To add fields to your user-defined letter click on the down arrow, a drop-down list of available fields will then be displayed.
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.
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.
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.