Customer Management
Track every aspect of your loyalty program with powerful customer management tools. See who's joining, how often they visit, and which rewards are being claimed.
Your Customer Dashboard
Overview Metrics
When you log into your business dashboard, you'll see key metrics at a glance:
📊 Key Numbers:
- Total Customers: Everyone who's ever joined your program
- Active Cards: Customers currently collecting visits
- Completed Cards: Customers ready to claim rewards
- This Month: New activity in the current month
Screenshot of business dashboard showing key customer metrics
Real-Time Activity Feed
See what's happening with your program right now:
- New customers joining
- Visits being recorded
- Rewards being claimed
- Daily, weekly, and monthly trends
Real-time feed showing customer activities as they happen
Customer List & Details
Viewing All Customers
Access: Dashboard → Customers → View All
What You'll See:
- Customer names and email addresses
- Current progress on their loyalty cards
- Join date and last visit
- Total visits earned
- Rewards claimed history
Table view of all customers with their progress and details
Individual Customer Profiles
Click on any customer to see detailed information:
Visit History:
- Date and time of each visit
- Which staff member processed the visit (if tracked)
- Progress toward current reward
Reward History:
- Previous rewards claimed
- Dates when rewards were processed
- Staff member who processed reward
Customer Status:
- Active/Inactive status
- Time since last visit
- Likelihood to return (based on pattern)
Detailed customer profile showing visit history and rewards
Managing Customer Visits
Recording Visits (Primary Method)
The Normal Process:
- Customer visits your business
- Customer shows their Customer QR code on their phone
- Staff member scans the QR code
- System automatically adds 1 visit
- Customer sees updated progress immediately
Manual Visit Entry
When to Use: Customer forgot phone, technical issues, special circumstances
How to Add Visits Manually:
- Go to Dashboard → Customers
- Find the customer in your list
- Click "Add Visit" next to their name
- Confirm the visit addition
- Customer's progress updates automatically
Interface showing how to manually add visits for customers
Visit Rules & Limits
Important Limits:
- 1 visit per customer per day: Prevents abuse and maintains fairness
- No backdating: Visits are recorded for today only
- No future dating: Cannot pre-record future visits
Special Situations:
- Multiple visits same day = only first one counts
- Customer can visit multiple of your locations same day
- Visits reset at midnight for next day
Processing Rewards
When Customers Are Ready
Customer Signals:
- Their loyalty card shows "Reward Ready"
- They mention they've completed their card
- They show you their phone with a reward QR code
Reward Processing Steps
- Customer generates reward QR code on their phone (expires in 30 seconds)
- Customer shows you the QR code
- You scan it with your phone camera or scanner
- Confirm the reward on your screen
- Click "Process Reward" button
- Give customer their reward (free coffee, discount, etc.)
- New card automatically starts for customer
Step-by-step visual showing the reward claiming process
Reward Verification
Security Features:
- Each reward QR code is unique
- Codes expire in 30 seconds
- Cannot be reused once processed
- Shows customer name and reward details for verification
What You'll See:
- Customer name and email
- Reward description
- Number of visits completed
- Date/time reward is being claimed
Customer Analytics
Program Performance
Track Success With:
- Enrollment Rate: How many customers join when they visit
- Completion Rate: Percentage who finish their loyalty cards
- Return Rate: How often customers come back
- Average Time to Complete: Days between joining and earning reward
Charts and graphs showing program performance metrics
Customer Behavior Insights
Understand Your Customers:
- Most Active Hours: When do customers visit most?
- Popular Days: Which days see the most visits?
- Seasonal Trends: How does weather/season affect visits?
- Reward Preferences: Which rewards motivate customers most?
Retention Analysis
Keep Customers Coming Back:
- At-Risk Customers: Who hasn't visited recently?
- Super Fans: Your most frequent visitors
- New Customer Onboarding: How quickly do new joiners return?
- Churn Prevention: Identify patterns of customers who stop coming
Analytics showing customer visit patterns and retention data
Customer Communication
Built-in Notifications
Automatic Notifications (customers receive these):
- Welcome message when joining program
- Progress updates after each visit
- "Reward Ready" notification when card is complete
- New card started after claiming reward
Export Customer Data
For Your Marketing:
- Go to Settings → Data Export
- Choose date range and customer segment
- Export includes: names, emails, visit history, preferences
- Use for email marketing, special offers, etc.
Interface showing customer data export options and formats
⚠️ Important: Always follow privacy laws and your privacy policy when using customer data.
Common Management Tasks
Finding Specific Customers
Search Options:
- Search by name or email
- Filter by visit count
- Sort by last visit date
- Show only customers ready for rewards
Handling Customer Issues
Common Scenarios:
"I didn't get credit for my visit":
- Check their visit history
- Verify date of visit
- Manually add visit if legitimate
- Explain daily visit limit if applicable
"My card disappeared":
- Search for customer in your system
- Check if card was archived
- Restore card if needed
- Verify customer account email
"I lost my phone/account":
- Look up customer by name/email
- Help them sign in on new phone
- Confirm card progress intact
- Show them how to generate QR codes
Common customer service situations and how to resolve them
Managing Inactive Customers
Re-Engagement Strategies:
- Identify: Customers who haven't visited in 30+ days
- Reach Out: Special offers or reminders
- Win-Back: Double visits for returning customers
- Archive: Customers inactive for 6+ months (they can reactivate anytime)
Advanced Customer Features
Customer Segmentation
Group Customers By:
- Visit frequency (daily, weekly, monthly visitors)
- Reward claim behavior (immediate vs. saves up)
- Join date (new vs. long-term customers)
- Spending patterns (if integrated with POS)
VIP Customer Management
Identify Your Best Customers:
- Highest visit counts
- Most rewards claimed
- Longest loyalty program participation
- Referrals they've brought in
Special Treatment Ideas:
- Exclusive rewards for VIPs
- Early access to new menu items
- Special recognition or perks
- Personal thank you messages
Dashboard view highlighting VIP customers and engagement options
Best Practices
✅ DO:
- Check your customer dashboard daily
- Respond quickly to customer issues
- Celebrate milestones (100th customer, etc.)
- Use customer data to improve your business
- Train all staff on helping customers with the program
❌ AVOID:
- Ignoring customer questions about the program
- Making customers wait when claiming rewards
- Losing track of customer progress
- Forgetting to mention the program to new customers
- Sharing customer data inappropriately
Privacy & Security
Always Remember:
- Customer data is private and confidential
- Only use data for legitimate business purposes
- Follow all privacy laws in your area
- Secure customer information properly
- Allow customers to delete their accounts if requested
Visual checklist for customer management best practices
Next Steps
Master customer management with these guides:
Understanding Analytics →
Program Updates Guide →
Advanced Features →
Need Help?
- 📧 Email: hello@clientify.app
- 💬 Priority Support: Business and Enterprise customers
- 📖 Full Documentation: Complete guides for all features
Happy customers make successful businesses! 🎯