Members
In this article, we'll cover everything related to Loyalty Program Members.
Managing Members is one of the main functions in our system because the remaining sections like Campaigns, Transactions, Rewards, etc. are based on it. Each Member has their own profile which is used to store data.
We will show you all operations that you can do on each Member and what you can achieve with them.

Members module overview

The Members module stores and merges all Member data and allows you to manage Members of the loyalty program. With this functionality, you can perform all operations related to your Member accounts like creating or importing new accounts, browsing, and filtering Members, or group Members into Segments.
The full list of capabilities of the Members module:

Managing Members

In this article, you get a quick overview of all the most important information about managing Member data.
Below you will find described operations that you can perform on Members.

Browsing Members’ list

  • Members’ list overview
In the table on the main view with all Members, you will find data which gives you first information about them.
  • Full name - first name and last name of the Member
  • Email - Member’s e-mail address to which messages will be sent
  • Registration date - date when Member account was created
  • Orders - numbers of orders
  • Total earned units - total number of Units earned
  • Active units - all active Units
  • Total spending - total amount of expenses
  • Avg. Order Value - average value of all orders
  • Tier
For a more detailed overview of all Members, you can use filters. They will help you find Members who have the data you are looking for.
Filters what you can use:
  • Active
  • Active Units
  • Address 1
  • Address 2
  • Agreement 1
  • Agreement 2
  • Agreement 3
  • Amount executed for Tier
  • Average Transaction amount
  • City
  • Country
  • Created at
  • Date of birth
  • Email
  • First name
  • First Transaction date
  • Gender
  • Invitation token
  • Last name
  • Last Transaction date
  • Loyalty card number
  • Manually assigned Tier
  • Member ID
  • Phone number
  • Postal code
  • Province
  • Street
  • Tier achievement date
  • Tier ID
  • Total earned Units
  • Transactions amount
  • Transactions amount without delivery costs
  • Transactions count
  • Updated at
You can use one filter or you can create and use several filters at the same time.
To use a filter, you need to create it.
  1. 1.
    Click “Add filter”
  2. 2.
    Select a filter from the list and click on it
  3. 3.
    Choose the condition
  4. 4.
    Enter the values
  5. 5.
    Click “Add filter”
  6. 6.
    Check the table
After completing all the steps, the Member list has been filtered.
  • Sorting the Member list Sorting data is used when you (an Admin) want to sort the Members by specific data. All columns in the table are sorted in ascending or descending order, which helps find, understand and analyze data, as well as create statistics.
  • Managing Members from the Members’ view perspective - you can perform certain actions on the current Member. The actions which you can take:
    • Activating / deactivating account
    • Adding Units Transfers
    • Anonymizing account
    • Editing account
    • Removing account
    To perform an action:
    1. 1.
      Select the Member
    2. 2.
      Click the context menu
    3. 3.
      Choose the action
All of these activities can be done not only from the main page of the "Members list" module but also from the Member account view.

Browsing Member’s profile

  • Details that the profile contains:
    • Members data - gives information about the Member
      • Full name,
      • Account status
      • Email,
      • Phone number,
      • Loyalty card number,
      • Date of birth,
      • Became a member date,
      • Tier - shows the current Tier the Member is assigned to,
      • Gender,
      • Invitation token - by this token you can invite another Member,
      • Segments - shows information about the Segments to which the Member is assigned
    • Metrics
      • Total spending
        • Avg. Order Value
        • Orders
        • Days since the last order
      • Wallets
        • Active units
        • Used Units
        • Expired Units
      • Current Tier
        • Spending to the next Tier
        • Tier promotion date
    • Custom attributes - gives information about the tags to which the Member is assigned
    • Timeline - view where you can see all the operations that are related to the current Member
    • Transactions - list of all Transactions that the current Member has made
    • Unit Transfers - gives information about all Unit Transfers (Units added, Units spent, Units expired, Units canceled) that relate to a current Member
    • Available Rewards - shows all Rewards available for the current Member, including the cost in Units to redeem Rewards and dates when the Reward is available
    • Redeemed Rewards - shows information about the Rewards that the Member has redeemed, divided into used, and delivered
    • Referrals - view contains a list of Members that you referred
    • Events - view contains a list of events that are assigned to the Member
  • Actions you can take on a Member's profile:
    • Activating / deactivating member - you can activate or deactivate the current Member profile
    • Adding UnitsUnits Transfers - you can add a Units Transfers to a specific Member
    • Anonymizing profile - you can anonymize a specific Member profile. The following data will be anonymized: name, surname, phone number, date of birth, address, email address, company information
    • Editing profile - after creating a Member account, you can make changes to their account
    • Removing profile - you can remove the current Member account
    • Removing manually assigned Tier - you can remove the manually assigned Tier to the Member

Editing a Member

In this article, you will get to know how to edit the Member profile information in Open Loyalty. All you have to do is select the Member you want to edit and make changes.
How to edit a Member:
  1. 1.
    Select the Member
  2. 2.
    Click the context menu
  3. 3.
    Click "Edit Profile"
  4. 4.
    Make a changes
  5. 5.
    Click “Save”
You can edit Member data directly from their Profile Detail Page or by selecting their record from List of Members
  • Changing profile details - you can change all the information about a Member including their data provided during the account creation process: first name, last name, e-mail, phone number, gender, birth date, etc.
  • Adding custom attributes - while editing the Member information, you can add a custom attribute or remove the one which is already created. Custom attributes are data fields used to store additional details about Members. Every tag stores information in a form of “key” and “value”; e.g. if we want to store a Member's shoe size, we can add a tag with a “key” named “shoe size” and the “value” which will equal the current shoe size of the Member. They can extend a Member's profile with additional profile details, Member preferences, or can keep data sourced from external systems. Every Member can have an unlimited number of custom attributes.
To create custom attributes:
  1. 1.
    Click on “Custom attributes”
2. Fill required field: Key and Value
To set the Tier manually:
  1. 1.
    Select the Member
  2. 2.
    Click the context menu
  3. 3.
    Click "Edit Profile"
  4. 4.
    Set the correct Tier
  5. 5.
    Click “Save”
After these steps, the Member's account in the Member list will have an icon next to the Tier that symbolizes the Tier was set manually.

Activating / Deactivating Member’s profile

In Open Loyalty, you can activate or deactivate each Member's account.
When the Member account is currently inactive, it appears in the Members list as grayed-out.
To activate/deactivate Member account:
  1. 1.
    Select the Member
  2. 2.
    Click the context menu
  3. 3.
    Click “Yes”
  4. 4.
    Accept the operation

Adding Units transfers

In this part, you will learn how to create a Units Transfer for a Member, which is useful in case of an ad hoc special situation, e.g. a long delivery delay, the biggest Member purchase of the year, etc.
You can add Units Transfers to a Member directly from their Profile Detail Page, by selecting their record from the List of Members or from the Units Transfer page which you will know later.
  • From Profile Detail Page
To add units transfer to a specific member from the Profile data page,
  1. 1.
    Click the "Actions" button,
  2. 2.
    Click "Add Units Transfer",
  3. 3.
    Select the Units Transfer type,
  4. 4.
    Fill the fields
  5. 5.
    Click “Save”
  • From List of Members
To add Unit Transfers to a specific Member from the List of Members
  1. 1.
    Click the context menu
  2. 2.
    Click "Add Unit Transfer"
  3. 3.
    Select the Unit Transfer type
  4. 4.
    Fill the fields
  5. 5.
    Click “Save”

Anonymizing Member’s profile

Each Member account can be anonymized by you. When choosing that option, all Member information will be anonymized. Data which will be anonymized: name, surname, phone number, date of birth, address, e-mail address, company data. All anonymized data will count in charts and tables - that means we’re effectively hashing all of the profile details and all of the personal data is being replaced, but we leave all the transactional information for analytic purposes.
Once a members account is anonymized it cannot be restored.
You can anonymize Member data directly from their Profile Detail Page or by selecting their record from List of Members
  • From Profile Detail Page
To anonymize Member data from the Profile data page
  1. 1.
    Click the "Actions" button
  2. 2.
    Select "Anonymize Profile"
  3. 3.
    Click “Yes”
  • From List of Members
To anonymize Member data from the List of Members
  1. 1.
    Click the context menu
  2. 2.
    Select "Anonymize Profile"
  3. 3.
    Click “Yes”

Removing Member’s profile

In this part, we will explain to you how to remove a Member. When the Member is deleted, all of the information about the Member disappears. The Member also disappears from the Member's list and isn’t included in the total number of Members.
Once a members account is removed it cannot be restored.
You can remove a Member directly from their Profile Detail Page or by selecting their record from the List of Members
  • From Profile Detail Page
To remove a Member from the Profile data page
  1. 1.
    Click the "Actions" button
  2. 2.
    Select "Remove Profile"
  3. 3.
    Click "Yes"
  • From List of Members
To remove a Member from the List of Members
  1. 1.
    Click the context menu
  2. 2.
    Select "Remove Profile"
  3. 3.
    Click “Yes”

Adding new Members

You can add a Member via API, but there is also another option to create a Member account. In this article, we will show you how to create a Member account or import multiple Members via the Admin Panel as an Administrator.

Adding a single Member

  1. 1.
    Click “Add Member”
  2. 2.
    Click “Add single Member”
  3. 3.
    Fill the required e-mail field and all other optional fields
  4. 4.
    Click “Add Member”
Adding custom attributes - while adding Member information, you can add tags. Custom attributes are data fields used to store additional details about Members. Every custom attribute stores information in a form of “key” and “value” e.g. if we want to store a Member's shoe size we can add a tag with a “key” named “shoe size” and the “value” which will equal the current shoe size of the Member. They can expand the Member's profile with additional profile details, Member preferences or can keep data sourced from external systems. Every Member can have an unlimited number of custom attributes.
To create a custom attribute:
  1. 1.
    Click on “Custom attributes”
2. Fill required field: Key and Value​

Importing multiple Members

The Member import file must have the required data: name, surname, e-mail, address, telephone number, and loyalty card number.
Here is an example file, which you can download and edit to import your Member, or many Members.
To import Members:
  1. 1.
    Click “Add Member”
  2. 2.
    Click “Import Members”
  3. 3.
    Upload a file with the Member data

Understanding Members’ data

Open Loyalty allows you to store and merge various Members’ data and create a 360 degree Member view of every Member, with details such as personal information, online and offline Transactions, all kinds of interactions in the loyalty program, and custom variables.
Open Loyalty can receive and exchange Members' data from any kind of external system.
Below, you can see the list of all Members' data types available in the Member profile in Open Loyalty. To open Member profile:
  1. 1.
    Select the Member
  2. 2.
    Click the context menu
  3. 3.
    Click "See full profile"

Personal data

Personal data is basic profile information stored with a Member’s account. By default, all the information can be added, edited, or removed by both the Administrator of the system and the Member. Here’s a list of available personal data fields:
  • Name
  • Status
  • Email
  • Phone number (the format: 00000000000)
  • Loyalty card number - this field can be used to store loyalty card number or any other unique identifier used by Members
  • Date of birth
  • Became a Member date
  • Tier
  • Gender
  • Referral token
  • Segments

Metrics

Open Loyalty calculates various metrics.
Transactional metrics include information about basic factors regarding Member Transactions within the loyalty program.
  • Total spending (CLV, Member Lifetime Value) - total amount of all registered Transactions realized by me
    • Avg. Order Value (AOV) - average amount of all registered Transactions made by the Member
    • Orders - total number of registered Transactions (orders) made by the Member within the Loyalty Program
    • Days since the last order
  • Active Units - all active Units that belong to the current Member
    • Used Units - all Units used by the current Member
    • Expired Units - all expired Units
  • Current Tier - Open Loyalty allows for creating various tiering mechanics which engage Members to stay with the brand and be more engaged. As an Administrator, you can define how Tiers are calculated in the Tiers module. Every Member can be only in one Tier at a time.
    • Spending to the next Tier
    • Tier promotion date

Custom Attributes

Custom attributes are data fields used to store additional details about Members.
Every custom attribute stores information in a form of “key” and “value” eg. if we want to store a Members's shoe size we can add a tag with a “key” named “shoe size” and the “value” which will equal the current shoe size of the Member.
They can extend Member's profile with additional profile details, Member preferences or can keep data sourced from external systems. Every Member can have an unlimited number of custom attributes.
As an Administrator, you can add a custom attribute to a Member while adding a new Member, or editing an existing Member and you can find added custom attribute on the Member profile.

Timeline

This tab contains information about all operations and events that are related to the current Member. Actions such as Tier change, new Transactions, Units earned, Units spent, expired Units, when the Member makes an order, earns Units for it, and goes to a higher Tier, etc.

Transactions

Information about Member's Transactions such as type, date of Transaction, place, amount of money spent, and value of earned Units.
To learn more about Transactions, go to the Transactions module.

Unit Transfers

In this tab, you will find information about the Units that the current Member has earned, spent, or lost. You can find out if the Units are the result of the Campaigns or if they were set manually by the Administrator. When the Units were added, how long the Units will be blocked, and when they will expire.

Available Rewards

Available Rewards tab contains view of Rewards available for a particular Member, including cost in units to redeem a Reward and dates when the Reward is available.

Redeemed Rewards

Here you will find all redeemed Rewards by the current Member divided into used and delivered. Visible information: name of Reward, the cost in Units, status, active from, active to, purchase at, coupon, use of coupons count.

Referrals

This view contains data about all clients that were referenced by the current client.
This happens when a Member invites another Member with a "Referral Token", a note appears in the table.
For example: Member X invited the Member Y with their "Referral Token". In the Member X's account, you will see a record with the invitation information.

Events

This tab gives you information about events that are assigned to the specific Member.

Segmenting Members

In this part, we would like to briefly tell you about segmentation and how you can use it. For more information, see the Segments module.
Members can be grouped into Segments based on their data, transactional data, or loyalty program behavior. Segments can be configured by the Administrator in the Segments module or sourced from external 3rd party systems through API. Users are added to Segments automatically after meeting the requirement of being in a given Segment. Thanks to this, you can automate the processes of loyalty program management and those related to personalizing loyalty offers, and facilitating marketing communication.

FAQ (Members)

Is the system GDPR compliant?

Yes, you can anonymize Member data or remove Members.
Last modified 7d ago
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On this page
Members module overview
Managing Members
Browsing Members’ list
Browsing Member’s profile
Editing a Member
Activating / Deactivating Member’s profile
Adding Units transfers
Anonymizing Member’s profile
Removing Member’s profile
Adding new Members
Adding a single Member
Importing multiple Members
Understanding Members’ data
Personal data
Metrics
Custom Attributes
Timeline
Transactions
Unit Transfers
Available Rewards
Redeemed Rewards
Referrals
Events
Segmenting Members
FAQ (Members)