Setup / Maintenance
From this screen, you can change the way Instant Loyalty behaves.
From Instant Loyalty’s main menu select Setup/Maintenance.
The following screen will be displayed:-
General
Getting Started Wizard
Click on this option and the getting started wizard will run.
Import Wizard
The import wizard allows you to import data from Total Loyalty (one of the fidelity’s earlier products), from a CSV file (comma-separated value file). If you already have a customer database created, and you can export it as a CSV file you will be able to import the customer details it into Instant Loyalty.
General Options
General Tab
Click on general options and the following screen will be displayed:-
Secure Login
You can turn off the password prompt by un-ticking the Secure Login Screen option.
This allows you to access Instant Loyalty without being asked for a password when logging in.
Quick Address Rapid
As standard Quick Address, Rapid is not included in Instant Loyalty but if you have this facility on your system it can be used in conjunction with Instant Loyalty to search for addresses by postcode.
Cashless
If this option is enabled then the system will display local currency for the members balance instead of points.
Create Cards On The Fly
Allows you to create cards as you add members and allows you the options to change the card number. When the box is not ticked you must create the batch of cards.
Use True/False instead of Yes/No
Choose whether your system shows True/False or Yes/No.
Auto Logoff/Exit Software when IDLE for
For security reasons Instant Loyalty will allow you to set a timer, so that if the software has been idle for the set amount of time it will automatically exit the software.
Maximum Logfile Size
Instant loyalty stores a system log that notes almost every action performed by the user. If you use the password system, the system log will show the user of each action alongside the date and time.
Eventually, the system log will get too long to be of any use of printing or searching. We recommend that the log is archived on a regular basis to make the amount of data more manageable. In this screen, you can set a maximum log file size before it automatically archives. By default this is 10000KB, this can be altered depending on your needs.
Searching Defaults Tab
Click on the searching defaults tab and the screen below will be displayed. This screen allows you to set default search subjects that can be used when searching for customers, cards and vouchers. This makes the searching option more efficient to your needs.
Search defaults
To change a default click on the down arrow under the appropriate search, a dropdown list which show’s all of the fields available for the database chosen will be displayed. To select a field to be a default Click on it.
Search Match type
Use this option to select a default match type. On text fields (such as name etc) you may use a match type to pull out a selection of records. You can select to use: -
Any Part of Field: Will look for the criteria entered in any part of the.
Whole Field: Will look for fields that match the criteria entered exactly.
Start of Field: Will look at the beginning of the field for the criteria entered.
On numeric fields (such as age, or card number) you may use Greater Than and Less Than to pull out a selection of records (NB using these actually produces greater or equals to and less than or equals to).
Sage Link Setup
Click on the Sage Link Setup tab and the screen below will be displayed. This option is used to synchronise the customer database between Instant Loyalty and Sage. This is useful if you already have an established customer database in Sage, as this will save you having to re-enter the customer’s details in Instant Loyalty as you can import the details from Sage. (*or vice versa).
Username, Password, Test
Enter the username and password that is used when logging in to Sage. You can test whether the username and password are valid by clicking on the test button.
Default Scheme
This option allows you to specify a scheme for all customers that are imported from sage to be placed in. Schemes that you have created in Instant Loyalty will be available to select from the dropdown list.
Synchronise on Load/Exit
This option allows you so set when the data will be synchronised.
Automatically: Will synchronise the data when Instant Loyalty is loaded without notice.
Prompt: Will ask the user if they would like to synchronise the customer data when
Instant Loyalty is loaded.
Never: Will never synchronise the data.
Fields
Then you can select which fields in Instant loyalty match with which Sage field.
Direction
On each field you can determine which direction you want the data to be imported/exported, by default, this is set to Both. Both will export data from Instant Loyalty field into the Sage field and vice versa this will keep the two databases completely in synch with each other. Inbound will Import data from the Sage field into the Instant Loyalty field. Outbound will export data from the Instant Loyalty field into the Sage field. Never will stop data being exported or imported for the field.
Networking
Click on the networking tab and the screen below will be displayed. This screen will allow you to identify the data path it also gives the options of storing filters and letters/Vouchers on the server so that everyone on the network can access them.
To set the data path either click on the browse button and search or if the path is known type directly into the box.
NB: Use the UNC address for the data path.
If you wish to store letters, vouchers and filters in the same place then put a tick in the appropriate box.
Letter Writing
Click on the Letter writing tab and the screen below will be displayed. Instant loyalty has a range of predefined letters which can be mail-merged with your member’s details. However you may wish to create additional letters that are relevant to your business, this can be done via Microsoft word. When you create a letter you will need to include field references so that customer details will appear on your letters when mail merged. This screen will allow you to set which fields you want to see in your user-defined letter, so when you create a letter the fields on the list below will automatically be inserted into your word document.
To add fields to your user-defined letter click on the down arrow, a drop-down list of available fields will then be displayed.
Highlight a field from the drop-down list then click ADD. The field will then be added to the list of fields that will be inserted into your user-defined letters.
You can alter the order that the fields are displayed in by highlighting a field and clicking on UP or DOWN until it is in the correct position.
To remove a field highlight it in the current list and click Remove. This will take the selected field from your current list and put it back on to the drop-down list.
New Member Tab
Click on the new member tab and the screen below will be displayed. This screen allows you to specify the order in which certain tasks are performed. These tasks are performed when you have entered a member's details then have clicked on accept. Descriptions of the options available are listed below:-
First Dropdown (Cards)
Prompt to Add Card: Will prompt you to add a card to the member.
Automatically Add Card: Will add a card to a member without notice.
Choose from a Selection of Cards: Will display a list of your cards that are currently on the system, you can then select which one you would like to assign to the member.
Never Add Card: Will never add a card.
Second Dropdown (Welcome Letter)
Prompt to Print/Email Letter will ask you for a destination if you would like to print click printer if you would like to email click email and type the email address in the appropriate box.
Automatically Print Letter will print a letter for this member without notice.
Automatically Email Letter will email a letter for this member without notice.
Never Print/Email Welcome Letter will never print or email a welcome letter.
Third Dropdown (Next Member)
Prompt to Add another Member will ask would you like to add another member.
Never Prompt to Add another Member will not ask if you would like to add another member.
Fourth Dropdown (Opening Balance)
Prompt for opening balance will ask you to enter an opening balance.
Never prompt for opening balance will never ask you to enter an opening balance.
Check for the duplicate: This option will allow you to search the rest of the loyalty database for any name, telephone number and addresses that are the same as the member you are adding this is so you do not create duplicate records.
Default welcome letter: Will allow you to specify the location of your default welcome letter.
Default email subject: Will allow you to enter a default email subject for your email i.e. Congratulations on Becoming a Member of the Boat Club.
Email letter as an attachment if this option is enabled then your letter will be mailed as an attachment, instead of being the main body of the email.
New members are issued: This option allows you to give points upon becoming a member. Simply type the number of points that you would like to issue to new members.
Prompt for expiry date: Will ask you to enter an expiry date for the customer’s membership.
Default expiry days: This option allows you to enter a default amount of days when the memberships expire.
Payment Methods
When you charge a customers card with value via Instant Loyalty you can enter which payment method the customer used. This allows you to report on which payment methods are being used when charging cards. This screen allows you to create a list of payment methods which the operator can select from when charging a card.
To add a payment method click “Add New”. You will then be prompted to enter the name of your payment method enter the name then click OK. The payment method will then be added to the available list. To edit a payment method highlight it in the current list and click Edit. This will prompt you to edit the current description of the selected payment method. When finished click Ok to return to the current list. To remove a payment method highlight it in the current list and click Remove. This will delete the selected payment method from your current list.
Setup/Maintenance (Fields/Layout)
Click on this tab and the screen below will be displayed. These options allow you to add new fields and dropdowns and to change the way they are displayed throughout Instant Loyalty.
Add/Edit Field Layout
Click on Add/Edit layout and the Screen below will be displayed. The field layout is the order in which fields appear on the customer data entry screen.
On the left-hand side of the screen will be a list of fields that are currently not in your layout (available fields section). To add a field to the layout highlight the field and drag and drop it on to the desired location on the right-hand side (actual layout). The Actual layout on the right-hand side is what you see when you add/edit a member. You can alter the order that the fields are displayed in by highlighting a field then use the Move Up and Move Down arrows until it is in the correct position.
If you want to remove a field from the actual layout highlight the field and drag and drop it back to the Available fields section.
Once you have finished creating your layout click on save and exit. The layout will now be saved and you will be returned to the previous screen.
Screen layout
Click on the Screen Layout icon under the Setup/Maintenance screen and the screen below will be displayed. This screen allows you to determine the layout of your customer database main screen.
On the left-hand side of the screen will be a list of fields that are currently not in your layout (available fields section). To add a field to the layout highlight the field and drag and drop it on to the desired location on the right-hand side (actual layout). The Actual layout on the right-hand side is what you see when you add/edit a member. You can alter the order that the fields are displayed in by highlighting a field then use the Move Up and Move Down arrows until it is in the correct position.
If you want to remove a field from the actual layout highlight the field and drag and drop it back to the Available fields section.
Once you have finished creating your layout click on save and exit. The layout will now be saved and you will be returned to the previous screen.
Field Maintenance
Each member has the standard fields, First name, Last name, Address, Post Code, etc. However, you may wish to add new fields that are relevant to your business. For example Favourite Drink, Sport, Food, Spouses birthday, etc. There is no limit to how many fields you may add, but remember to take some time deciding which fields you are going to use. Click on this option and the screen below will be displayed.
Add Field
To create a new field click the Add Field button.
Field Name: Type a relevant description of your field under Field name, for example, favourite Sport.
NB: Characters such as '`#~!"$%£^ cannot be used.
Field Type: The field type determines what can be entered into the field. By specifying a type you can help stop human input errors, the different types are:-
- Number - Allows the user to input numbers only!
- Currency - Allows the user to input monetary value only.
- Text - Allows the user to input anything apart from illegal characters.
- Date - Allows the user to input dates only.
- True/False - Allows the user to input true or false only.
Field Length: The field length allows you to limit the number of characters that can be entered (Example 5, max characters xxxxx).
Default Value: You can specify a default value, which will be entered automatically for each new member-created unless it is changed manually.
Input Required: By specifying if the input is required, you can force the data inputter to enter something for this field. Setting this box to No allows the field to be left blank.
Dropdown List: Each field can have a dropdown list. A dropdown list is a list of default values that the data inputter selects from. For example, Member Title will generally be Mr, Ms, Mrs, Miss, Master etc, so when you are asked the question you will be prompted with a choice instead of typing. This can make data inputting quicker and easier. If you would like to create a drop-down list for this field set this to yes (this option can be changed at any time).
Please note: Once a field has been set up it cannot be edited, apart from the drop-down list option, so make sure you have entered all the necessary information.
Delete Field
To delete a field, highlight the field you wish to delete, and then click the Delete Field button. A warning will then be displayed stating that all data in that field will be destroyed and filters that reference this field will not work until the offending field is removed from the filter. Click yes if you want to proceed.
Dropdowns
Each field can have a dropdown list. A dropdown list is a list of default values that the data inputter selects from. For example, Member Title will generally be Mr, Ms, Mrs, Miss, Master etc, so when you are asked the question you will be prompted with a choice instead of typing. This can make data inputting quicker and easier. Note: To create a drop-down menu for a field, the field must be first be set up to allow drop-down menus. Click the Dropdowns button and the following screen will be shown: -
You will notice that the Title field is already present, and lists of its dropdown items are visible. You can add and remove dropdown items for the member title to suit your business needs.
Add Item
To add a new item to your dropdown list, highlight the field that you are creating the dropdown list for then click Add item. Click in the “Item” box and enter the name of your item. Click save and the item will be added to your dropdown list.
When you have finished creating your dropdown list you can sort the items into a different order. For example, if you have created a field called favourite sport, and the dropdowns horse racing, golf, and cricket, but wish to change the order to cricket, horse racing and golf. You can do so by clicking the Edit Item(s) button, then highlight the item you want to move then use the Move Up and Move Down arrows until it is in the correct position.
Delete Item
If you wish to delete an item from a dropdown list first highlight the relevant field so that the dropdown list for that field is displayed, then highlight the item in the dropdown list and click on “Delete Item”.
Setup/Maintenance (Security)
From the Security tab, you can setup Instant Loyalty’s security options. Using the security of Instant Loyalty will help you keep an eye on use (misuse) of the system. Most events on the system are recorded in the system log, and when passwords are enabled, Instant Loyalty inserts the user's name against each action performed. In addition to that, certain functions and screens will prompt the user to retype the password before execution.
User Admin
There might be some details or actions that you may not want a user to see or do, such as editing filters or accessing screens that affect the way that Instant Loyalty runs. The section allows you to determine which users can access which screens and information. Click on the User Admin button and the following screen will be displayed:-
Add New User
To create a new user click on add new user. You will be prompted to enter a user name. Enter the name of the user and click ok. You will then be asked to enter a password for the user once done click ok. The new user will now be created.
Security Options
Determine what the new user can/cannot access. When a box on the screen is ticked this means that the current user has access to the relevant information. To deny access make sure there is no tick in the box next to the screen description. Access Rights determine the field access (which fields the user can edit/see). There are three levels to choose from. These must be set up first under Field Security. When you have finished editing your security options click Save Changes to update the user’s settings.
Delete Current User
Select the user that you want to delete from the dropdown list, and then click on delete the current user.
NB: You can also change passwords by clicking on the Password box and typing in a new one.
Field Security
Field security will allow you to restrict access to the editing of fields. There are three levels in this screen which can be set up with different access rights. Click on this icon and the following screen will be displayed:-
Select which level you wish to adjust from the drop-down list. Then using the tick boxes enable/disable fields. You can also use the All button to enable all the fields, or the None to disable all the fields. If a field has been disabled the user will not be able to view it in the customer edit screen.
Note: You cannot change the name of a level.
Note: You cannot change the name of a level.
Once finished click exit and you will be asked if you wish to save the changes you have made click yes and you will be returned to the previous screen. To apply these restrictions to users see User Admin.
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