IBIS Technology

TABLE OF CONTENTS

• Step 1: Add a new membership
• Step 2: Configure your membership pricing
• Step 3: Set up usage and validity rules (for memberships scanned at entry)
• Step 4: Set up custom membership questions
• Step 5: Set up membership emails

Step 1: Add a new membership

1. Under the Admission & Membership tab, open the Membership setup screen, then click Add
2. Enter a Code for the membership (max 10 characters)
3. Enter the Membership name 
4. Select a type: 
   
   

   Multi-use	A specified number of usages, e.g. 10-trip card (used in conjunction with Admissions only).
   Periodic	Membership with unlimited usage from the date it is validated (either automatic at time of sale, first time used or manually validated by operator) for a set period, e.g. Month Pass or Annual Pass.
   Seasonal	Membership valid for specific date range e.g. a Winter Pass from 1 Jun to 31 Oct.

   
   
5. Select the Group type:
   
   

   Group	A membership for multiple people, e.g. family or corporate group.
   Guardian	A membership managed by a parent or caregiver on behalf of a child or dependent. Only the child or dependent can use the membership, but the guardian pays for it.   Note:  The child's (or dependent's) details are appended under the name of the person who originally purchased the membership for the child or dependent, in the customer screen.
   Individual	A membership for a single person only.

   
   

6. Specify the membership validity period, e.g. 10d, 1m, 1y, then select the start rule:
   
   

   First use	The validity period will start from the first time the membership is scanned for gate entry (used in conjunction with Admissions only).
   On validation	Starts when the membership is manually validated by the operator via IBIS Client.
   Time of sale	The validity period will start from the time of purchase.

   
   
7. Select Auto Validate for membership status to activate automatically to 'Active'.   Note: To only be used in-conjunction with 'Time of Sale' Start Rule.
8. Choose the email templates to associate with registration, reminders and invitations. See the email section for how to configure, then click Save.
9. Once your membership is added, you can specify more settings and attributes of the membership as follows:
   
   

   Cardholder	Specifies whether everyone will have their own cards (beneficiary), or if the group shares one card (owner).
   Promo codes	Comma-separated list of promo codes that apply to this membership
   Discount PLU	Discount PLU that applies to this membership (for use in POS only)
   Report groups 1 and 2	Used to group your memberships on reports
   Membership description	Text which displays in an email merge field for the membership emails
   Group Attributes	Applicable to Individual, Guardian and Group type memberships Adults - the number of adults allowed on the membership (leave empty for Guardian type memberships) Children - the number of children allowed on the membership Max child age - the maximum age for a child
   Questions	See the membership question section for how to configure these.  Owner questions - a comma-separated list of Custom question code(s) required before a membership can be validated (only the membership holder) User questions – a comma-separated list of Custom question code(s) for marketing questions you want to ask your members upon registration (all members on a membership)
   Seasonal	This only applies to seasonal memberships Start date - enter the start date of the seasonal membership. End date - enter the end date of the seasonal membership.

   
   

Step 2: Configure your membership pricing

1. Open the Membership items screen under the Admission & Membership menu. 
2. The membership you have added in the Membership setupscreen will automatically appear. 
   • If you've set up a Multi-use membership, you can add multiple Membership items of type Multi-use voucher in this screen and then assign them all to the same Membership. i.e. you only need to set up a single 'Senior concession card' Membership, then add 'Senior 5 trip', 'Senior 10 trip' and 'Senior 20 trip', etc as Membership items against that Membership. 
   • When the customer purchases more trips, they will appear on the same card.
3. Update the Price inc, then click Save.

Step 3: Set up usage and validity rules (for memberships scanned at entry)

To set up the Usage and validity rules for membership cards scanned at a gate or Point of sale:

1. Open the Membership items screen under the Admission & Membership menu. 
2. Highlight the row of your membership, then click on the Usage and validity rules button at the bottom.
3. Enter the rules as follows:
   
   

   Reuse wait minutes	Prevents a multi-use or membership pass from being scanned multiple times in quick succession. This feature is used to prevent fraudulent use of an unlimited trip pass in an unattended access area (i.e. a gate).
   Validity period	Controls how long the admission item is valid. Once an item has expired, it will no longer be valid when scanned at entry.
   Location	Where the item is valid for. Locations must be set up in the Location screen.
   Usage group/allowed usage	Example 1:A customer purchases a return ticket for a gondola ride. Their tickets will be validated at the bottom and the top of the gondola, on their return ride. The scanning station at the bottom of your gondola is set up in usage group 1, and the allowed usage is set for 1 scan at this location. The scanning station at the top of your gondola is set up in usage group 2, and the allowed usage is 1 scan at this location. Example 2: Your customer has purchased a one-way ticket for your gondola that is valid for either 1 ride up or 1 ride down. Each location is set up in the same usage group and the allowed usage is set to 1 scan at each location. As soon as this ticket is scanned once at any location within the same usage group, the ticket will not be valid if scanned again at a different location within the same group. Example 3: Your customer has purchased a membership that allows unlimited trips until the pass expires. Each scanning location is set up in a usage group and the allowed usage is set to -1 (unlimited usage) for the location.
   Time restrictions	If a ticket or membership can only be used on certain days of the week, or if you wish to exclude specific time periods or public holidays.  Example 1: A ticket is only valid for morning admission. Enter the morning times against each day of the week in a 24h format, e.g. 8:00-12:00. Example 2: A ticket is not valid on weekends. Enter a time period outside of your operating hours against Saturday and Sunday, e.g. "0:00-0:01" Example 3: A ticket is not valid on public holidays. Enter a time period outside of your operating hours against Day 1, e.g. "0:00-0:01". Subsequently, enter a "1" against each date in the Operating calendar. Example 4: A ticket is only valid for (a) specific date(s). Enter a time period of validity against Day 2, e.g. "8:00-18:00" and enter a time period outside of your operating hours against all days of the week to prevent usage on any other day, e.g. "0:00-0:01". Subsequently, enter a "2" against each date in the Operating calendar.

Step 4: Set up custom membership questions

If you require your members to answer any specific questions, either as a requirement for the membership or just to gather extra marketing information, you can set up custom questions.

1. Open the Custom questions screen under the System menu, 
2. Click Add, and enter the details as follows:
   
   

   Code	Shortcode used to identify the question. This is entered in the Membership setup screen.
   Question	The question that appears when the customer registers online.
   Order	The list order this question will appear when the customer registers online.
   Filter	Determines where the question can be seen/answered. If set to App, the question is only visible in the Customers screen.
   Caption	A short caption to display in the Customers screen on the details tab (will be sorted alphabetically)
   Alert rule	Not applicable to Memberships
   Grouping	Groups the questions in the Customers screen on the details tab.
   Hint	Text that displays on the online registration to further explain how to answer the question.
   Answers	The type of answer your question requires. All answer types must be set in lower case. The following types can be used: date - for a date selection text - free type text field list - answer options separated by "|" e.g. "beginner|intermediate|advanced", or database list such as [db.country]) yes-detail-no (if answered by "yes", then provide more details. E.g. yes-detail-no: Please give details of the depth and duration of your scuba dive.) yes-no-confirm (if answered by "no", confirm the response. E.g. Yes I wish to purchase Insurance|No I do not want insurance|Are you sure you do not want insurance?)

   
   
3. Save your changes.

Step 5: Set up membership emails

There are 3 types of emails that can be sent for memberships:

The registration link will expire after 24 hours, so customers must complete their registration within this time otherwise you will need to send out a new registration email.

You can set up different templates per membership email type. You must have at least one membership set up before you can begin creating membership email templates. Follow these steps to set up:

1. Under the System menu, click on Email templates to open the Email editor.
2. From the Template menu on the left, select Membership
3. Use the default template as a starting point. You can type, paste or insert tables and images, and use this as a regular Word processor to create your email.
   
   

   Merge fields	Used to merge dynamic info into the email which populates depending on who the email is going to, such as the customer name or membership description. To use these fields, click on the Insert menu, then choose a field from the Insert Merge Field selection. If you are using an iframe on your ecommerce site, for validation & invitation emails you will need to use the merge fields  with 'Encoded' at the end. This is to ensure it opens correctly within your ecommerce site. To format a date merge field, use the \@ switches. E.g. to display a date as 25 Dec 2022, the merge field should look like {MERGEFIELD myObject. myField \@ dd MMM yyyy}
   Hyperlinks	Add links to your website or social media by highlighting the text or clicking on the image you want to link, and then right-click and select Hyperlink. Text to display - your highlighted text which you can change or it says ‘Selection in document’ when it’s an image. ScreenTip - display text when the recipient hovers over a link. Target frame - when the recipient clicks on this link, it opens by default by what you select here. Link to - either to a URL or to a bookmark elsewhere in the email. Address - the URL you want to link to
   Registration or invitation hyperlink	Follow these instructions EXACTLY (it’s very easy to get it wrong): Select text/image Right-click, select Hyperlink Don't fill out anything and click OK Click on the Show All Field Codes button in the Insert menu Replace the https:// part between the apostrophes Click on the Insert Merge Field button and select the URL code you need If using iframe, use the 'Encoded' merge fields.  Customers that use i-frame on their ecommerce site need to have the following added at the start of the urls in all their invitation and registration emails: https://yourdomain.co.nz/cart?ibisifrmdest= Save & Don’t touch it again
   From email address	Only if your email domain has been set up with us to send from can you enter the “from” address you want, but only using your domain. If you change this email address and the domain you’re using hasn’t been set up correctly, your emails will get spammed.

   
   

4. Click the Save button in the right upper corner and enter your email template Name when you are finished.
   
   

   Templates do not auto-save, make sure you save before clicking on another template otherwise you lose your changes!

Editing memberships

To edit a template at a later stage, just click on your template, make your changes and click on the Save button, located top right above Send button. When it asks you for the template name, just click OK again without changing it. If you change it, it will create a new template.

You can’t delete templates at this stage, nor overwrite the template name.

Testing membership email templates

To send a test email, it’s best to set up a testing Customer with your email address, call them “Membership Tester” for example and add all of your memberships to this customer (if you have membership-specific templates).

Then you can send the emails from the Customers screen and see how they come through.

Customers using i-frame