Account Creation

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File:Customer setup.PNG
Customer set-up screen, and RFID tag showing Media ID number

To create a new user account in Hosted Solutions, follow these steps:

  1. Click LOYALTY > Accounts > New Accounts
  2. Select a Loyalty Type from either Prepaid, Pay As You Go, or Fleet
  3. Select the package the customer would like to buy (for example, the Ultimate Unlimited Pass)
  4. The next page allows you to define customer information and how their membership is structured. This page varies slightly depending on the Loyalty Type you select, but most fields are consistent. In this example we will assume setup of a Prepaid pass.
    • Media Type: this is currently set to RFID and cannot be changed.
    • Tag Type: by default, this will be set to 'Hamilton'. However, our system also has the ability to read XpresWash tags. This is beneficial if you are converting a site from the XpresWash system to Hamilton's ExpressPass system, or if you have one site with an XpresWash system, and another with an ExpressPass system (your customer could use one tag at either location).
    • Media ID: enter the number that appears under the barcode on the tag (see circled example to right).
    • Media Status:
      • Active: the tag will be processed normally based on the Loyalty Award associated with the member. Note: The tag will only be processed if both the Loyalty Account and the Loyalty Member are both set to Active as well.
      • Inactive: the tag will not be processed. This can be selected at any time, for example if a customers credit card is declined for a monthly payment, or if a customer wants to deactivate their subscription indefinitely.
    • Customer Information: here you can enter First Name, Last Name, Address, City, State/Province, Zip/Postal Code, Country, Email, and Phone. Required fields in this section are First Name, Last Name, and Email (all other fields are optional).
    • Member Status:
      • Active: the members tag will be usable and will be included on the billing statement.
      • Inactive: the members tag will NOT be usable and will NOT be included on the billing statement.
    • Loyalty Type: confirm the loyalty type the customer wants
      • Prepaid: the account is billed at the beginning of the billing period.
      • Pay As You Go: the card on file is charged each time the pass is used.
      • Fleet Pass: the account is billed at the end of the billing period based on the number of times the pass was used.
    • Award: specify what Award Type the customer requires (for example, the Ultimate Unlimited Pass).
    • Monthly/Yearly Price: this shows the price of the Loyalty Award selected above. If the award's billing cycle is set to Monthly, it will show the monthly price of that award. If the the award's billing cycle is set to Yearly, it will show the yearly price of the award.
    • Use Custom Price: this allows you to set a custom price for the award. For example, you may want to offer a long-term customer the Ultimate Unlimited Pass for $34.99 a month instead of $39.99.
    • Custom Price: set your desired custom price (Use Custom Price must be selected above)
    • Max Use Period: this lets you define how frequently a tag can be used.
      • Account Default: the Loyalty Account's setting is used. This value is only valid for Loyalty Members.
      • Loyalty Default: the default value configured under Loyalty Settings is used. This value is only valid for Loyalty Accounts.
      • Unlimited: the pass is not limited and may be used as often as liked.
      • Day: the pass is limited to a certain number of uses per day (the field Pass Max Uses appears below when you select this option: this is where you specify the number of uses per day).
      • Month: the pass is limited to a certain number of uses per month (the field Pass Max Uses appears below when you select this option: this is where you specify the number of uses per month).
    • Use Default Pass Reuse Time: when checked, the default value configured under Loyalty Settings is used for Pass Reuse Inhibit Time. When unchecked, a custom value for the current member may be set in Pass Reuse Inhibit Time below.
    • Allow Upgrades: this provides the same functionality as the option in Setting Up An RFID Package, but can be tailored for individual users or accounts. When 'Yes' is selected, the kiosk treats the award as a credit. It lets the user purchase buy-ups, upgrades, or select a different wash package. Any difference in price must be paid for with cash or credit card at the time of the transaction.
      • Kiosk Default: will follow the setting established in the kiosk.
      • Account Default: the Loyalty Accounts setting is used.
      • Yes: will enable this feature.
      • No: will disable this feature
    • Auto Select: this setting is only activated when 'Allow Upgrades' is enabled. When Auto Select is set to 'Yes', the kiosk automatically selects the wash defined in the award. For example, if a user had a 'Basic Wash' subscription, they would be taken directly to the 'Basic Wash' checkout page where they would be presented with any buy-ups (HTK/CTK only). Even if this setting is activated, a user still has the option to go back and select another wash package if they desire.
    • Receipt Mode: this tells the kiosk whether or not to present a receipt for the current loyalty transaction.
      • Account Default: the Loyalty Account's setting is used. This value is only valid for Loyalty Members.
      • Loyalty Default: the default value configured under Loyalty Settings is used. This value is only valid for Loyalty Accounts.
      • Kiosk Default: the kiosk's settings determines whether or not a receipt is presented.
      • Ask: the customer is asked if they would like a receipt.
      • Always: a receipt is always presented.
      • Never: a receipt is never presented.
  5. Click Save to create the new customer account.
  6. On the following pop-up, you can specify billing preferences.
      • 'Recurring Billing
        • Automatic: Hosted Solutions will automatically bill your customer's credit card
        • Manual: Hosted Solutions only generates an invoice. You are then responsible for submitting it to the customer for payment.