IBIS Technology

This article outlines how to set up memberships in IBIS, including pricing, usage rules, promotions, and emails. 

TABLE OF CONTENTS

• Step 1: Add a new membership
• Step 2: Configure your membership pricing
• Step 3: Set up usage and validity rules
• Step 4: Set up custom membership questions
• Step 5: Set up membership promotions
• Step 6: Set up/edit membership emails
• Step 7: Testing membership email templates
• Using pre-printed membership cards

Step 1: Add a new membership

Memberships define how access and pricing rules apply. To create one: 

1. Go to Admission & Membership > Membership setup and click Add.

2. Fill out the form:

   • Code (max 10 characters)

   • Name

   • Type:
     • Multi-use: Fixed number of admissions (e.g. 10-trip card)
     • Periodic: Unlimited for a set time (e.g. 1 month/year)
     • Seasonal: Valid between set dates (e.g. 1 Jun – 31 Oct)

   • Group Type:

     • Individual: For one person

     • Guardian: Purchaser pays, dependent uses (e.g. parent/child)

     • Group: Shared among multiple people

   • Validity Period: e.g. 10d, 1m, 1y

   • Start Rule: First use, on validation, or Time of sale

   • Auto Validate (tick if needed, only applies to 'time of sale' start rule)

   • Choose email templates (see Step 6)

3. Click Save, then complete the advanced fields: 

   • Cardholder: Shared (owner) or individual (beneficiaries)  
   • Promo codes: Comma-separated list of applicable promo codes or X if none.
   • Discount PLU: Discount to apply at POS. 
   • Report groups 1 and 2: Used for reporting purposes. 
   • Membership description: Text shown in merge fields for emails. 
   • Group attributes: number of Adults (not applicable for Guardian) /Children and max child age. 
   • Questions: comma-separated custom question codes to ask the cardholder (owner)/beneficiaries (users). 
   • Seasonal: Set start/end dates.

Step 2: Configure your membership pricing

Each membership requires corresponding membership items that control the pricing for that membership.

1. Go to Admission & Membership > Membership items.

2. A membership item is created automatically. 

   • Edit or add more items for multi-use membership types. Create multiple item variants (e.g. 5/10/20 trips).

3. Update the Price inc field and Save.

Step 3: Set up usage and validity rules

Control where and how memberships are scanned for access. 

1. Select an item from the Membership items screen and click Usage and validity rules (bottom).

2. Configure:

   • Reuse wait minutes: Prevents re-entry abuse (rapid re-scanning at unattended gate)

   • Validity period: Time limit for item use

   • Location: Valid entry locations (must match those in your Location setup)

   • Usage group/allowed usage: Controls scan behaviour. Examples: 

     • Return gondola ride: different usage group for top and bottom locations, 1 scan per usage group.

     • One-way ride: same usage group for top and bottom location, 1 scan for 1 group. 

     • Memberships: Unlimited use set to "-1"

   • Time restrictions: Limits membership admission based on days/times.
     
     

     Scenario	Entry Time Value
     Morning only	8:00–12:00 per day
     Not valid at weekends	0:00–0:01 for Sat/Sun
     Exclude public holidays	0:00–0:01 on Day 1, then enter "1" against each date in the Operating calendar.
     Specific dates only	X:00–XX:00 on Day 2, all other days: 0:00–0:01. Enter "2" against each date in the Operating calendar.

     
     

Step 4: Set up custom membership questions

Custom questions let you collect additional information during membership purchase or registration. These questions can apply to the cardholder (owner) or each user (beneficiary), and are used for validation, marketing, or reporting.

1. Go to System > Custom questions and click Add.
2. Fill out the following fields:
   
   

   Field	Description	Example / Notes
   Code	Short, unique ID for this question	EmergContact
   Question	The full question text shown to the user	Emergency contact name
   Order	Display order; lower numbers appear first	1, 2, etc.
   Filter	Leave blank, or 'App' to display in the Customers screen.
   Caption	Short label shown in the Customer screen	Emergency Contact
   Grouping	Group similar questions in the Customers screen.	Medical
   Hint	The tooltip that appears beneath the question online.	E.g. not someone travelling with you.
   Answer Type	Format of expected answer:
   	• text – Free-type response
   	• date – Date picker
   	• list – Dropdown list, separated by "|"	beginner|intermediate|advanced or a database list [db.country]
   	• yes-detail-no – If user selects "Yes", they must provide details	yes-detail-no: Please describe your medical condition
   	• yes-no-confirm – If user selects "No", they are prompted to confirm	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 promotions

You can offer discounts to members by setting up a promotion. Once linked to a membership, the promotion will apply automatically when members log into your e-commerce portal and can also be used at POS. 

1. Go to System > Promotions, create a new promotion. Do not tick Auto-apply.

2. In the Membership setup screen, enter the promotion code in the Promo codes field:

   • Use a comma-separated list for multiple

   • Enter x if no promotions apply

Step 6: Set up/edit membership emails

Types of emails: 

To edit templates: 

1. Go to System > Email templates > Email editor

2. Choose Membership from the Template menu

3. Use the default template and modify as needed.

   • You can only add 1 image per template

   • If you update the 'from email' to your address, ensure this is set up properly to avoid spam filters.

4. Click Save:

   • Enter a new name to create a new template (cannot be renamed later).

   • Do not change the name to update the existing template.

Email editor tips

Merge fields: From the Insert menu, select Inset Merge Field

• Add names, membership numbers, etc.

• Use \@ switches for dates E.g. {MERGEFIELD StartDate \@dd/MMM/yyyy} 

Hyperlinks:

1. Highlight text/image, then right-click and choose Hyperlink.

2. Enter the URL into the Address field and update other properties as required.

   • 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/invitation hyperlink merge fields:

These steps must be followed EXACTLY. These types of links always use the default website URL from System Settings.

1. Highlight the text/image, then right-click and select Hyperlink

2. Do not enter any details in the hyperlink pop-up; click OK.

3. Go to the Insert tab, then click Show All Field Codes.

4. Highlight the https:// portion inside the apostrophes, then click Insert Merge Field and choose the appropriate one.

5. Click Save.

For customers using embedded e-commerce websites (iframe)
Use the Encoded merged fields
In the hyperlink field, add this (with your own domain) before inserting the merge field: https://yourdomain.co.nz/cart?ibisifrmdest=

Step 7: Testing membership email templates

To send a test email, it’s best to set up a 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).

• You can send the emails from the Customers screen and see how they come through.
• Ensure you test all links carefully and check that images are pulling through.
  
  

Using pre-printed membership cards

If you are using pre-printed membership cards, please follow these recommendations when designing or ordering a new batch:

• Number format: Card numbers should start with /M= followed by a numeric or alphanumeric code. The code should increment sequentially so each card has a unique number.

• Barcode: Make sure to use a barcode format that your scanners support. Leave a clear space (“quiet zone”) around the barcode to improve scan accuracy. 

• Readability: Ensure the printed /M= code is large enough for staff to read if needed, and use high contrast (e.g., dark text on a light background) for better visibility.

• Batch tracking: Keep a record of the card numbers for each print batch to ensure numbers aren’t duplicated when you next order cards.