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Operator POS Guide
The Operator POS is the screen your staff use at the counter to process loyalty transactions. Open it at:
https://yourloyalty.app/operatorBookmark this URL on the counter device. Staff log in once — the session stays open until they log out.
The transaction flow
Step 1 — Select transaction type
The POS shows a button for each active transaction type (e.g. Coffee, Retail). Tap the relevant type.
Step 2 — Enter spend amount (points rules only)
If the transaction type uses a points rule, a spend amount field is shown. Enter the customer's total spend in Rands (e.g. 47.50). This amount is used to calculate how many points to award.
For stamp rules, this step is skipped — the amount is not relevant.
Step 3 — Generate PIN
Click Generate PIN. A 4-digit PIN is displayed on the POS screen. The PIN is valid for 90 seconds — a countdown timer is shown.
At the same time, the customer completes their side of the flow on their phone (see below).
Step 4 — Customer enters PIN
The customer checks in on their phone by scanning the QR code. They enter their contact details and select the transaction type. A matching PIN is shown on their screen.
The customer reads the PIN aloud. The operator enters it on the POS.
Step 5 — Confirm
If the PIN is valid:
- For stamp rules: the stamp count increments and the updated card is shown.
- For points rules: the points awarded and new balance are shown.
- If a reward threshold is reached, a reward notification is shown immediately (see Reward Fulfilment below).
If the PIN is invalid or expired, an error is shown. Ask the customer to generate a new PIN from their phone.
Reward fulfilment
When a stamp threshold is reached, the POS displays a reward notification:
Reward earned: [Reward Name] Confirm fulfilment after handing over the reward.
Immediate mode — the reward confirmation and the option to mark as fulfilled appear at the same time. Click Confirm Fulfilment after handing over the reward. The stamp card resets to zero.
Deferrable mode — the reward appears as a pending notification. You can fulfil it immediately or at the next visit. Pending rewards are shown in the Dashboard → Pending Rewards section. Click Fulfil when the customer collects.
Points reward redemptions initiated by the customer (via API or future customer portal) also appear as pending fulfilments in the Dashboard.
Voucher redemption
To redeem a customer's coupon voucher:
- On the transaction type selector screen, click Redeem Voucher (purple button).
- The customer presents their voucher QR code or reads the code from the email.
- Scan the QR code or type the voucher code into the field.
- Click Redeem.
If valid, the reward is applied and a confirmation is shown. If the voucher is invalid, expired, or already redeemed, an error message is shown.
Voiding a transaction
If a transaction was entered in error (wrong type, wrong amount):
- Go to Dashboard → Transaction History.
- Find the transaction (search by customer name, phone, or date).
- Click Void.
- Confirm in the prompt.
Voiding reverses the award:
- Stamp transaction voided: stamp count decremented by 1.
- Points transaction voided: negative ledger entry written; balance recalculated.
You cannot void a transaction that has already been voided. Void decisions are recorded permanently — transactions are never deleted.
Searching for a customer
From the Dashboard use the customer search bar to find a customer by:
- Name (partial match)
- Phone number
- Email address
The customer profile shows:
- Points balance or current stamp count
- Recent transactions
- Pending reward redemptions
Staff sessions
Each staff member logs in with their own credentials. The session persists until they manually log out or the browser is closed. You do not need to log in before every transaction.
If a staff member leaves your business, deactivate their account from Admin → Staff immediately. Deactivated accounts cannot log in but their transaction history is preserved.
Common error messages
| Error | Cause | Fix |
|---|---|---|
| "Invalid PIN" | PIN was entered incorrectly | Ask customer to read it again; re-enter |
| "PIN has expired" | 90 seconds elapsed | Ask customer to generate a new PIN |
| "Transaction type not found" | Type was deactivated | Select a different type or reactivate in Admin |
| "This voucher has already been redeemed" | Voucher used previously | Cannot be reused — issue a different voucher if appropriate |
| "This voucher has expired" | Past the coupon expiry date | Cannot be extended — escalate to manager if needed |
PIN tips
- The PIN changes with every transaction — a PIN from a previous visit cannot be reused.
- If the customer generated a PIN but left without completing it, the PIN expires after 90 seconds. Ask them to generate a new one.
- PINs are 4 digits by default. In very high-volume periods they may extend to 5 digits — this is automatic.
- Never accept a PIN that has not been generated from the current session on the POS.