Customers & loyalty

Who this is for: cashiers, waiters, hosts, supervisors and managers. Menus: Customers, Loyalty, Gift cards and the Customer button on the till.

Customers (/customers)

The directory lists everyone with their code (CUS-000001), contact, visits, lifetime and average spend, points and last visit. Search by name, phone (any format — 0772… and +256 772… are the same number), e-mail or code. Segments: VIP, loyalty members, on credit, birthdays this month, inactive for 60 days, blocked.

New customer. Type the name and phone or e-mail. While you type, the dialog shows people who may already exist (same phone, same e-mail, same or similar name): tap Use this customer instead of creating a second record. A clear duplicate (same phone or e-mail) is refused; choose Create anyway only if they really are different people. Tick Join loyalty to start earning straight away.

Profile (/customers/<id>): contact details, birthday and anniversary, marketing consent, allergies (shown in red everywhere the customer appears — at the till, on bookings, on the order), dietary needs, preferences, favourite food and drinks (what you record, plus what they order most, split into food and drinks), tags and notes. Tabs show their orders, reservations, loyalty, gift cards / vouchers / credit and possible duplicates. Block stops a customer from being attached to new orders.

Credit profile (managers with customers.credit): status (no credit, active, on hold, blocked), limit and payment terms. Activating credit opens a house account the till can charge; on hold and blocked suspend it.

Duplicates (/customers/duplicates, customers.merge): pairs with the same phone, e-mail or name side by side. Merge keeps the record you choose: orders, bookings, points, gift cards, stamp cards and memberships move to it, missing details are filled in and the other record is kept as “merged” so old receipts still find it. Different people removes the pair from the list.

Export (customers.export): a CSV of the directory; every export is audited.

At the till

Tap Customer in the order header, search, and pick the guest (or create them). The order takes their name, phone and allergies, and their price tier — a Jupita Club member gets member prices at once. The panel shows visits, average spend, what they usually have, preferences, the points balance (worth x shillings), tier and membership.

• Redeem a reward: tap it (greyed when they do not have enough points, or the order already has a discount). The reward becomes the order’s discount (Reward: …); a manual discount cannot be added on top. Take off gives the points back.
• Stamp cards: a full card shows its reward (e.g. Free cappuccino); tap it to redeem on this order.
• Subscriptions: a plan with an allowance (“Coffee Club — one coffee a day”) shows what is left this period; Use pays for the dearest eligible items on the order (Subscription: …). Take off, cancelling or voiding the order gives the allowance back.
• Prepaid balance (where your café offers it): shown with the customer; pay with it at Pay as customer credit.
• Vouchers & credit: the codes the guest can pay with; enter them at Pay (gift card / voucher / customer credit).
• Remove customer takes any reward off first.

Points are earned when the sale closes and taken back if it is reopened or voided; nothing is earned offline until the sale syncs and closes on the server.

Loyalty setup (/loyalty, loyalty.manage)

• Programme: points per spend (e.g. 1 point per UGX 1,000 of net sales or of the bill total), the value of a point, the minimum to redeem, when points expire, programme-wide cashback, the tier window and birthday / welcome bonuses.
• Tiers: qualifying spend over the window, a points multiplier and cashback. Customers move up as soon as they qualify; the nightly run also moves them down when their spend drops.
• Rewards: amount off, percent off, a free item, or a voucher to spend later; points cost and an optional minimum tier.
• Promotions: points multipliers (e.g. double points on Tuesdays), bonus points per visit, bonus points on an item or category, and voucher campaigns to a segment (VIP, members, birthdays this month, not seen for n days, at least n visits). Send shows how many customers are in the segment and issues one voucher each in the background; sending again reaches only those who have none yet.
• Stamp cards: stamps per item or category, how many fill a card, the reward and how long a card lasts.
• Memberships: paid plans with a fee, duration, points multiplier and a price tier that matches your price rules (the demo’s “Members −10 %” rule uses member). Sell one from the customer’s profile — the fee is taken like any payment (cash goes into your till). Give a plan an allowance (Subscription: items included per day, week, month or the whole membership, covering café types, optionally capped per item) and it is a subscription (see Café control).
• Prepaid balances: switched on in Café setup → Settings (minimum top-up, bonus tiers). Top up prepaid on the customer’s profile or at the café counter; the balance is a customer-credit instrument listed with the gift cards.

The page shows members, points outstanding and their liability value, points earned / redeemed / expired in the last 30 days and active memberships.

Adjusting points (loyalty.adjust): from the profile, with a reason; audited.

Expiry runs every night: points older than the expiry period that were not spent expire first-in-first-out; memberships, stamp cards and promotions past their end close; gift cards, vouchers and credit past their expiry date close and their balance is recorded as breakage.

Gift cards & vouchers (/giftcards, giftcards.sell)

• Sell: gift card (reloadable) or voucher (single use), value, how it was paid (cash goes into your open till; card / mobile money need the reference), an optional code (else generated), an expiry date, and a customer or holder name.
• Check a balance: type the code; the history shows every load, redemption (with the order number), top-up, adjustment and expiry.
• Top up a gift card from its history.
• The top of the page shows outstanding balances (the liability), everything redeemed and breakage.

Issuing value without money (a manual load, a house account) stays on Payments → Gift cards & accounts (payments.instruments.manage).