Adding or removing loyalty points by hand
How owners and managers correct a client's loyalty balance, why each change needs a reason and a branch, and how to read the full points history.
Sometimes a balance needs a person's judgement: points as an apology after a long wait, an opening balance from your old stamp cards, or points given back after a refund. Owners and managers can add or remove points by hand, and every change is recorded with who made it and why.
See a client's points
- Go to Customers and open the client.
- Open the Loyalty & Rewards tab. It shows the Current Balance, Lifetime Earned, Lifetime Redeemed/Clawback and the last ten entries under Recent Transactions.
Receptionists and cashiers can see this tab too, but only owners and managers can adjust a balance or open the full history.
Adjust the balance
- Check the branch switcher at the top of the page. It must show one branch, not All Branches: every adjustment is recorded against the branch you are working in, and StyleDesk refuses it without one. See switching branches.
- On the Loyalty & Rewards tab, click Adjust Balance.
- In Points to Adjust, type a whole number: 500 adds 500 points, -200 takes 200 away.
- In Reason, write why, in at least 10 characters, for example "Goodwill for 40-minute wait". This is your audit trail.
- Click Confirm Adjustment. The full Loyalty History page opens with the new entry at the top.
A double-click, or the browser sending the form twice, still applies the adjustment only once. For a second adjustment, open Adjust Balance again.
StyleDesk does not stop you removing more points than the client has, so look at the Current Balance before you take points away.
Read the full history
On the Loyalty & Rewards tab, click View Full History. The Loyalty History page shows the client's current balance and every entry, newest first, 20 to a page, with the date, type, reference, points, running balance and notes.
| Type | What it means |
|---|---|
| Earned | Points added when the client paid. |
| Redeemed | Points used to pay part of a bill at checkout. |
| Clawback | Earned points taken back because a payment was refunded. |
| Adjustment | A change made by hand. The notes show the reason and the email of the person who made it. |
| Legacy Migration | An opening balance carried over from earlier records. |
When one branch is selected in the switcher, the history lists only that branch's entries. Switch to All Branches to see the client's whole history in one list.
Good habits
- Write reasons someone else will understand in six months: what happened and on which visit.
- To give back points used on a refunded bill, add the same number of points and mention the invoice number in the reason.
- Agree who may give goodwill points, and how many, so balances stay fair between clients.