Openloyalty User Guide

User Manual:

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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

2 
 
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:

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

To reset your password:

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

http://www.domain.com/admin

Forgot Password

2. Enter the Email Address that is associated with the Admin account

3. Tap

If an account is associated with the email address, an email with recovery password will

be sent to reset your password.

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.

Recover 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

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 ( ) icon. Then on the menu, choose Edit

your account

2. Make any necessary changes to your profile information. If you change your password,

make sure to write it down.

3. When complete, tap

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

Save

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

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

• 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

LIST

ACTIONS

CUSTOMERS

All Customers

Edit customer

View Customer Account details

Deactivate/Activate customer

Unlink manually assigned level - optional

LEVELS

All Levels

Edit level

Export customers to CSV

POINTS TRANSFER

All points transfers

View Points transfer details

Cancel transfer

TRANSACTIONS

All transactions

Edit transaction labels

View Transaction details

EARNING RULE

All earning rules

View earning rule details

Edit earning rule

POS

All POS

Edit POS

MERCHANTS

All merchants

Remove merchant account

Edit Merchant

SEGMENTS

All segments

Delete selected segment

Edit segment

Export customers to CSV

REWARD CAMPAIGNS

All reward campaigns

Edit reward campaign

View campaign details

Buy reward campaign for client

All campaign categories

Edit campaign category

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

To configure Open Loyalty:

1. In the upper-right corner, tab the Settings ( ) icon. Then on the menu, choose

Configuration

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

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

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

d. 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

e. 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

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

Program.

h. Mark the All time active checkbox, if you want the points accumulated by the

participants of your loyalty program don’t expire.

i. 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.

j. 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.

k. 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

l. 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)

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

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).

o. 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.

q. 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.

r. 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 ( ) icon. Then on the menu, choose

Configuration

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 re-

calculated) 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

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

Earned points

within last X days

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 af-

ter unlocking them.

Currently earned points from last downgrade date are displaying in Cus-

tomer 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 exam-

ple, after registration customer is assigned to the basic level and from

the registration date, days till level recalculation is counted. If in the mid-

dle time, customer will earn points that implicate promotion to the next

level days are counted from the beginning starting from the date of pro-

motion

Currently earned points from last change are displaying in Customer

Loyalty points balance as a Total points earned since last level recal-

culation. At the of every defined period amount of collected within

points is reset

5. 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

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

A customer changes his level, before points are reset. Points are reset after

specified time period, counting from registration date, without customer

level change.

Save

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 re-

set

• 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 ( ) icon. Then on the menu, choose

Configuration

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 ( ) icon. Then on the menu, choose

Configuration

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

Upload

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

You can simply remove uploaded logo by taping

Image Roles

FIELD

DESCRIPTION

Logo

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.

Remove

Save

Small logo

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.

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.

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

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

To assigned a status:

1. In the upper-right corner, tab the Settings ( ) icon. Then on the menu, choose

Configuration

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 ( ) icon. Then on the menu, choose

Configuration

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.

SALESmanago is the 1st in Poland and 6th in the world*

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 ( ) icon. Then on the menu, choose

Configuration

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/

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.

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 trans-

action with particular customer. Otherwise, these information are used to assign your loy-

alty program participant with transaction they making and transmitting relevant transac-

tion 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 ( ) icon. Then on the menu, choose

Configuration

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

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 ( ) icon in a particular row.

6. When complete, tap

Save

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 ( ) icon. Then on the menu, choose

Configuration

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 ( ) icon. Then on the menu, choose Users.

2. To add new user, tap

New User Account Information

Add

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

Locked users

Any user account that is currently inactive appears in the Users list as grayed-out. An ac-

count can be unlocked (set to active) by other Admin user.

Admin User Editing

Save

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 ( ) icon in the Action

column to open the record in edit mode.

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

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 ( ) icon in the Action

column to open the record in edit mode

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.

Save

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.

To add new translation:

1. In the upper-right corner, tab the Settings ( ) icon. Then on the menu, choose

Translations.

Add new translation button

2. To add new translation, tap

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

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.

Create new translations

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

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 ( ) icon. Then on the menu, choose

Translations

2. In the Translations list grid, find the record to be edited, and click Edit ( ) icon in the

Action column to open the record in edit mode

3. Make any necessary changes to translated text.

4. When complete, tap

Save

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 ( ) icon. Then on the menu, choose

Translations

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

Date of last translation modification and selected as default will be displaying in the

Translations list grid.

Save

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

EVENT

DESCRIPTION

ACCOUNT CREATED

E-mail send when Customer

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)

ACCOUNT CREATED

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)

PASSWORD RESET REQUESTED

Send when user click on Forgot

password and provide proper

email address

E-mail with reset password link

NEW REWARD

Send after Customer confirm

reward redemption

It contains coupon code and reward

campaign name.

NEW POINTS

Send after Customer earn points

It contains new points value and

current amount of all active points

NEW LEVEL

Send after Customer reach next

level

It contains information about

customer new level and new

discount.

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 ( ) icon in the Action

column to open the record in edit mode

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.

4. When you are ready to review your work, tap . Then, make adjustments to the

template as needed.

5. When complete, tap

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

enclosed in double braces

Save

Preview

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 ( ) icon. Then on the menu, choose

System logs

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/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

To search the list:

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

• 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.

49 
 
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 , 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.

Customers

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

DESCRIPTION

First name

The first name of the customer

Last name

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

The customer gender

Birth date

The customer’s date of birth

Created at

The date when customer account was created

CLV

(Customer Lifetime

Value)

The total amount of customer registered transactions

AVO

(Average Value of

Order)

The average amount of customer registered transactions

Orders

The total number of registered transactions (orders) from customer

registering in the Loyalty Program

Days from last order

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 ( ) icon in the

Action column to open the record in view mode.

Customer Record Preview

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

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.

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 at the top of the

page.

Add Customer Options

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

Add Customer

Basic Information

2. In the Basic Information section, complete the following required fields:

• First name

• Last name

• E-mail

3. In the same section, complete the optional fields as needed:

• Gender

• Birth date

• Phone (in one of acceptable format)

• Loyalty card number

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

• 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 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

5. Mark Company checkbox, to define customer type if needed.

6. Mark Address checkbox, to complete customer address information if needed.

Labels can be added to customer during account creation and subsequently added

and modified at any time

Add Label

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

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

customer associated with company. If marked then additional section

will be shown.

Address

customer address needed. If marked then additional section will be

shown

COMPANY DATA

Visible only when Company checkbox is marked

Save

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*

The street address of the customer

Building name*

The name/number of a building or property where the customer

resides at this address

Flat/Unit name

The flat/unit name or number of the customer at this address

Postal code*

The postal code of the customer at this address

City*

The city where the customer resides at this address

State/Province

The state or province of the customer at this address

Country*

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 at the top of the page, next to

Customers Import Button

3. In the Import Customers dialog, click , and then choose your customer XML

file.

Import customers

4. When file selected, click

The customers whose records you've added to the XML file will appear in the All customers

list in your Open Loyalty admin

Import

Add customer

Upload

Import

XML file structure

Example of complete Customer XML file structure below.

<?xml version="1.0" encoding="UTF-8"?>

<sendActivationMail>false</sendActivationMail>

<address1>Building name </address1>

<city>Wroclaw</city>

<province>dolnoslaskie</province>

</address>

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:

<province>dolnoslaskie</province> OK

<province> </province> WRONG

Remember that some of them are required, so if you remove it

Import will not be possible.

<name>Company</name>

</company>

<email>jdoe@example.com</email>

<label>

<key>group</key>

<value>wholesaler</value>

</label>

</labels>

</customer>

</customers>

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 ( ) icon in the Action

column to open the record in edit mode.

3. Make any necessary changes to the customer account information.

4. When complete, tap

Save

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 ( ) icon in the

Action column to open the record in view mode.

3. Click 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

Deactivate a customer’s account

Any customer account that is currently inactive appears in the Customers list as grayed-

out. 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

Save

Edit

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 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

Edit

• 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 above account summary block, at the top of the

page. The same behavior is used to withdrawal of consent by the customer.

Edit

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 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

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

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.

Edit

Unlink

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 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 above account

summary block, at the top of the page to go to edit mode.

Edit

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

Document type

Transaction 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

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.

All Transactions

To see the list of all your customer points transfers (not only the latest) click

below the tab.

To add point transfer manually click

To learn more about Points transfers, see Points transfer

Field description

FIELD

DESCRIPTION

Issuer

Define who create Transfer operation.

Options include: system/admin

State

Transferred points state:

Active - points are available to spend

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

All Points Transfer

Add new Points Transfer

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

below the tab.

To learn more about rewards, see Reward campaigns

All Reward Campaigns

Field description

FIELD

DESCRIPTION

Name

Reward name, that is display to customer

Active

Determines whether the reward is available to customers. Option include:

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.

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

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

All Rewards

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.

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

Note, if you register customer from Admin or POS Cockpit activation code or link is

not sent. Customer account is active instantly.

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

2. When prompted, in the Account activation window, enter the Activation code that

received. Then tap

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

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

Save

Resend code

4. When complete, tap

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 in the email message

2. Customer account will be activate instantly. Customer will be redirect automatically to

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

Resend activation code

Activate 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 cus-

tomer account, and Password. Then, tap

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

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

number and Password

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.

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.

Your password must be eight or more characters long, and contains at least one

upper case letters, one numeric character and one special character

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 , 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

Levels

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

Condition value

Minimum sum of earned points or sum of all transactions value needed

to be assigned to this level

Reward name

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)

Min order value

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.

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 spe-

cial 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 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.

Show

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

directly from All levels list by clicking at the top of the page.

Add Level Options

Add level

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

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

To check whether customer levels should be calculated based on points or

transaction see Configuration settings

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 ( ) icon in the Action

column to open the record in edit mode.

3. Make any necessary changes to the level data

4. When complete, tap

Save

100

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 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 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

Active

Inactive

101

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 . 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

Add special reward

102

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

5. You can simply remove special reward by clicking bin ( ) icon in a particular box

Save

103 
 
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

104

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 , then choose All points transfers.

Points transfers

105

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

State

Transferred points state:

Active - points are available to spend

Expired - points expired and cannot be used to redeem reward

106

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 – customer earn point for transaction or other activity

Spending – customer spent points for campaign reward

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.

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

107

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

Comment

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

Customer spend points.

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.

Expires at

Date when points earned by customer expire.

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

Configuration.

108

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 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

Add transfer

109

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

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

• ID

• 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 e-

mail 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

Save

110

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 at the top of the page, next to

Points Import Button

3. In the Import points transfers dialog, click , and then choose your customer

XML file.

Import Points Transfers

4. When file selected, click

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.

Import

Add transfer

Upload

Import

111

XML file structure

Example of Points transfer XML file structure below:

<?xml version="1.0" encoding="UTF-8"?>

<customerEmail>john.doe@example.com</customerEmail>

<type>adding</type>

<comment>reason of points transfer</comment>

</pointsTransfer>

<customerEmail>jane.doe@example.com</customerEmail>

<type>spending</type>

<comment>reason of points transfer</comment>

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:

<customerPhoneNumber>+48888888888</customerPhoneNumber> OK

<customerPhoneNumber></customerPhoneNumber> WRONG

Remember that some of them are required, so if you remove it

Import will not be possible.

112

</pointsTransfer>

</pointsTransfers>

113 
 
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

114

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 , then choose All transactions.

Transactions

115

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

Document type

Transaction type:

• Sell – customer buy products

• Return – customer return bought products

Purchase date

Valid date of transaction

POS

POS where transaction was made

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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

First and last name of customer related to the transaction

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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

Valid date of transaction

Document

number

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

Points

earned

How many points Customer earned/lose for this transaction (order).

Transaction with the type "Sell" adds points, and "Return" subtracts

POS name

POS where transaction was made

Document

type

Transaction type:

• Sell – customer buy products

• Return – customer return bought products

Labels

Assign transaction labels

ITEM DETAILS

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

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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 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

Add Label

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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.

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:

• 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)

Points are not reversed according to points earned for bought specific products but in

proportion to the all transaction amount (including all bought products)

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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 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

Match with customer

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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

Save

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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 at the top of the page, next to

Transactions Import Button

3. In the Import transactions dialog, click , and then choose your customer XML

file.

Import Transactions

4. When file selected, click

The transactions records which you've added to the XML file will appear in the All

transactions list in your Open Loyalty admin

Import

Match with customer

Upload

Import

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XML file structure

Example of Transaction XML file structure below:

<?xml version="1.0" encoding="UTF-8"?>

<purchasePlace>Wroclaw</purchasePlace>

<email> jdoe@example.com</email>

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:

<posId>00000000-0000-474c-1111-b0dd880c07e2</posId> OK

<posId> </posId> 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.

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<city>Wroclaw</city>

<province>Dolnoslaskie</province>

</address>

</customer>

<items>

<item>

<sku>

</sku>

<category>category1</category>

<maker>maker</maker>

<label>

<value>value1</value>

</label>

</labels>

</item>

<item>

<sku>

</sku>

<category>category2</category>

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<maker>maker</maker>

<label>

<value>value3</value>

</label>

</labels>

</item>

</items>

</transaction>

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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 , 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

Earning rules

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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

End date until rule is active. After that date rule become inactive and can’t be

used to calculate points.

Type

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

Actions

The operations that can be applied to selected rule. Options include:

• Edit rule data

• View rule details information

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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 at the top of

the page

Add Rule Options

Add earning rule

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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

Image size is limited to 2MB. Image dimensions could not be smaller than 600 x 600

px. Allowed file formats: png, gif, jpg.

Save

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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 ( ) icon in the Action

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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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 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 in the Active column. The button in the column

change to Active and appears as a red.

Active

Inactive

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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

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 "stoppa-

ble", 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.

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.

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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, ac-

tivity etc.), Open Loyalty recognize the edited one as the most “current” and use it be-

fore 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).

General Spending 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

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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.

Labels inclusion

type

Points can be calculated for the purchase of products with defined labels.

Options include:

• 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

Has labels /

Excluded labels

Depending on the option chose in Labels inclusion type field, appropriate

field will be display:

• 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.

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.

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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

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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.

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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

144

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.

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 Multi-

ply earned points (name, description, activity etc.), Open Loyalty recognize the sec-

ond 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

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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

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Field description

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

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 Multi-

ply 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 Multi-

ply earned points rule edition

4. Instant reward - rule with stoppable flag

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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

2. 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 yes-

terday

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Product Purchase

Field description

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.

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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

150

Field description

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.

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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 (Cus-

tomer who send invitation) and referred person (Customer who respond with action to in-

vitation).

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

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

152

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

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

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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

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

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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

Field description

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

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

Customer cockpit

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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.

156 
 
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

157

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 , 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

POS

158

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

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

159

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

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 at the top of the page.

Add POS Options

Add POS

161

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

Save

162

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 ( ) icon in the Action column

to open the store in edit mode.

3. Make any necessary changes to the store.

4. When complete, tap

Save

163 
 
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

164

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 , 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

Merchant

165

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

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

166

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 at the top of the

page.

Add Merchant Options

Add Merchant

167

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

Your password must be eight or more characters long, and contains at least one

upper case letters, one numeric character and one special character

Save

168

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 ( ) icon in the Action

column to open the merchant in edit mode.

3. Make any necessary changes to the merchant account.

4. When complete, tap

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 ( ) icon in the Action

column to open the merchant in edit mode.

Save

169

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

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 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 in the Active column. The button in the

column change to Active and appears as a red.

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”.

Save

Active

Inactive

170

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 ( ) icon in the

Action column to delete the merchant account.

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

Removing Merchant Action

Yes

171

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.

172

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

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

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.

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.

Recover Password

Your password must be eight or more characters long, and contains at least one

upper case letters, one numeric character and one special character

173

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

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.

174

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.

175 
 
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 
 
 
 
 
 
 

176

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 , 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

Segments

177

Add segment

Lists all data that need to be filled out to

create new segment

178

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

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

179

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

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.

Show

180

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.

181

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 at the top of the

page.

Add Segment Options

Add segment

182

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

183

4. You can simply remove condition by clicking bin ( ) icon in a particular row.

5. When complete, tap

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 ( ) icon in the Action

column to open the segment in edit mode.

3. Make any necessary changes to the segment data

4. When complete, tap

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 deacti-

vate/activate segment from Edit mode

2. In the Segments list, find the segment to be deactivated and click in the Active

column. The button in the column change to Inactive and appear as a grey-out.

Save

Active

184

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 in the Active column. The button in the column

change to Active and appears as a red.

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 ( ) icon in the

Action column to delete the segment.

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

Removing Segment Action

Inactive

Customer can be assigned only to Active segments

Yes

185

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

186

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

FIELD

DESCRIPTION

Type

Anniversary type. Options include:

• Birthday

• Registration

187

Days

Number of days before anniversary occurs

For example, if Days is equal 1 then all customers who e.g. have birthday to-

day 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 (in-

cluding 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

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 cus-

tomer account

188

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

DESCRIPTION

Choose POS

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.

189

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

Bought Labels Type

Field description

FIELD

DESCRIPTION

Key

Product label name

Value

Value of product label with specified in previous step Key

Add label

190

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

FIELD

DESCRIPTION

SKUs

Selected products

191

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.

Enter your label Key to add a customer label that will be included. To apply additional

labels, click

Customers Labels Type

Add label

192

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

Customer Labels Value Type

Field description

FIELD

DESCRIPTION

Key

Customer label name

Value

Value of customer label with specified in previous step Key

Add label

193

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.

194

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

FIELD

DESCRIPTION

Min

Determines the minimum number of transactions of customer account

Max

Determines the maximum number of transactions of customer account

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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

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

196

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

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 ac-

count

197 
 
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: 
 
 
 
 
 
 
 
 
 

198

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 , then choose All reward campaigns.

Reward campaigns

199

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

200

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

• 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.

201

Limit per

customer

Information about limit the redeem of rewards by one customer

Used by

customers

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

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

Show customers

202

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

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.

Show customers

203

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 ( ) icon in

the Action column to open the reward in view mode.

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

Reward type.

Option include:

• Cashback

• Discount code

• Free delivery

• Gift

• Invitation for the event

• Value code

• Custom campaign

204

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

URL to linked page with more information about the reward

Condition

description

Brief description of the conditions of getting a reward

Brand description

Brand description of reward

Openloyalty User Guide

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