Loyalty program

The Loyalty module turns repeat visits and payments into rewards. Clients earn points, climb through tiers, redeem points for account credit, and can earn bonus points for referring new clients. It's gated by the Loyalty module — enable it under Organization → Settings → Modules if you don't see it in the sidebar.

Once enabled, Loyalty appears in the sidebar as its own section with four pages: Settings, Analytics, Members, and Transactions.

Setting up your program

Open Loyalty → Settings. The page is split into two sections.

Earning & Redemption

• Program name — shown to your team; pick something recognizable (e.g. "MediSync Rewards").
• Program active — turn the whole program off without losing any history. While off, clients stop earning and redeeming points, but nothing is deleted — flip it back on and balances pick up where they left off.
• Points per currency unit — how many points a client earns per cent (or minor unit) of a paid invoice. For example, 1 means 1 point per cent spent, i.e. 100 points per $1 paid.
• Points per visit — a flat number of bonus points awarded every time an appointment is marked completed, independent of what (if anything) was paid.
• Currency per redeemed point — the redemption rate: how much account credit a client gets per point they spend. For example, 0.01 means 1 point ≈ 1 cent of credit.

Heads up — setting both accrual fields. If you set both "Points per currency unit" and "Points per visit", a visit that also produces a paid invoice earns points from both rules — the settings page shows a warning when this is the case. This is intentional (some clinics want to reward the visit itself in addition to the spend), but double-check it's what you want before saving.

Rewards & Lifecycle

• Tier thresholds (Bronze / Silver / Gold / Platinum) — the lifetime-points total a client needs to reach each tier. Tiers update automatically every time a client earns or is adjusted.
• Points expiry (days) — how many days after being earned a point expires if unused. Leave this empty for points that never expire.
• Referrer bonus points — a flat bonus credited to a client the moment someone they referred converts into a client. Leave empty to disable referral rewards for referrers.
• Referee first-earn multiplier — a multiplier (e.g. 2 for double points) applied to a referred client's very first points earned. Leave empty to disable this side of the reward.

Click Save changes — a "Saved" confirmation appears briefly next to the button.

How points work

• Earning. Points are credited automatically — from a completed visit, a paid invoice, or both, depending on how you configured the program above. Staff can also manually credit or debit points from a client's Loyalty tab on their client record (for one-off adjustments).
• Redeeming. A client's points can be redeemed for account credit at the rate set in Currency per redeemed point. Redemption is done from the client's Loyalty tab.
• Expiring. If Points expiry is set, earned points expire automatically after that many days — oldest points first. This runs as a background job once a day, so there can be a short delay (up to a day) between a point technically aging out and it showing as expired.
• Tiers. A client's tier is recalculated every time their lifetime points change, snapping to the highest tier threshold they've reached. Tiers never go down on their own — points expiring reduces the redeemable balance, but a client's lifetime total (and therefore their tier) only ever goes up.

Referral bonuses

When a lead that was marked as coming from a referral converts into a client:

1. The referring client gets an immediate flat bonus (the "Referrer bonus points" you configured).
2. The new client gets their very first points-earning event multiplied (the "Referee first-earn multiplier") — e.g. if they earn 50 points from their first paid invoice with a 2x multiplier configured, they actually receive 100.

Both sides are optional and independent — you can reward just the referrer, just the referee, both, or neither.

Members — the leaderboard

Loyalty → Members lists every client enrolled in the program, most valuable first by default. Use it to spot your most loyal clients or to check where a particular client's tier stands.

• Filter by tier using the buttons at the top (All, Platinum, Gold, Silver, Bronze).
• Sort by clicking the Balance, Lifetime points, or Last activity column headers.
• Each row shows the client's current tier, redeemable balance, lifetime points, how many people they've referred, and when they were last active.
• Click any row to jump straight to that client's record with their Loyalty tab open.

Transactions — the audit log

Loyalty → Transactions is a running log of every point movement across the whole organization — every earn, redemption, manual adjustment, and expiry, in one place. Use it to answer "why does this client have this many points" or to audit a staff member's manual adjustments.

• Search by client name.
• Filter by transaction kind (Earn, Redeem, Adjust, Expiry), by which staff member made a manual change, and by a date range.
• Each row shows the date, client, kind, point amount, and the reason recorded for the change (e.g. "Earned from completed visit", "Referral bonus: referred a new client").

Analytics — program health

Loyalty → Analytics is a dashboard for judging whether the program is working, over a 30- or 90-day window (toggle at the top right):

• KPI tiles — referral conversions and total bonus points paid out from referrals, points expiring in the next 7 and 30 days (so you can plan ahead if you want to nudge clients to redeem before their points age out), and total enrolled members.
• Points trend — a daily bar chart of points earned vs. redeemed, so you can see whether the program is net-accumulating or net-draining points over time.
• Tier distribution — how many members sit in each tier, at a glance.
• Top earners / Top redeemers — your ten most valuable and ten most active-spending members, useful for spotting who to feature in a VIP or ambassador program.

Turning the module off

Disabling Loyalty under Organization → Settings → Modules hides the sidebar section and blocks the API for everyone, but keeps all program configuration, memberships, and transaction history intact. Re-enabling brings everything back exactly as it was — no balances or history are lost while the module is off.