How do you transfer paper loyalty stamps to the digital card?

To transfer the stamps from a paper card, the owner or a manager opens the customer’s record in the dashboard, sets the stamp count on the digital card and gives a reason. Above all, set a simple rule, for example “as many stamps as on the paper card”, and apply it everywhere.

Here is how to go about it, what to decide beforehand, and how to run the changeover period at the counter.

What rule should you set before you start?

Decide three things and write them on a small sign at the till.

• How many stamps to carry over. All of those on the paper card, or a maximum, for example seven out of ten. A cap stops a customer walking away with a reward that is almost earned.
• What proof to ask for. See the paper card and keep it, so it cannot be used twice.
• Until when. An end date, after which paper no longer earns stamps.

How do you adjust the stamps?

1. The customer scans your QR code and adds the card to their phone.
2. In the dashboard, the owner or manager opens the customer’s record in the Customers section.
3. They set the stamp count on the current card, between zero and the card’s total number of stamps.
4. They choose a reason: forgotten stamp, mistake or goodwill gesture, or write their own.
5. The customer sees their card update on their phone.

If the count reaches the card’s total, the reward is ready. If you lower the count on a card whose reward was ready, the card goes back to in progress. The adjustment does not count as a visit in the statistics and cannot be reversed from the scanner.

Why is a reason mandatory?

Every adjustment is recorded in the customer’s history with the change, the date, the person and the reason. Entries are never erased: if in doubt, you can see who changed what and why. It also helps you find an adjustment made by mistake.

How do you manage the changeover at the counter?

• During the changeover, the team stamps digitally only: the paper card no longer receives stamps.
• Transfer as you go. Customers show their paper card on their next visit; the manager adjusts during the day.
• Visual reminder. A sign next to the QR stand: “Paper card? Show it, we’ll transfer your stamps until [date].”

What if there is a mistake?

If you adjusted too much or too little, make another adjustment with a new reason. If a stamp has just been added by mistake with the scanner, the owner or a manager corrects it from the customer’s record, with a reason.

A few tips

1. Write down the transfer rule, and don’t change it along the way.
2. Keep the paper card, cut it up or strike it through.
3. Set an end date.
4. Limit the transfer to a reasonable number of stamps.
5. Check the adjustment history from time to time.

For the full changeover plan, read moving from a paper card to digital. To work out what a reward costs, see the real cost of a reward, and for the plans, the pricing page.