Using the Aloha Loyalty Member Profile

The Loyalty Member Profile enables you to search your Aloha Loyalty database, add new members, and edit existing member profile information.

To search your Aloha Loyalty member database, use one of the nine filters provided and then you can enter additional information that defines the search. There is even a filter that enables you to search all member information for specific text, such as an area code in the phone number field. For more information on each filter, refer to Searching by Filter.

After selecting a filter, and defining your query, click Go to execute the query. Once your filter returns members, you can then view and sort the data in the Member list box, such as by the last time they used their card, sign-up date, and more.

Using Loyalty Member Profile

You can use Loyalty Member Profile to direct a marketing mailer to new members, which is a great way to get your Aloha Loyalty members to return to your stores. For example, you want to send all the members that signed up in the month of May a mailer with a coupon. Select the ‘Member Sign-up Date’ filter, define the month in the ‘Enter Date Range’ text boxes, and click Go. After obtaining the results, you can determine which members are using their card by sorting the data by the ‘Last Used’ column. Next, export the data to your local system, where you can work with the data and import the file to a mail merge program.

To access Aloha Loyalty Member Profile, select Aloha Loyalty > Member Profile. Your access and rights to the functions you can perform in Aloha Loyalty Member Profile depend on your security class settings. Contact your system administrator to edit your security settings.

Searching by Filter

When you select a filter, you complete additional criteria to define your search. Each filter has selections that are unique to the filter and enable you to further define your search. For example, when you filter by ‘Card Number’ you select the card type, and enter a card number range; whereas, when you select ‘Card Last Used,’ you enter a date range.

Your query results display in the list box. To edit a member profile, select the member in the list and click Edit. Refer to Entering a Member Profile, for more information on the Editing a Member screen. To look up detailed history of a member, refer to Using Lookup Member History. If the query exceeds 3000 records, the maximum number, you receive an option to export the file to your local system.

Select Filter

— Contains a list of options to use as filtering criteria when searching the Loyalty member database. Select one of the following filters:

Card Last Used

Filters by the last time a Loyalty member used their card. When you select ‘Card Last Used,’ you can enter a date range, or enter a single date for the search range. For example, you can query all the members that used their cards within the last week. This enables you to view the activity level of your customer loyalty program.

Adjustments applied through Card Lookup do not qualify when searching by the Card Last Used filter. The ‘Card Last Used’ filter determines “last used” by when the card was applied to a guest check from the POS.

Enter Date Range

— Specifies the date or range of dates the ‘Card Last Used’ filter uses to search the Loyalty member database. The ‘Card Last Used’ filter works on past history, and does not accept dates in the future.

To search by card last used:

1.	Select Aloha Loyalty > Member Profile.

2.	Select Card Last Used from the ‘Select Filter’ drop-down list.

3.	Type the beginning date and optional ending date in the ‘Enter Date Range’ text boxes, or click to select a date from the calendar.

4.	Click to process the query. Results display in the Member list box.

Card Not Used

Filters for Loyalty members that have not used their card. You can search for a single date or search by a range of dates. For example, you can search for all Loyalty members that did not use their cards during the 2003 - 2004 Christmas holiday season. This enables you to directly target these Loyalty members with marketing materials for the next holiday season to entice them to come back to your store.

Adjustments applied through the Member Lookup do not qualify when searching by the ‘Card Not Used’ filter. The ‘Card Not Used’ filter determines “not used” by when the card was applied to a guest check from the POS.

Enter Date Range

— Specifies a date or a range of dates the ‘Card Not Used’ filter uses to search the Aloha Loyalty database. The ‘Card Not Used’ filter works on past history, and does not accept dates in the future.

To search by card not used:

1.	Select Aloha Loyalty > Member Profile.

2.	Select Card Not Used from the ‘Select Filter’ drop-down list.

3.	Type the beginning date and optional ending date in the ‘Enter Date Range’ text boxes, or click to select a date from the calendar.

4.	Click to process the query. Results display in the Member list box.

Card Number

Filters for Loyalty members by card number. You select a card type and then enter a single card number or a range of card numbers. This filter enables you to look up a card, or range of cards, without knowing any personal information about the cardholder, and view the history associated with the card numbers.

Select Card Type

— Contains a list of your active Loyalty card types. You define cards in the Card Setup.

Enter Card Number

— Specifies the Loyalty card numbers you want to search. You can search for a specific card number or a range of card numbers.

To search by card number, the default selection:

1.	Select Aloha Loyalty > Member Profile.

2.	Select Card Number from the ‘Select Filter’ drop-down list.

3.	Select the type of card from the ‘Select Card Type’ drop-down list. When you select a card type, it automatically populates the prefix next to the ‘Enter Card Number’ text box.

4.	Type the last nine digits of the card type in the ‘Enter Card Number’ text box.

The leading number corresponds to the five digit prefix assigned to the card in Card Setup. If the card has leading zeros, you can omit the zeros. For example, for card number 000000123, you can type ‘123’ in the text box.

5.	If you are looking up a range of cards, type the last number of the range in the second text box.

6.	Click to process the query. Results display in the Member list box.

Card Type

Filters by Loyalty card type. You can select either active or inactive card types from the ‘Select Card Type’ drop-down list. This is a great way to view all the members participating in a specific loyalty program.

Select Card Type

— Contains a list of your active Loyalty card types. You define cards in Card Setup. If the card type has a large number of Loyalty members, the resulting query may take a few minutes to process.

If you are using Stored Value and Loyalty, only cards that are licensed for Loyalty display in the list.

To search by card type:

1.	Select Aloha Loyalty > Member Profile.

2.	Select Card Type from the ‘Select Filter’ drop-down list.

3.	Select the card type from the Select Card Type’ drop-down list. You define your card types in Card Setup. When you select a card type, it automatically populates the prefix in the ‘Enter Card Number’ text box.

4.	Click to process the query. Results display in the Member list box.

Member Anniversary

Filters by the anniversary date of the Loyalty member. You can elect to search by anniversary date, such as a wedding anniversary, or another important date the Loyalty member provides. When you enter your search criteria, you do not have to enter a year. For example, to search for all anniversaries within a month, such as the month of July, type 7/1 in the first text box and type 7/31 in the second text box. The search criteria you enter returns all anniversaries that fall within the month of July, regardless of the year of the anniversary.

Enter Date Range

— Specifies the dates or a range of dates the ‘Member Anniversary’ filter uses to search the Loyalty database. This filter works on past history, and does not accept dates in the future.

To search for a card by member anniversary:

1.	Select Aloha Loyalty > Member Profile.

2.	Select Member Anniversary from the ‘Select Filter’ drop-down list.

3.	Type the beginning date and optional ending date in the ‘Enter Date Range’ text boxes, or click to select a date from the calendar.

4.	Click to process the query. Results display in the Member list box.

Member Birthday

Filters by the birthday of the Loyalty member. You can elect to search for all Loyalty member birthdays by month, or a range of months. When you enter your search criteria, you do not have to enter a year. For example, to search for all birthdays within a month, such as the month of July, type 7/1 in the first text box and type 7/31 in the second text box. The search criteria you enter returns all birthdays that fall within the month of July, regardless of the year the person was born.

Enter Date Range

— Specifies the dates or a range of dates the ‘Member Birthday’ filter uses to search the Loyalty database. This filter works on past history, and does not accept dates in the future.

To search by member birthday:

1.	Select Aloha Loyalty > Member Profile.

2.	Select Member Birthday from the ‘Select Filter’ drop-down list.

3.	Type the beginning date and optional ending date in the ‘Enter Date Range’ text boxes, or click to select a date from the calendar.

4.	Click to process the query. Results display in the Member list box.

Member Name

Filters by the first or last name of the Loyalty member. To query for a specific member, type the first name and last name in the corresponding text boxes. To filter for a group of members by name, type at least two characters in either the ‘First Name’ text box or ‘Last Name’ text box. For example, you may want to search for a Loyalty member that has the last name ‘Smith’. If you are positive of the last name, type in ‘Smith’ and you can view all members with that last name. If you are not positive of the last name, you can type ‘Sm’ to return all names that start with Sm. The more characters you enter, the more accurate the search and quicker the response.

Enter First Name

— Specifies the first name of the member you are searching. Type at least two characters of the first name to run a search.

Last Name

— Specifies the last name of the member you are searching. Type at least two characters of the last name to run a search.

To search by member name:

1.	Select Aloha Loyalty > Member Profile.

2.	Select Member Name from the ‘Select Filter’ drop-down list.

3.

Type either a first name or a last name in the appropriate text box. You are not required to enter both the first and last name to query by Loyalty member name.You can type the first two letters of either name in the text boxes, if you do not know the whole name. The more characters you enter, the more likely you are to get an exact match.

4.	Click to process the query. Results display in the Member list box.

Member Sign-up Date

Filters by the date the Loyalty member became an active member in your rewards program. This filter returns members that were activated at the store, or through Loyalty Member Profile.

Enter Date Range

— Specifies the dates or a range of dates the ‘Member Sign-up Date’ filter uses to search the Loyalty database. This filter works on past history, and does not accept dates in the future.

To search by member sign-up date:

1.	Select Aloha Loyalty > Member Profile.

2.	Select Member Sign-up Date from the ‘Select Filter’ drop-down list.

3.	Type the beginning date and optional ending date in the ‘Enter Date Range’ text boxes, or click to select a date from the calendar.

4.	Click to process the query. Results display in the Member list box.

Search Member Profile

Filters by the text you enter in the ‘Enter Search Text’ text box. The ‘Search Member Profile’ filter searches all of the member profile fields for the text you enter. Searching all member profile fields may take awhile and can also return some unexpected results. For example, if you search for a phone number, all members with that phone number and members with that exact string of numbers in their Loyalty member number will be returned for the query.

Enter Search Text

— Specifies the search criteria you are using to search the Loyalty database.

To search by a text string:

1.	Select Aloha Loyalty > Member Profile.

2.	Select Search Member Profile Data from the ‘Select Filter’ drop-down list.

3.	Type the text string that you are searching in the ‘Enter Search Text’ text box.

4.	Click to process the query. Results display in the Member list box.

This type of search may take longer because ‘Search Member Profile Data’ searches all the member profile fields utilized by your company and can return some unexpected results. For example, if you search for a specific phone number, you could get results back that contain the number in the birth date, or card number.

Go

Click to initiate the query with the criteria you entered. Results for your query return in the Member list box.

Member List Box

The Member list box displays your query results by Loyalty member number. To view all the columns in the Member list box, use the scroll bars at the bottom of the list box to view the remaining columns. Click a column to sort the transaction list. For example, click ‘Name’ to sort the list alphabetically from a to z. Click ‘Name’ again to sort the list from z to a.

Card Number

— Lists the card number in ascending order. This is the 14-digit card number encoded on the back of the card and unique to the Loyalty member.

Name

— Lists the name of the Loyalty member by last name then first name. Click ‘Name’ to sort the list by last name alphabetically. If a card number does not have a name associated with it, the ‘Name’ column remains blank. If you sort by ‘Name’, the card numbers that do not have names associated with them yet, sort to the top of the list.

Active

— Lists the status of the Loyalty member. The default view contains only active members. To display a list of inactive members, select ‘Show Inactive Members’. Only active members can use their Loyalty card. To inactivate a member and disable their card, clear the ‘Active’ check box. Making a member inactive toggles the ‘Make All Members Listed Inactive’ check box beneath the Member list box and disables the ‘Show Inactive Members’ check box.

When you make a card inactive, the Loyalty member can no longer use this card as a Loyalty card. Exercise caution when inactivating cards. The cardholder may experience unexpected results when using their card. However, you can inactivate cards that have been reported lost or stolen.

Last Visit

— Lists the date the Loyalty member last used their card. Members that have never used their card will not have a date listed in the ‘Last Visit’ column. If you sort by ‘Last Visit’, members that have never used their card will sort to the top of the list.

Sign-Up Date

— Lists the date the Loyalty member enrolled in the Loyalty bonus plan. Loyalty members become active the first time they are assigned to a guest check in the Front-of-House (FOH), or when you add the member via Loyalty Member.

Card Type

— Lists the type of card assigned to the user. You define ‘Card Type’ names in ‘Card Setup.’

Birthday

— Lists the birthday of the Loyalty member.

Anniversary

— Lists the anniversary date, or other special occasion, for the Loyalty member. The anniversary date is typically a wedding anniversary or another special date. The anniversary date is not the date the member signed up for your Loyalty program, which is the ‘Sign-Up Date’.

Show Inactive Members

— Indicates you want to view active and inactive Loyalty members in the Member list box. Inactive members do not have a check mark in the ‘Active’ check box.

Make All Members Listed Inactive

— Indicates that you want to make all the filtered members inactive. The ‘Make All Members Listed Inactive’ is only available if you opted to inactivate a single member via the ‘Active’ check box. Selecting this check box will inactivate all member cards returned for the selected filter. Because of the severity of setting all filtered members to inactive, the system requires that you confirm the inactivation. To confirm the inactivation, simply answer ‘Yes’ to the confirmation prompt.

Add

Click to add a new Loyalty member via the Entering a Member Profile screen. Typically, you add new members at the store via Aloha POS; however, you may want to activate a card before a member visits your store, as a courtesy.

To add a member via Loyalty:

1.	Select Aloha Loyalty > Member Profile.

2.	Click . The Entering a Member Profile screen appears.

3.	Select the card type from the drop-down list.

4.	Type the card number in the text box.

5.	Complete all customer information fields denoted with an asterisk. You can use the Tab key on your keyboard to move from one field to the next. For more information, refer to Entering a Member Profile.

If you do not complete all fields with an asterisk and click Save, you receive a warning message indicating you have not completed all required fields.

6.	Click Save and New to save the completed information and continue adding members to your Loyalty database; otherwise, skip to Step 8.

7.	Repeat step 3 through 10 until you add all your members.

8.	Click Save to save the Loyalty member information.

Edit

Select a member in the Member list box, after you have run a successful search, and click to enter new profile information for a member that has recently enrolled in the program. You can also edit and change information about your Loyalty members. For example, you can activate a card for a member at the store, and then collect the member information via an enrollment application or Loyalty sign-up voucher and enter it later in the shift or even another day. In this example, when you are ready to enter the profile information for the member, you select the ‘Card Number’ filter and enter the card number that belongs to the member for which you are entering profile information.

To edit an existing member:

1.	Select Aloha Loyalty > Member Profile.

2.

Select a filter query from the ‘Select Filter’ drop-down list. Complete all additional information that applies to the selected filter. For more information on performing searches, refer to Searching by Filter. If you know the name of the Loyalty member, you can search by ‘Member Name’. Otherwise, select the filter that will get you your intended results.

3.	Click to process the query. Results display in the Member list box.

4.	Select the Loyalty member in the Member list box.

5.	Click to edit the Loyalty profile for the member on the Member Profile screen. Make any changes necessary to update the member profile.

6.	Click Save.

Lookup

Select a member in the Member list box and click to access Loyalty Card Lookup. You can now view detailed information on the member, such as which stores the member has visited, and what bonus plan transactions have been posted for that member.

To look up a member in the Member list box:

1.	Select Aloha Loyalty > Member Profile.

2.	Select a filter query from the ‘Select Filter’ drop-down list. Complete all additional information that applies to the selected filter. For more information on performing searches, refer to Searching by Filter.

3.	Click to process the query. Results display in the Member list box.

4.	Select the Loyalty member name in the Member list box.

5.	Click to access Loyalty Member Lookup.

Loyalty Member Lookup enables you to:

•	View the history of a Loyalty member.

•	Adjust the bonus plan credit of a Loyalty member.

•	View check level history.

•	Print the history of a Loyalty member.

For more information on performing these tasks, refer to Loyalty Card Lookup.

6.	Click Close to return to Card Lookup.

Export

Click to export the data in the Member list box to your local system. The information downloads as a .csv file, which you can open with Excel® for analysis and generating mailing lists or email lists. becomes active after a successful search.

To export a query:

1.	Select Aloha Loyalty > Member Profile.

2.	Select a filter query from the Select Filter drop-down list. Complete all additional information that applies to the selected filter. For more information on performing searches, refer to Searching by Filter.

3.	Click to process the query. Results display in the Member list box.

4.	Check the Quotation Marks check box if any field in the Member list box contains comma separated data. This will help when exporting comma separated data into a single column in the csv file.

5.	Click to export the query in the Member list box.

6.	Click Ok to export a comma separated value file. The prompt also provides instructions on saving the file to your local system.

7.	Depending on your operating system and browser version, select the appropriate response to save the file to your local system.

8.	Browse to the location in which you want to save the report in the Save In drop-down list.

9.	Answer the prompts on the Download Complete dialog box.

10.	Type the name of the report in the File Name drop-down list. The default name is ‘profile_export.csv.’

11.	Click Save.

12.	If you want to view the report, after the export, click Yes when prompted to open the exported report.