170

Yes

CHAPTER 18:

POS COCKPIT
Merchants are linked with a store and Point of Sale (POS) device. PoS device play an
important role in implementation of the Loyalty Program. The sale can be done by
webshop or stationary by retailers to customers – but in that case only through PoS
devices. This chapter gives an overview of the use of PoS Cockpit.

POS Cockpit Home Page

POS Cockpit Sign In
Merchants have easy access to their account from their POS. Merchants can be redirected
to POS cockpit as loyalty module within your POS.

When merchants forgot their passwords, a reset link is sent to the email address that is
associated with the account.

To sign in to your merchant account:
1. Click a link on the POS to open Login page
2. When prompted, enter the Email Address that is associated with customer account,
and Password. Then, tap Sign In

To reset your merchant account password:
1. On the Login page, tap Forgot password?
2. When prompted, enter the Email Address that is associated with your account, and tap
Recover Password
If the email address you entered matches the one that is associated with the account,
you will receive a "Password reset requested" email with a link to reset your password
3. Click the Reset Password link in the email and enter your New Password. Enter it
again to confirm.

Your password must be eight or more characters long, and contains at least one
upper case letters, one numeric character and one special character

When you receive confirmation that the password is updated, you can use the new
password to log in to your account.

To sign out of the merchant account:
In the upper-right corner, tap the Logout (

) icon.

Logout

When merchant logout, the Sign-In page returns.

172

Merchant Account
Merchant through theirs account can view basic customer data and activity within Loyalty
Program, and manage their own personal information.
Your till is equipped with a touchscreen displaying the Open Loyalty POS Cockpit. Touch a
control element (e.g. buttons, entry fields, etc.) displayed on the screen using your finger or
a blunt object. The control element is activated and the function requested is executed.
The general elements described below provide you with transaction details, loyalty
program operations and allow you to enter information or select functions displayed.

Home Page
The POS Cockpit Home page provides
button links to main details of loyalty
activities: transactions, customers, Earning
Rules and Reward Campaigns.

Match transaction & customer
Allows to link transaction with Customer
Account directly from the POS. Based on
matching transaction with customer
identification factors priority (set up in
Configuration. To remain about
identification factors please see
Configuration. Useful when only
transactions are sent to Open Loyalty

Register customer
Allows to register new customer directly
from the POS. Useful when new customer
want to register to Loyalty Program during
his shopping in a store.

173

Find customer
Allows to find specify customer with a link
to each to preview his profile details
directly from the POS.

Find transaction
Allows to find specify transactions and
preview its details directly from the POS
with a link to each to see more
information.

Reward campaigns
Lists all available rewards with details
about target, limits, cost in points and
status with a link to each to see more
information.

Earning Rules
Lists all available rewards with description
and details about type, time boundaries
when rule is active and status with a link to
each to see more information.

174

SEGMENTS
In this section of the guide you will become familiar with the customer segmentation
feature, and learn to configure customer segments according to your preference. You will
also learn how to create and assigned customers to segments, that can be referenced in
rewards, earning rules, levels etc.

SEGMENTS MENU

All Segments
Customers assigned to segment list
Download the Customers list

CREATING CUSTOMER SEGMENT

Updating segments data
Activate/deactivate Segment
Remove Segment

SEGMENT PARTS TYPES

Anniversary
Average transaction value
Bought in specific POS
Bought products with labels
Bought specific brands
Bought specific SKU
Custom customer list
Customers who has such labels
Customers who has such labels value
Last purchase was n days ago
Purchase period
Transaction count
Transaction percent in POS
Transaction value

175

CHAPTER 19:

SEGMENTS MENU
Customer segments allow you to e.g. dynamically count points, levels and display rewards
to specific customers, based on properties such as system events, transactions history,
purchasing activity, and so on. Customer can be assigned to several segments.
You can optimize marketing initiatives based on targeted segments. You can also preview
and export the list of targeted customers. Because customer segment information is
constantly refreshed, customers can become associated and disassociated from a segment
as they shop in your store.

Segments

To display the Segments menu:
On the Admin sidebar, tap Segments , then choose All segments.

Menu options

All segments
Lists all customer segments within your
loyalty program with brief description of
each and additional information regarding
assigned customers. There is also
possibility to preview and export the list of
targeted customers

176

Add segment
Lists all data that need to be filled out to
create new segment

177

All Segments
The All segments grid provide information about all segments within your Loyalty Program
with information about assigned customers. Moreover, you can also export the list of
targeted customers.

All Segments

Use the standard controls to sort the list and apply actions to selected segments (modify,
remove, active/inactive, export customer list). Pagination controls appear if there are more
segments records than fit on the page, and are used to move from one page to the next.

Field description

178

FIELD

DESCRIPTION

Name

Name of the segment

Created at

The date when segment was created

Description

Brief description of the segment

Customers

Show customers account number assigned to this segment. After
click, list of these customer details will be shown.

Active

Segment current status. Option include: Active/Inactive.
Customer could be assigned only to Active segment.

Actions

The operations that can be applied to selected segments. Options include:
•
Edit segment data
•
Delete segment
•
Download list of customers details assigned to this segment

Show

Customers assigned to segment list
You can simply view not only the number but also the list of customers with details
assigned to particular segment.

To display the list of customers:
1. On the Admin sidebar, tap Segments. Then, choose All segments.
2. In the Segments list, find the segment that you want to see customers list and click Show
in the Customers column. After clicking, the list of customers will be opened, filtered
according to the assigned segment.

List of Customers in Big Spenders Segment

Use the standard controls to sort the list, filter and search customer by typing in the field
under column header value you want to find, and apply actions to selected customers (edit
and view detail). Pagination controls appear if there are more customer records than fit on
the page, and are used to move from one page to the next.

179

Download the Customers list
There is also possibility to download a list of customers to a CSV file.

To download the list of customers assigned to a segment:
1. On the Admin sidebar, tap Segments. Then, choose All segments
2. In the Segment list, find the segment that you want download customers list and click
Download (

) icon in the Action column.

After clicking, the list of customers will be download in .CSV format.

180

CHAPTER 20:

CREATING CUSTOMER SEGMENT
You can create unlimited amount customizable customers segments for your loyalty
program based on various criteria’s.

Add New Segment

To create a New Customer Segment:
1. On the Admin sidebar, tap Segments. Then, choose Add segment. You can also add
segment directly from All segments list by clicking Add segment at the top of the
page.

Add Segment Options

181

2. In the Basic informations section, do the following:

Basic Informations Section

a. Enter a unique segment Name to identify the customer segment when working in
the Admin
b. Enter a brief Description that explain purpose of the segment for internal reference
c. To activate the customer segment, in Active field select “Active” from the dropdown
list
3. In Segment Parts set the conditions that must be met to assign the customer to this
segment. One Segment consists of one or more conditions. Conditions can be combined
through AND and OR logical operators.
a. AND Condition is used to perform a logical conjuction on two conditions. Both
conditions linked with this operator must be true. For example, you can create
segment with a list of customers who made purchase in specific POS and bought
specific SKU. The list will contain customer who met both, 1st and 2nd condition.
b. OR Condition is used to perform a logical disjunction on two conditions. At least one
of conditions linked with this operator must be true. For example you can create
segment with a list of customers who made purchase in specific POS or bought
specific SKU. List will contain customer who met only the 1st condition, who met only
the 2nd condition and met both conditions.

Segment Parts Section

To learn more about conditions type, see Segment parts types
182

4. You can simply remove condition by clicking bin (
5. When complete, tap

) icon in a particular row.

Save

Updating segments data
You can edit all data provided during segment creation process. You can update segment
data by selecting it’s record from All segments list.

Segment Edition

To edit a Segment:
1. On the Admin sidebar, tap Segments. Then, choose All segments.
2. In the Segments list, find the record to be edited and click Edit (
column to open the segment in edit mode.

) icon in the Action

3. Make any necessary changes to the segment data
4. When complete, tap Save

Activate/deactivate Segment
Any Segments from the list can be activated and deactivated by Admin user.

To activate/deactivate Segment:
1. On the Admin sidebar, tap Segments. Then, choose All segments. You can also deactivate/activate segment from Edit mode
2. In the Segments list, find the segment to be deactivated and click Active in the Active
column. The button in the column change to Inactive and appear as a grey-out.

183

Active Column

When you deactivate segments, customers accounts assigned to this level will not be
refreshed and new customers will not be associated to it.
3. To activate the segment click Inactive in the Active column. The button in the column
change to Active and appears as a red.

Customer can be assigned only to Active segments

Remove Segment
You can also delete Segment from the Admin.

To delete a Segment:
1. On the Admin sidebar, tap Segments Then, choose All segments.
2. In the Segments list, find the record to be deleted and click Remove (
Action column to delete the segment.

) icon in the

3. System display a message asked you to confirm the action. To confirm tap

Removing Segment Action

184

Yes

CHAPTER 21:

SEGMENT PARTS TYPES
The assignment process is carried out by the application based on defined rules.
Customers who meet all criteria will be assigned to the segment. The criteria consist of
conditions that can be combined through AND (conjuction of sets) and OR (disjunction of
sets) logical operators.
During creation of Segment you must specify Segment parts type, describing conditions for
assigning customer. Every type has its own required fields that must be filled, to specified
condition.

Segment Parts Types

Open Loyalty offer following standard types:
a. Anniversary – Customers who have registration/birthday anniversary in specify
number of days
b. Average transaction amount – Customers whose average transaction value is
between the limits
c. Bought in specific POS - Customers who made purchase in selected POS
d. Bought products with labels - Customers who bought products where label on
product is one of the list
e. Bought specific brands – Customers who bought products of a given brand
f. Bought specific SKU – Customers who bought specific products (on the basis of
selected SKU)
g. Custom customer list – Any Customers selected by admin
h. Customer who has such labels – Customers whose label on is one of the list

185

i. Customers who has such labels value – Customers whose labels value on is one of
the list
j. Last purchase was n days ago – Customers who have made their last purchase n-days
ago
k. Purchase period – Customers who made purchase (at least one) between the specified
days
l. Transaction count – Customers whose number of purchases is within the defined
range
m. Transaction percent in POS – Customers whose number of purchases in a specified
POS is within defined percent amount.
n. Transaction value – Customers whose overall amount of purchases is between the
limits

Anniversary
Segment of customers who have registration or birthday anniversary in specify number of
days . During creation, you need to specify whether to include dates of birth or registration
dates and number of days before anniversary occurs.
For example, you can create segment of customers who have birthday within 14 days from
today.

Anniversary Type

Field description

186

FIELD

DESCRIPTION

Type

Anniversary type. Options include:
•
Birthday

•

Registration

Number of days before anniversary occurs

Days

For example, if Days is equal 1 then all customers who e.g. have birthday today or register account today or at the same date like today but in previous
years will be assign to this segment.
If Days is equal 5 then all customers who e.g. have birthday within 5 days
(including today) or registered account within 5 days in previous years (including today) will be assign to the segment.

Average transaction value
Segment of customers whose average transaction value is within the defined range. During
creation, you need to specify Minimum and Maximum value to define the range in which
the average transaction amount must be found.

Average Transaction Value Type

Field description

187

FIELD

DESCRIPTION

Min value

Determines the minimum value of the average transaction amount of
customer account

Max value

Determines the maximum value of the average transaction amount of customer account

Bought in specific POS
Segment of customers who have made purchase (at least one) in selected POS. During
creation, you need to specify list of one or more stores (POS) that will be included. You
create the list by drag the selected POS name from left column to the right one.

Bought in POS Type

Field description
FIELD
Choose POS

DESCRIPTION
First column list all available POS within your Loyalty Program.
Second column list all selected POS which transaction will be included.
To choose POS drag the POS name to the second column.

188

Bought products with labels
Segment of customers who bought products where label on product is one of the list.
Labels are key-value pairs that you can attach to a products. Each of list element has two
values – Key, which is a label name, and Value, which is a label value. Both field need to be
filled out.
Enter your key and value to add a product label. To apply additional labels, click Add label

Bought Labels Type

Field description

189

FIELD

DESCRIPTION

Key

Product label name

Value

Value of product label with specified in previous step Key

Bought specific brands
Segment of customers who bought product or products of a given brand. During creation,
you need to specify one or more Brands that will be included.

Bought Brands Type

Field description
FIELD

DESCRIPTION

Brands

Selected Brands

Bought specific SKU
Segment of customers who bought specific products (on the basis of selected SKU). During
creation, you need to specify one or more SKUs that will be included.

Bought SKUs Type

Field description

190

FIELD

DESCRIPTION

SKUs

Selected products

Custom customer list
Segment of customers chose by admin user on demand. During creation, you need to
specify email address or phone number of every customer that you want to add.

Custom customer list

FIELD

DESCRIPTION

Customers

Selected Customers

Customers who has such labels
Segment of customers whose label value on is one of the list. Labels are key-value pairs
that you can attach to a customer during customer account creation.
Add label
Enter your label Key to add a customer label that will be included. To apply additional
labels, click

Customers Labels Type
191

Field description
FIELD

DESCRIPTION

Key

Customer label name

Customers who has such labels value
Segment of customers whose label value on is one of the list. Labels are key-value pairs
that you can attach to a customer during customer account creation. Each of list element
has two values – Key, which is a label name, and Value, which is a label value. Both field
need to be filled out.
Enter your key and value to add a customer label that will be included. To apply additional
labels, click Add label

Customer Labels Value Type

Field description

192

FIELD

DESCRIPTION

Key

Customer label name

Value

Value of customer label with specified in previous step Key

Last purchase was n days ago
Segment of customers who have made their last purchase n-days ago. During creation, you
need to specify number of Days back, that will be included.

Last Purchase Type

Field description
FIELD

DESCRIPTION

Days

Number of days back
For example, if Days is equal to 7 then all customers, who made their last
purchase within 7 days back from today will be assigned to segment

Purchase period
Segment of customers who made purchase (at least one) between the specified date
range. During creation, you need to specify the start and end date that will create a time
boundaries from which purchases will be included.

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Purchase Period Type

FIELD

DESCRIPTION

Date from

Start date from which customers purchases will be included

Date to

End date until which customers purchases will be included

Transaction count
Segment of customers whose number of purchases is within the defined range. During
creation, you need to specify Minimum and Maximum number to define the range in
which the number of transactions must be found.

Transaction Number Type

Field description

194

FIELD

DESCRIPTION

Min

Determines the minimum number of transactions of customer account

Max

Determines the maximum number of transactions of customer account

Transaction percent in POS
Segment of customers whose number of purchases in a specified POS is within defined
percent amount. During creation, you must specify one POS (store) that will be included
and transaction percentage to be analyzed within that POS.
For example, you can create a segment of customers whose 20% of all transactions are
transactions in a given POS.

Transaction Percent Type

Field description

195

FIELD

DESCRIPTION

POS

Store which transaction will be included.
To choose store select POS name from a dropdown list

Percent

Percent amount of transaction in a selected POS

Transaction value
Segment of customers whose overall amount of purchases is between the limits. During
creation, you need to specify Minimum and Maximum value to define the range in which
the value of all transactions must be found.

Transaction Value Type

Field description

196

FIELD

DESCRIPTION

Min value

Determines the minimum value of all transactions value of customer
account

Max value

Determines the maximum value of all transactions value of customer account

REWARD CAMPAIGNS
In this section of the guide you will be familiar with creating and managing rewards
available within your Loyalty Program. You will learn what type of rewards can be choose,
how to assigned reward to specify customers, define activity time and manage reward
details. You will also learn how to verify which rewards have been already redeemed and
by which customers.

REWARD CAMPAIGNS MENU

All reward campaigns
List of customers able to redeem reward
Reward campaign details preview
Buy Reward campaign for Customer

Redeemed rewards
Download redeemed rewards report

All campaign categories
Creating new campaign category

CREATING REWARD CAMPAIGN

CASHBACK
PERCENTAGE DISCOUNT CODE
CUSTOM CAMPAIGN
OTHER TYPES

Updating reward data
Activate/deactivate Reward campaign
Conditions of reward availability to Customer:

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CHAPTER 22:

REWARD CAMPAIGNS MENU
Customers can redeem points toward various rewards, based on the cost in points of each
that you establish during reward creation. When customer reaches the defined amount of
points, points can be spent for a reward. Redeemed reward appears automatically in
Redeemed rewards menu. During creation you can specify for each reward e.g.:
•

How many points customer need to spent to get reward

•

How many times rewards can be used by one customer

•

How many times reward can be used during all campaign

•

To which customer reward will be visible and ready to use

•

Time boundaries when reward will be active

•

Reward value & taxes information

•

Category to which reward belongs

•

Reward brand information

For example, a coupon code can be created for a specific customer group, or for anyone
who makes a purchase over a certain amount (segment). To apply the coupon to a
purchase, the customer can enter the coupon code in your online store, or possibly at the
cash register of your offline store.

Reward Campaign Menu

To display the Reward campaigns menu:
On the Admin sidebar, tap

198

Reward campaigns , then choose All reward campaigns.

Menu options

All reward campaigns
Lists all rewards within your loyalty
program, with additional information
about its type, activity, limits, points costs
and customers who can redeem each
reward.

Add reward campaign
Lists all data that need to be filled out to
add new reward to your Loyalty Program

Redeemed rewards
Lists all redeemed rewards with additional
information who and when redeemed
reward and it’s status – delivered or used.

All campaign categories
Lists all reward campaign categories within
your loyalty program, with additional
information about its status and sort order

199

All reward campaigns
The All reward campaigns grid provide information about all rewards within your Loyalty
Program with information about type, status, cost in points, limits of use, if and how many
times reward has been used by customers and time boundaries of activity. Moreover, you
can also see how many customers could use reward and preview theirs details.

All Reward Campaigns

Use the standard controls to sort the list, filter and search rewards by typing in the field
under Name column header value you want to find, and apply actions to selected rewards
record (modify, preview details). Pagination controls appear if there are more rewards
records than fit on the page, and are used to move from one page to the next.

Field description
FIELD

DESCRIPTION

Name

Name of the reward

Active

Reward campaign current status. It has higher priority than time Activity
Option include: Active/Inactive.
Customer can redeem only Active reward.

Campaign type

Reward type. Option include:
•
Percentage discount code
•
Cashback
•
Discount code
•
Free delivery
•
Gift
•
Invitation for the event

•
•

200

Value code
Custom campaign

Cost in points

How many points Customer must spend to redeem reward

Limit

Information about limit the redeem of rewards globally.

Limit per
customer
Used by
customers

201

Information about limit the redeem of rewards by one customer
Information how many times reward has been redeemed

Coupons count

Information about number of coupons available to redeem

Active from

Day from which reward is active, so visible and available to use for
customers

Active to

Day until reward can be redeem. After that day reward will not be visible for
customer and unavailable to use

Customers

Show number of customers who could redeem reward. After Show customers
click, list of these customer details will be shown.

Actions

The operations that can be applied to selected reward. Options include:
•
Edit reward details
•
View reward details
•
Buy reward campaign for client

List of customers able to redeem reward
You can simply view not only the number but also the list of customers with details who
could redeem reward.

To display the list of customers:
1. On the Admin sidebar, tap Reward campaigns. Then, choose All reward campaigns.
2. In the Reward campaigns list, find the reward you want to see customers list and click
Show customers in the Customers column. After clicking, the list of customers will be
opened, filtered according to the selected reward.

List of Customers in Reward Campaign

Use the standard controls to apply actions to selected customers (edit and view profile
details). Pagination controls appear if there are more customer records than fit on the
page, and are used to move from one page to the next.

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Reward campaign details preview
You can see details of each reward campaign directly from All reward campaigns menu.
Campaign details include all data provided during creation process.

To view reward detail information:
1. On the Admin sidebar, tap Reward campaigns. Then choose All reward campaigns.
2. In the Reward campaign list, find the reward to be preview and click View (
the Action column to open the reward in view mode.

) icon in

3. If applicable, you can simply go to edit mode to change previewed reward data by
clicking Edit (

) icon in the upper right corner

Campaign Details Preview

Field description
FIELD

DESCRIPTION

Name

Name of the reward

Campaign type

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Reward type.
Option include:
• Cashback
• Discount code
• Free delivery
• Gift
• Invitation for the event

•

Value code

•

Custom campaign

Connect type

Display only when Custom campaign is selected

Earning rule

Name of the assign Earning Rule
Display only when Custom campaign is selected

Earning rule points
amount

Display only when Custom campaign is selected

Short description

Brief description of the reward

More information
link
Condition
description

URL to linked page with more information about the reward
Brief description of the conditions of getting a reward

Brand description

Brand description of reward

Openloyalty User Guide

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