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Member Upgrade Rules

This function allows you to define rules to control how a member can be upgraded or downgraded to a new category. See Member Upgrading/Downgrading.

Figure: Example Member Upgrade Screen

The details required for each rule are:

Group

Rules can be grouped together for better processing. For example, you may want to process upgrade rules every day and downgrade rules once a month. Simply give the same group number to rules that you want to process together.

Current Customer Type

The current customer type, for example SILVER.

Calculation Type

The way the system should perform its calculation to see if the rule will be used to upgrade or downgrade a customer.

Specific Points Level

The system will compare the current balance to the Threshold Level. If the balance is higher, the rule passes the test and can be used. This option is simplistic and does not take into account the history of earning and redeeming points. A customer may have earned 10000 points and redeemed 9999 points, leaving a balance of 1 point. Do you really want to treat that customer the same as a customer who really did earn only 1 point over the same period of time?

Points Earnt Over X Days

The system will compare the points earned over the last x days to the Threshold Level. If the amount is higher, the rule passes the test and can be used. This method addresses the issue of looking at the actual points earned over a period of time, but it needs to look at the raw details every time which can make it an intensive process which may take longer to ruin than allowable.

Points To Date

The system will keep track of all sales and adjustments to the points account (this is called Value To Date). This value is compared to the Threshold Level. If the amount is higher the rule passes the test and can be used. The Value To Date is then reset to zero and the number will start to grow again until the next time the customer is upgraded/downgraded. This is similar to the previous option but because it is keeping a 'to date' value, it can quickly refer to that number instead of looking at the raw details each time.

Upgrade Type

This indicates what the purpose of the rule is. Does the rule exist to upgrade a customer, downgrade them, or simple retain their current level. It does not effect the actual calculations but is for information only.

Check When Period

This controls when this rule is actually checked. It also checks how the expiry date of the customer's card is extended.

AnyTime

The rule will be checked anytime the upgrade process is run. You would generally set upgrade rules to be Anytime so that the customer can be upgraded as soon as they have earned enough points. You shouldn't use this option for downgrade or retain type rules because you have to give the customer time to actually earn points.

If you use this option, you will be upgrading the customer as soon as they have earned enough points. The expiry date of the customer's card is set to be the current date plus the required number of months (in Additional Months).

Card Expired

The rule will be checked only when the customer's card is about to expire. You would generally set downgrade and retain rules to Card Expired. Just as the card is about to expire, you check to see if the customer has enough points to retain their current level or if they need to be downgraded. It is possible that you could use this option for upgrade rules if you only want to upgrade customers when their card is due to expire, rather than as soon as they earn enough points.

If you use this option, the expiry date is the card's current expiry date plus the required number of months.

Note: The system doesn't want until the actual card expiry date before using this rule. It will check a few days before the card is expired in order to ensure that if the customer uses the card on the expiry date, it will have been extended as required, so the customer doesn't get a 'Card Expired' error.

Threshold Level

When the system calculates the points based on Calculation Type, it compares the points to this number. If the points are greater than or equal this number, the rule is passed.  

Check Last x Days

If the Calculation Type is 'Points Earnt Over x Days', this is the number of days that the system will check

New Customer Type

The new customer type, if the rule is passed, for example GOLD.

Additional Months

If a customer passes this rule and their card is about to expire, this system will extend the card's expiry date. It will add on this number of additional months to the date. To extend the expiry date by one year, set this to 12.

Calc Date As End Of Month

If this option is checked off, the expiry date is simply calculated as the current date (either the current date or the card's expiry date, depending on the Upgrade Type above) plus the number of additional months. So 4 June plus three months would be 4 September. If the option is checked on, the expiry date will be calculated as the current date, moved to the end of the month plus the number of additional months. So 4 June would become 30 June plus three months, 30 September.

Reference

This simply allows you to record your own reference (perhaps from a third party system) against the rule.

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