Stamp card planning and reward costs

Start with a stamp program that staff can explain in one sentence. Give members a clear earning rule, a useful reward, and any expiry conditions before they join.

Program design

Choose the stamp count and reward together. Check the cost of the reward against the purchases needed to earn it. A higher stamp count can take longer to complete; a lower count gives rewards more often.

Write the rules in concrete terms. For example: “Collect one stamp with each qualifying purchase. Collect 8 stamps for one regular coffee.” Add the minimum spend and expiry rule if your program uses them.

Example setup: A café requires 8 stamps and offers a regular coffee. This is an illustration, not a predicted completion rate or revenue result. Choose values that fit your own costs and customers.

Use Creating a stamp program for the settings and Reward configuration for reward options.

Customer communication

Before launch, ask a staff member to explain:

Which purchase earns a stamp.
How many stamps earn the reward.
What the member receives.
Whether stamps or the program expire.

Put the program QR code where customers can scan it. Use the same wording on signs and on the digital card. Staff should show new members where to find their progress.

Program optimization

Review your own results in Analytics. Compare stamps issued, completed cards, and repeat visits over similar periods.

Change one thing at a time. For example, test a clearer reward description before changing both the reward and stamp count. Record the dates and any changes in opening hours or promotions that could affect the comparison.

There is no single completion-rate target that fits every business. A café with daily visitors and a salon with monthly appointments need different expectations.

Customer engagement

Use automatic messages to explain progress and completed rewards. Check the available club switches and member email preferences before expecting a message to arrive.

At the counter, tell a member when their next qualifying purchase will complete a card. Avoid promising a reward before checking the current card state.

Cost management

Estimate the cost of one completed card before launch.

Example input	Amount
Qualifying purchases needed	8
Business cost of one reward	€2.40
Reward cost per qualifying purchase	€0.30

This example divides €2.40 by 8. It does not calculate profit: purchase amounts, margins, and other costs still matter.

Technical best practices

Run a test with a staff account and a member account before promoting the program:

Open the member's card.
Add a stamp through the staff workflow.
Check the updated member progress.
Complete the test card and verify the reward.
Redeem the reward through the normal staff process.

Use a test program for this check. Keep staff access limited to the clubs they need. If a transaction is wrong, follow the staff workflow instead of changing database records.

Common pitfalls to avoid

Problem	Better approach
Staff give different explanations	Use one written earning rule
The reward name is vague	Name the exact item or benefit
Members cannot find the card	Place a readable QR code at the counter
Expiry surprises members	Explain it before they join
A reward costs too much	Calculate its cost before launch

Next steps

Creating a program: Configure the card.
Tracking progress: Understand completion and expiry.