Members

Overview

From the Members screen, you can search for and manage all your customers – both known Members and unknown visitors.

Member records within Loyalty consist of a Member Profile that stores a Member’s attributes and preferences, Member Transactions with a summary of a Member’s activity history, and a data store of the Member’s responses to various types of Loyalty content, such as Offers, Challenges, and Rewards. In summary, the Members screen provides a single, comprehensive view of every individual in your loyalty program.

Access

To access the Members screen, select Members from the Main Navigation Menu. By default, Members is selected from the Sub-Category menu.

Features

Working with Members

The Members screen provides the following features related to Member records:

Searching and Sorting

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The Members screen provides a variety of options for searching for Member records.

Search

The search feature allows you to search for a specified text string anywhere within the following Member fields: email address, Member ID, Integration ID, Card ID, mobile phone number, or name. You can also filter the Members screen to show only the Members who were created within a specified date range.

Optionally, in the search field near the top of the Members screen, enter the desired text string.
Optionally, use the two date fields to define a range for "created date."
Press Enter, or click the search button (magnifying glass icon).
The Members screen is refreshed to show only the Members who meet your search criteria. Please note that if you enter multiple search criteria, the platform displays only the Members that meet ALL criteria.
To remove all search criteria, click the remove button ("X" icon).

Sort

By default, the Members screen is sorted by Created Date, with the newest Members at the top.

To toggle the sort order (oldest Members at the top), from the Sort drop-down menu, select "Sort by Oldest" and click the search button (magnifying glass icon).

Navigation

Once you've found the desired Member, you can navigate to the following other screens:

Click the Member record to navigate to the Member Details screen for that Member.

Create a New Member

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To manually create a new Member record:

Click create. The "Add New Member" pop-up window is displayed.
Enter the following:

Member's first name
Member's last name
Email address
Password.

Notes: Email addresses require the following characters: USERNAME@SUBDOMAIN.DOMAIN
Username: ($, (), -, _, ., A-Z, a-z, 1-10).
Subdomain: (., -, 1-10, a-z, A_Z).
Domain: (., a-z, A-Z).

Optionally, check the "Test Member" check box. Test Members are used to validate the content and personalization of content objects, such as Messages or Offers.
Click save.

View or Edit a Member

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To view or edit the details of a Member:

Search, sort, or filter the Member screen as described above.
Click on the desired Member record.
The Member Details screen is displayed and populated with all of the information about this Member. See Member Details for more information.

Exporting Member Data

The Members screen provides the following features related to exporting Member records.

Create Export Definition

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Export definitions can optionally be saved and reused, when you need to download Members from the Loyalty platform:

From the "Actions" drop-down menu in the top-right corner of the screen, select "Export Members." The "Create New Export - Members" pop-up window is displayed.

Info section

In the Name field, enter a name for the export file.
In the Description field, enter a description of the export file.
Select a column separator -- comma or semicolon.

Timing section

Select when you want to execute the export:

Asynchronous -- if you check this option, you'll have the ability to enter one or more recipients to receive the export by email.
Execute now -- check this option if you want to execute the export immediately.
Create schedule -- check this option if you want to define a schedule (either a one-off execution, or a recurring schedule).

If you checked Create schedule above, the schedule options are displayed.

Define Export ScheduleDefine Export Schedule

To define the export schedule:

From the Recurrence drop-down menu, select an option:

- Repeat -- Execute the export based on the defined schedule; see below for more details.
- Once -- Execute the export once. In the "Execute once on" field, enter the date and time. Select the time zone from the "Time Zone" drop-down menu.
- On demand -- Execute the export when manually specified by a user.

Define a Repeating Schedule

1. From the Schedule Composer drop-down menu, select a unit of time -- every minute, hour, day, week, month, or year.
2. Optionally, check "Advanced" to enable the "CRON expression" text field, and enter a custom CRON expression.
3. In the From and To field, enter the start date and time, and the end date and time, for the repeating schedule.
4. From the Time Zone drop-down menu, select the time zone to use.

Notification and Transport section

If you checked "Asynchronous" above, this section is displayed.

In the Recipients text field, enter one or more email addresses.

Fields section

This section allows you to optionally include (or exclude) specific columns in the export file.

From the Inclusion drop-down menu, select an option:

All -- include all columns in the export file.
Only Included -- in the Fields field, select one or more columns you want to export, in the sequence you want them appear in the export file.
Except selected -- in the Fields field, select one or more columns you want to exclude from the export file.

Rules section

This section allows you to create custom business rules to define which Members are included in the export file.

To add a rule, click the Add Rule button (smaller plus-sign icon).
From the first drop-down menu, select the desired field.
From the second drop-down menu, select a mathematical operator.
In the text field, enter the desired value.

If you define multiple rules, use the AND / OR toggle buttons to define the logical operator connecting the rules. You can also group rules by clicking the Add Rule Group button (larger plus-sign icon). To remove a Rule (or a Rule Group), click the Delete Rule (or Delete Rule Group) button (minus-sign icon).

Finish

When finished defining the export, click save.

View or Edit an Export Definition

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To view or edit a Member Export Definition:

From the "Actions" drop-down menu in the top-right corner of the screen, select "Members Export Definition." The "Members Export Definitions" pop-up window is displayed and populated with a list of all Member Export Definitions.
From the "Action" column of the desired Export Definition, click the Edit icon. The "Edit Export" pop-up window is displayed.
Make any necessary changes to the Export Definition properties.
When finished, click save.

Manually Execute an Export Definition

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To manually execute a Member Export Definition:

From the "Actions" drop-down menu in the top-right corner of the screen, select "Members Export Definition." The "Members Export Definitions" pop-up window is displayed and populated with a list of all Member Export Definitions.
From the "Action" column of the desired Export Definition, click the Enqueue this Export icon. A confirmation dialog box is displayed.
Click confirm.

Download an Export Definition

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To download the last execution of an Export Definition:

From the "Actions" drop-down menu in the top-right corner of the screen, select "Members Export Definition." The "Members Export Definitions" pop-up window is displayed and populated with a list of all Members Export Definitions.
In the "Action" column of the desired Export Definition, click the Download File icon. The platform downloads the file to your PC.

Delete an Export Definition

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To delete a Member Export Definition:

From the "Actions" drop-down menu in the top-right corner of the screen, select "Members Export Definition." The "Members Export Definitions" pop-up window is displayed and populated with a list of all Member Export Definitions.
From the "Action" column of the desired Export Definition, click the Delete icon. A confirmation dialog box is displayed.
Click confirm.

Import Member Data

The Members screen provides the following features related to importing Member records.

Import Members

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To import Member records, from the "Actions" drop-down menu in the top-right corner of the screen, select "Import Members." The "Create New Import - Member" pop-up window is displayed.

Basic Properties

From the "Import Method" drop-down menu, identify how you want the platform to handle the import records, such as create new records only, update existing records only, or both create and update records.
In the "File Options" field, select one or more fields used to identify existing records in the database.
By default, the platform will create an Activity record associated with this import. Optionally select the "Yes" radio button next to "Skip Publish Activity" to omit this process.
If you want to import blank values, select the "Yes" radio button next to "Include Blank Values."
The platform supports email and phone number syntax validation on the appropriate import fields. To run this validation, select the "Yes" radio button next to "Validate Records."
If you account is configured with business units, select the desired Business Unit from the "Business Unit" drop-down menu.
To send email notifications following the import process, enter one or more recipient email addresses in the "Recipients" field.
To send email notifications following a failed import process, enter one or more recipient email addresses in the "Failed Import Email Recipients" field.
To select the import file, click choose file, then browse to and select the desired file.
Select a column separator: Comma or Semicolon.

Child Options

To upload "child" records along with the main parent record, click add child.
Select the child resource from the "Resource" drop-down menu.
In the "Find Options" field, select one or more fields used to identify existing records in the database.
If you want to skip the child record when the parent record is skipped, check "Skip with Parent."
Repeat the above steps as needed to define additional child records. To delete a child record, click delete.

Import Options

To configure additional import options:

Click add options.
To use a lookup table, select the desired table from the "Lookup table" drop-down menu.
From the "Lookup column" drop-down menu, select the desired column on the lookup table.
Enter a value in the "Rename as" field.
In the "Find by columns" field, select one or more columns used to identify existing records in the database.
If the lookup table is required, select the "Yes" radio button next to "Required."
If you want to stop the import process if a duplicate record is found, select the "Yes" radio button next to "Abort on Duplicate Record."
Optionally enter any additional conditions as Groovy expressions in the "Condition" field.
Optionally, click delete to remove the additional import options.

Finish

When finished, click submit.

View Member Imports

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To view a list of previous Member imports:

From the "Actions" drop-down menu in the top-right corner of the screen, select "Members Import List." The "People Import List" pop-up window is displayed and populated with a list of all previous Member imports. For each import, the screen displays the following:

Imported by
Filename
Result (i.e., the number of records successfully imported, the number of failed records, and the number of skipped records)
Created at
Duration
Status

Merging Member Data

You can save time, be more efficient, and have more flexibility in your member management by merging member data through automation. There are several ways to do this:

Please also refer to these Member Merge FAQs to assist you with any questions that may arise during the aforementioned merge processes.

Back to Members Overview

Last Updated: October 2024