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Customers, Loyalty, Discounts & Gift Cards

Points expiry and Automatic VIP

Understand how expiring point buckets and spend-based VIP group changes work when those optional policies are enabled.

Overview

  • When Points expire is enabled with Expire after days, new positive loyalty earn entries receive an expiry date based on the configured number of days.
  • Available points are calculated from ledger buckets after previous redemptions/negative entries are allocated. Expired remaining buckets do not count as available.
  • When MiniTill evaluates a customer's loyalty state, due expiry is reconciled with EXPIRE ledger entries and the customer balance is reduced accordingly.
  • Automatic VIP can evaluate customer spend across the configured qualification window and move a qualifying customer into the configured VIP group.
  • If Automatic VIP is enabled without a valid VIP group, MiniTill can create/use a VIP group and store that group in the loyalty settings.
  • When VIP downgrade is enabled, a customer who no longer qualifies can be returned to their previous/default group according to the current VIP evaluation logic.

When to use this

  • Enable expiry or Automatic VIP only when the business has a clear customer-facing policy and staff know how to explain it.

Step-by-step

  1. In Loyalty Settings, enable Points expire and enter Expire after days if points should expire.
  2. Review Customer Detail → Loyalty summary to see Available points, Next expiry, and Next expiry points.
  3. For Automatic VIP, enable the feature and choose the VIP group, qualification spend, and qualification window.
  4. Choose whether VIP downgrade is allowed and configure the review window.
  5. Review Customer Group and Point ledger history when investigating a VIP upgrade/downgrade or expiry question.

Common mistakes

  • Do not assume Total points and Available points must always match when expiry is enabled.
  • Do not manually deduct expiring points before MiniTill has reconciled the ledger.
  • Do not enable Automatic VIP merely to sort customers; it can actually change the customer's assigned group and therefore their earn/discount/redemption rules.

Troubleshooting

  • If points appear unavailable before the displayed total reaches zero, inspect expiry buckets and the Point ledger.
  • If a customer moved into VIP unexpectedly, compare qualifying paid spend in the configured window with the VIP threshold.
  • If a VIP customer's benefits changed, remember group changes can alter earn rate, discount rate, and redemption permission.