Implementing a Loyalty Program

NOTE: This feature is available in the Essential, Professional, and Enterprise versions of both Spectra and Stratus Desktop.

The loyalty program features in Spectra/Stratus help you create a system to automatically reward clients for their
return business. You can also manually issue loyalty rewards like
a studio credit to help with customer service issues or other times when
you just want to give clients incentive to come back and purchase more.
 

Setting Up Your Loyalty Program #

Note: Before using the Process
Loyalty Rewards tool to automatically create rewards, be sure to
set up the following items in Spectra/Stratus:

Set Up the Program Start Date #

When processing (creating) loyalty rewards, the software will use qualifying
sales that have occurred since the start date of your loyalty program.

• Go to Maintenance
  > Preferences > Company (Studio) Preferences.

• Scroll to the bottom of the Clients
  page and select a program start date.

Set Up a Loyalty Client Status #

• Go to Maintenance
  > Clients > Client Statuses.

  

• Check the Include
  in Loyalty Rewards box.

• Now select this client status for each client
  you wish to include in your loyalty program.

Note: You can manually
create rewards for clients with any status, but only those clients with
a loyalty-enabled status will be included when using the software’s Process Loyalty Rewards tool to create rewards.

Automatically Assigning Rewards #

Once you have selected a program start date and have assigned the appropriate
clients a loyalty-enabled status, use the software’s Process Loyalty Rewards
tool to create loyalty rewards based on your clients’ historical sales. Go
to Tools > Process Loyalty Rewards.

Follow these steps to have the software automatically assign rewards:

1. Go to Tools > Process Loyalty Rewards.

   

2. Decide on reward
   levels – Once you have determined the amount of sales that qualifies clients for a reward, enter that figure in the first
   box. Then enter the dollar amount of the award.

3. Rewards Expiration
   – Select this check-box if you want to add an expiration date to the
   processed rewards.

4. Reward Letters
   – You can print out a letter or send an email form letter as
   part of the processing. Create a form letter and make sure it is of
   a reward type. See also: Form
   Letter Builder

5. Load eligible
   clients – Once you have set the above parameters you can see
   a list of clients that meet the sales criteria. Click Load
   for Processing to bring up the list of qualifying clients.
   You can manually de-select clients as desired. Double-click on any
   of the clients in the list to open their record if you need to see additional details.

6. Process the rewards
   – Once you have your list finalized, click Process
   to actually create the rewards and process the letters/emails. Note: If you have a large number of rewards
   to process, this could take a while. 
   

Manually Creating Rewards #

Let’s say you had someone do you a favor in the studio, but they don’t
want to be paid for their efforts. You could offer them a loyalty reward
that serves two purposes –
paying them back and encouraging future sales. Loyalty rewards can be
used a little like gift certificates, but you don’t have to sell them
on an invoice.

• Open the client record and go to the Summary
  tab.

• On the Summary
  tab click on the Loyalty Rewards
  tab.

• Click on the green plus sign to add a new reward.
   

  

Note: Rewards created manually do
not assign a loyalty-enabled status to the client (required for automatically
assigning future rewards). If you want to manage this client using
statuses, you will need to assign them at this point. You may want
to have a different status for manually created rewards.