Customer Identifiers

Customer Identifiers

The below instructions relate to sections of the Customers & Identifiers module:



Identifiers are tags or codes used to access available Roles, Promotions and Loyalty Schemes in GPoS. One Identifier can have multiple Roles, allowing for multiple Loyalty Schemes to be assigned. Identifiers are also used to identify a Customer, though this is not always the case or even necessary. For example, Loyalty cards can be given out and used immediately without them needing to be registered to Customers, as the Roles, Schemes and Transactions are recorded against the Identifiers themselves.

Adding and Editing Identifiers

You will need to make sure that you have set up at least one Identifier Type - see the Customer Options article for details on setting up Identifier Types.

Add an Identifier

  1. In the Identifier Options section, click on Identifiers
    1. The Identifiers list will be loaded, with the function icons appearing above the list in the top right hand corner of the Identifiers page
  2. Click on  / Add New Identifier
  3. Configure the Identifier as per the settings detailed below
  4. Click on Save when you're done, or click on Cancel to abandon adding the record
    1. Tabs will appear when the record has been saved for the first time, allowing you to configure additional settings
  5. Click back on to the top left tab, then:
    1. Click on Save to save your current changes and continue
    2. Save & New to save your current changes and create a new record
    3. Save & Close to save your current changes and close the record
    4. Click on Cancel to abandon any additional changes
An Identifier can be added on the fly as part of adding or editing a Customer. See this article for details on how to add and edit Customers.

Edit an existing Identifier

  1. In the Identifier Options section, click on Identifiers
    1. The Identifiers list will be loaded, with the function icons appearing above the list in the top right hand corner of the Identifiers page
  2. Double-click on the Identifier you want to edit
  3. Edit the record as required
  4. Click back on to the top left tab, then:
    1. Click on Save to save your current changes and continue
    2. Save & Close to save your current changes and close the record
    3. Click on Cancel to abandon any additional changes

Identifier Configuration

Identifiers

  1. Select the Identifier Type
  2. Select the Identifier Status, which indicates whether or not the Identifier can be used to access the loyalty schemes and promotions, or have vouchers and promotions assigned to it through the Customer Module
  3. Tick Add Range if you want to add a range of Identifier codes with the settings applied to all of them, enter a Starting at and Ending at value, or enter one Code if you want to add a single Identifier
    1. If the Identifier is a Magnetic Stripe Card type, the code fields will be prepopulated with codes containing the Prefix and made up using the set Card Length
    2. You can also tick Override Predefined Card Format, which will allow you to enter any code that doesn't follow the Prefix and Card Length rules, but you do this at your own risk
  4. Select Loyalty as the Role Type to associate the Identifier with a Loyalty Scheme, or leave it blank if you don't want to associate it
    1. If the Loyalty Role Type is selected, select the Loyalty Scheme to be associated with this Identifier
    2. Enter the Current Balance if this is needed

Identifier Roles

  1. Select Loyalty as the Role Type to associate the Identifier with a Loyalty Scheme
  2. Select the Loyalty Scheme to be associated with this Identifier
  3. Enter the Current Balance if this is needed - this will be recorded as an Opening Balance transaction
  4. Enter a Reason for changing balance if this is needed - this will be recorded on the Opening Balance transaction

Managing Identifier Assignments

Activate an Identifier

  1. In the Identifier Options section, click on Identifiers
    1. The Identifiers list will be loaded, with the function icons appearing above the list in the top right hand corner of the Identifiers page
  2. Click on the Identifier you want to Activate, or use the Shift or Ctrl keys to select multiple Identifiers
  3. Click on  / Activate Identifier

You can only activate an Identifier if its status is Temporarily Deactivated or Must Be Activated 

Deactivate an Identifier

  1. In the Identifier Options section, click on Identifiers
    1. The Identifiers list will be loaded, with the function icons appearing above the list in the top right hand corner of the Identifiers page
  2. Click on the Identifier you want to Deactivate, or use the Shift or Ctrl keys to select multiple Identifiers
  3. Click on  / Deactivate Identifier
  4. Select Temporarily Deactivated or Permanently Deactivated as the new Identifier Status
  5. Tick Apply Change and enter a Reason if this is needed

Assign an Identifier to a Customer

  1. In the Identifier Options section, click on Identifiers
    1. The Identifiers list will be loaded, with the function icons appearing above the list in the top right hand corner of the Identifiers page
  2. Click on the Identifier you want to assign to a Customer, or use the Shift or Ctrl keys to select multiple Identifiers
  3. Click on / Link an identifier to an existing customer
  4. Type all or part of the Customer's name and click on , or leave the field blank and click on  to show all Customer records
  5. Click on the Customer, then click on Accept
  1. In the Identifier Options section, click on Identifiers
    1. The Identifiers list will be loaded, with the function icons appearing above the list in the top right hand corner of the Identifiers page
  2. Click on the Identifier you want to unlink, or use the Shift or Ctrl keys to select multiple Identifiers
  3. Click on  / Unlink Identifier

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