IBIS Technology

Our Membership module, which comes as an addon to Admissions, will allow you to set up Membership & Loyalty programmes for your local customers. This article describes how to set up such programmes.

Our Membership module has been redesigned and this article references the processes for our original Membership system. 

TABLE OF CONTENTS

• Set up memberships
• Selling a new membership
• Renew a membership
• Reissue a lost membership card
• Change membership type
• Disable a membership
• Scan membership card at Point of Sale
• Admit a member who has forgotten their membership card
• Redeem a membership discount at POS
• Associate photos with memberships
• Set up your existing members with IBIS membership

Set up memberships

Step 1: Set up a membership item

First, you need to set up your membership items in the membership item screen.

Step 2: Set up a discount (optional)

If your Membership programme includes a discount that is applied to POS items such as admission items or retail, you can set it up in the Discount screen. 

Step 3: Set up the membership programme

In the last step you set up the programme, so they can be allocated to customers and cards. 

1. In IBIS Online, navigate to Setup, Sales & Marketing, choose Memberships.
2. Click Add new and you can enter the following details:
   
   

   Name	A brief name that describes the loyalty program. This displays in the Manage customer file screen.
   Loyalty type	Choose from "Date based" (e.g. annual pass) or "Multi use" (e.g. concession cards).
   Description	Use this to further explain what the loyalty programme relates to. Can pull through on the membership confirmation email.
   Membership code	Shortcode to identify the membership.
   Discount PLU Code	This must relate to an entry in the POS Discounts screen and will be used to provide details of the loyalty discount.
   Issue PLU Code	This must relate to the PLU you set up which holds the validity and usage rules for this membership.
   Renewal PLU Code	When a retail item with a PLU code that matches this is sold, an existing membership of this type will be reactivated if it exists. Otherwise, a new membership will be created.
   Life Span Days	Used to calculate the expiry date of the membership.
   Promo code	Comma-separated list of promo codes that are available for this membership. Unless you use this to apply a promotion at POS, in that case you can only specify a single promotion code.
   List order
   Active	This must be ticked for the loyalty programme to be available to be selected in the Manage customer file screen.

   
   

3. Once you have completed the fields, click Save.
4. To make changes to any existing loyalty programme, just click on the row, edit the details on the right and click Save.

Selling a new membership

Membership items have date-based validity rules, unlike a usage-based count. A membership item can be purchased through Point of Sale and associated with a customer record in IBIS. When a member scans their membership card at your point of entry, as long as the card date has not expired then their entry is valid.

1. Add your membership item from the POS screen
2. In the Quick customer lookup screen, select Search
3. Enter the customer's first and last name and press Enter or Search in the Manage Customer File screen.
4. If no customer records exist, click Add new, otherwise highlight the row for the customer to view their details in the bottom panel.
5. Click the appropriate membership hyperlink in the Membership area at the bottom right corner (if more than one exists)
   
   
   
   
6. Scan a new card into the Card number field then click the OK. Do not worry about the expiry date, this will be set automatically on completion of the purchase.
   
   
   
   
7. From the Manage customer file screen, click the Card hyperlink to return to Point of Sale.
   
   
8. This will return you to the Quick customer lookup screen with the membership card number filled in
   
   
   
   
9. Click Use this
10. The customer membership record will display underneath the membership item you are purchasing as shown. If it does not appear, your membership is NOT linked to this transaction.
    
    
    
    
11. Settle the sale with payment as per usual.

Renew a membership

1. Select the membership item to purchase from the Point of Sale screen
2. In the Quick customer lookup screen, scan the customer’s card and click Use this.
3. Settle the sale with payment as usual.
4. The date of the existing membership card expiry will be extended by the validity period of the new membership item purchased.
   
   

Reissue a lost membership card

1. Select Find customer in the Point of Sale screen
2. Search by name or other details to find customer record
3. Highlight correct record and confirm details from the bottom panel (check ID?)
4. If desired, enter the existing card ID into the notes field for future reference.
5. Click Membership hyperlink to display existing membership details
6. Scan new membership card into the existing card number field and click OK to save.

Change membership type

1. Select Find customer in the Point of Sale screen
2. Search by name or other details to find customer record
3. Make the original membership inactive and take the card number out
4. Refund original sale. The transaction number can be found in the history tab. 
5. Select the new membership in the Point of Sale screen in the same transaction.
6. Take payment or refund the difference in the price of the 2 memberships
7. Sell family pass in the same transaction and put the card number on the family pass

Disable a membership

• Select Find customer in the Point of Sale screen
• Search by name or other details to find the customer record,
• Highlight correct record and confirm details from the bottom panel (check ID?)
• If desired, enter the existing card ID into the notes field for future reference.
• Click Membership hyperlink to display existing membership details
• Untick the Active tick box
• Click OK and Close

Scan membership card at Point of Sale

Members who arrive with their membership card need to have their cards validated at Point of Sale if you do not have a gate-controlled entry point.

1. Scan the customer's membership card at Point of Sale
2. Click the Customer Lookup button
3. Valid memberships will show the renewal date as OK in green text. Expired memberships will display the date in red.
4. Click Gate Scan to track the member's pass usage.
   
   

Admit a member who has forgotten their membership card

1. Select Customer Lookup in the Point of Sale screen
2. Search by name or other details to find customer record
3. Highlight correct membership record and confirm details from the bottom panel 
4. Click Membership number hyperlink to display existing membership details
5. Click GateScan
   
   

Redeem a membership discount at POS

Memberships can have a default discount item associated with the loyalty programme. You can apply the membership discount to purchases through Point of sale by following these steps:

1. From the Point of Sale screen, add the retail item you are selling
2. Scan or key in the membership number presented by the customer to launch the Customer lookup.
   
3. The Customer lookup screen displays all details of members associated with the card and the status of the current membership.
   • If valid, the name of the programme will be shown in green with the words 'OK until (expiry date)'
   • If expired, the name of the programme will be shown in red with the expiry date
   • If inactive, the message 'NOT ACTIVE' will be shown in Red
     
     
     
     
4. Once you have checked the member details, click the Use discount or Use promotion button to apply the associated loyalty discount to your current sale. If the discount results in a $0 balance (i.e. 100%), you will still need to process a $0 cash sale to complete the transaction.
   
   

Associate photos with memberships

Photographs can be associated with members in the Manage Customer File screen so you can instantly verify the member when the card is scanned in Point of Sale. Each Customer File can be associated with multiple members and you can have a photo associated with each one. 

1. Setup a graphics directory for your Membership photos

   1. Open System settings and scroll to the Customer management section.
   2. In the Graphics directory, specify the file path for the folder where you want members photos to be saved. It is strongly recommended that member photos are saved in a folder on a shared network that is accessible to ALL staff members using IBIS!
      
      Important: Please ensure your member image library folder is backed up daily as these images are not stored in the IBIS database!
      
      

2. Add a photo to your members

   1. Open the Customer File screen.
   2. Search for the existing member or click Add new.
   3. Once the member is selected, click on the Members tab.
      
      
   4. Enter the name of the first member in the Name field, add their date of birth and any notes. You might have multiple people linked to the same membership (e.g. a family pass) so you can store their names and images of all people relating to that membership in the same place.
   5. With the member line highlighted, click on Take Photo, to launch a pop up using your default webcam.
   6. Adjust the camera settings if needed by hovering your mouse over the top right of the Take a photo popup, and click the gear icon to open the Camera settings.
      
      
      
      
   7. Point the camera at the customer, get them to say cheese, then hit OK
   8. You should now see the photo in the box to the right of the customer member record
   9. Repeat with any further family members this card is valid for. If you take a new photo of a member who has an existing photo, it will overwrite their previous image with the new one.
   10. You will now see the pictures for all members on the card when the card is scanned at Point of Sale.
       
       

3. Delete a Member

   1. Locate your customer in the Customer File screen. Ensure the row is highlighted and you can see the customer info in the Detail tab.
   2. Click on the Members tab
      
   3. Highlight the member you wish to delete and make a note of the photo location (listed just under the photo)
   4. Click Delete Member
   5. Repeat with each member that needs deleting
   6. Navigate to the location of the photo noted above and delete the photo manually from your graphics directory.

Set up your existing members with IBIS membership

If you are just starting out with the membership module in IBIS and have existing members you need to set up in the system, you can add new members and associate membership numbers and expiry dates.

This process is NOT used when selling or renewing a new membership!

1. From the Reservations menu, select the Manage Customers screen
2. Type the customer's Last Name into the Last Name field and then click Search (Note you can search on first and last names, phone number and email or a combination of these fields)
   
3. Once you have selected the customer, check the information on the Details tab
4. In the right of the screen, under the Loyalty programme column, click on the Loyalty Programme hyperlink
   
   
   
   
5. The Membership pop up will appear. Here you can scan in or manually enter the card number, set the Expiry date of the membership and print a voucher for temporary use if the card won't be immediately available (Note the temporary voucher will only print for systems using QR codes). Note that if you don't set the expiry date in this screen it will default to your preset membership period for that item when it's sold.
   
   
   
   
6. Click OK to complete