Managing Transactions (For Business Owners)

View complete stamp transaction history for any customer and rollback incorrect stamps when necessary. Maintain accurate records while providing excellent customer service.

Accessing Transaction History

From Members List

1. Navigate to Members in the partner sidebar
2. Search for the customer by name, email, or phone
3. Click the customer's name to open their profile
4. Locate the Stamp Cards column
5. Click the stamp card name to view transactions

What You'll See

Member information card:

• Customer name and tier
• Club membership
• Quick stats (total points, tier progress)

Stamp card preview:

• Current progress (X/Y stamps)
• Visual stamp grid
• Completion status

"Add Stamp" button:

• Quick access to manually add stamps
• Pre-filled with customer information

Transaction timeline:

• Chronological list of all stamp activities
• Most recent at the top
• Complete audit trail

Understanding Transaction Types

Stamp Earned

Event: stamp_earned Description: Customer received stamp through normal purchase

Details shown:

• Date and time
• Stamps added (+1 typically)
• Purchase amount (if recorded)
• Staff member who processed
• Internal notes (if any)
• Before/after stamp counts

Example:

Stamp Earned
+1 stamp
Purchase: $7.50
Staff: John Smith
Note: "Regular morning coffee"
Before: 6 stamps → After: 7 stamps
December 4, 2025 at 9:15 AM

Stamps Bonus

Event: stamps_bonus Description: Promotional or manual bonus stamps awarded

Use cases:

• Customer complaint resolution
• Birthday bonuses
• Special promotions
• Loyalty rewards

Example:

Stamps Bonus
+2 stamps
Staff: Manager
Note: "Birthday bonus - thank you for being a loyal customer!"
Before: 5 stamps → After: 7 stamps
December 4, 2025 at 2:30 PM

Card Completed

Event: card_completed Description: Customer collected final stamp and completed card

Details shown:

• Completion timestamp
• Final stamp that triggered completion
• Reward details
• Pending rewards count

Example:

Card Completed
+1 stamp (completion)
Purchase: $6.00
Staff: Sarah Johnson
Reward: 1000 points credited
Before: 9 stamps → After: 10 stamps
December 4, 2025 at 4:45 PM

Reward Redeemed

Event: reward_redeemed Description: Customer claimed their physical reward

Details shown:

• Redemption timestamp
• Staff who processed
• What was given
• Card reset confirmation

Example:

Reward Redeemed
Physical reward claimed
Staff: Mike Davis
Note: "Gave free large latte"
Stamps reset: 10 → 0
December 5, 2025 at 10:00 AM

Stamps Adjusted

Event: stamps_adjusted Description: Manual adjustment by partner or admin

Use cases:

• Correcting errors
• Customer service resolutions
• System migrations

Example:

Stamps Adjusted
+3 stamps
Partner: Business Owner
Note: "Compensation for system downtime"
Before: 4 stamps → After: 7 stamps
December 4, 2025 at 11:00 AM

Stamps Voided

Event: stamps_voided Description: Previous stamp transaction was rolled back

Details shown:

• Negative stamp count
• Original transaction reference
• Reason for void
• Who performed the void

Example:

Stamps Voided
-1 stamp
Partner: Business Owner
Note: "Duplicate scan - corrected"
Before: 8 stamps → After: 7 stamps
December 4, 2025 at 3:15 PM

Stamps Expired

Event: stamps_expired Description: Program expired and uncompleted stamps were removed

Details shown:

• Expiration date
• Stamps removed
• Program end notification

Example:

Stamps Expired
-7 stamps
System: Automated
Note: "Program ended December 31, 2025"
Before: 7 stamps → After: 0 stamps
January 1, 2026 at 12:01 AM

Filtering Transaction History

Date Range Filter

To filter by date:

1. Click the date range selector
2. Choose start date
3. Choose end date
4. Click Apply

Common ranges:

• Last 7 days
• Last 30 days
• Last 90 days
• Custom range

Transaction Type Filter

To filter by event type:

1. Click the event filter dropdown
2. Select transaction types to show:
   • Stamps earned
   • Bonuses
   • Completions
   • Redemptions
   • Adjustments
   • Voids
   • Expirations
3. Click Apply

Use cases:

• View only earned stamps
• See all adjustments
• Find redemptions
• Audit voids

Search

Search within transactions:

• Staff member names
• Internal notes
• Purchase amounts
• Transaction IDs

Results update as you type.

Rolling Back Transactions

When to Rollback

Valid reasons:

• Duplicate scan (customer scanned twice)
• Wrong stamp card (meant for different program)
• Accidental addition
• Customer request with valid reason

Invalid reasons:

• Customer changed their mind after purchase
• Retroactive policy changes
• Arbitrary removals

Rollback Process

To delete the last stamp:

1. Open customer's transaction history
2. Verify the most recent transaction is the one to remove
3. Click "Delete Last Stamp" button
4. First click: Button shows warning
5. Second click: Confirms deletion
6. Void transaction is created
7. Stamp count decrements
8. Statistics update automatically

Two-step confirmation prevents accidental deletions.

Rollback Limitations

You can only rollback if:

• Transaction is the most recent eligible stamp
• Card is not completed with pending rewards
• You have partner or admin permissions

You cannot rollback if:

• Card is completed and reward is pending
• Transaction is not the most recent
• Multiple stamps have been added since
• Reward has already been redeemed

Solution for complex cases: Contact admin for assistance with special rollback needs.

After Rollback

What happens:

1. Void transaction appears in timeline
2. Stamp count decreases
3. Progress bar updates
4. Customer sees updated progress
5. Complete audit trail preserved

All transactions remain in the database — nothing is permanently deleted. The void transaction creates a negative entry that reverses the original.

Viewing Internal Information

As a partner, you see information customers don't:

Purchase Amounts

Visible to: Partners, Staff, Admins Hidden from: Customers

Track transaction values for:

• ROI analysis
• Average purchase calculations
• Minimum purchase verification

Staff Attribution

Visible to: Partners, Staff, Admins Hidden from: Customers

See which staff members are:

• Processing most stamps
• Making errors (frequent voids)
• Providing excellent service

Internal Notes

Visible to: Partners, Staff, Admins Hidden from: Customers

Read context about transactions:

• Special circumstances
• Customer requests
• Promotional details
• Resolution notes

Exporting Transaction Data

To export customer transaction history:

1. Open transaction history page
2. Apply any desired filters
3. Click Export button
4. Select CSV format
5. Download file

Export includes:

• All transaction details
• Timestamps
• Staff information
• Purchase amounts
• Notes
• Before/after counts

Use exports for:

• Customer service documentation
• Dispute resolution
• Audit compliance
• Business analysis

Common Management Scenarios

Scenario 1: Duplicate Scan

Situation: Customer's QR code was scanned twice accidentally

Solution:

1. View transaction history
2. Identify duplicate entry (same timestamp, same staff)
3. Click "Delete Last Stamp"
4. Confirm deletion
5. Explain to customer

Scenario 2: Wrong Program

Situation: Stamp added to coffee card instead of pastry card

Solution:

1. Rollback stamp from coffee card
2. Navigate to correct stamp card
3. Manually add stamp to pastry card
4. Add note explaining the correction

Scenario 3: Customer Dispute

Situation: Customer claims they should have more stamps

Solution:

1. Review complete transaction history
2. Verify customer's claim against records
3. If valid: Add bonus stamps with explanatory note
4. If invalid: Explain discrepancy politely
5. Document resolution

Scenario 4: System Error

Situation: Stamps weren't added due to technical issue

Solution:

1. Verify the issue occurred
2. Manually add missing stamps
3. Note: "Added manually - system error on [date]"
4. Report technical issue to support

Best Practices

Review regularly: Check transaction history weekly to spot patterns or issues.

Document everything: Always add notes when manually adjusting stamps.

Train staff: Ensure employees understand proper stamp addition procedures.

Respond quickly: Address customer concerns about stamp counts promptly.

Maintain accuracy: Only rollback when absolutely necessary and justified.

Preserve history: Never delete transactions—use voids for corrections.

Troubleshooting

"Cannot delete last stamp"

Possible causes:

• Card is completed with pending reward
• Transaction is not the most recent
• You lack permissions

Solution:

• Wait for reward redemption
• Contact admin for special cases
• Verify your account permissions

"Transaction history not loading"

Possible causes:

• Network connectivity issue
• Large transaction volume
• System maintenance

Solution:

• Refresh the page
• Check internet connection
• Try again later
• Contact support if persists

"Stamps don't match customer's claim"

Possible causes:

• Customer confused with different program
• Customer counting incorrectly
• Actual system error

Solution:

• Show customer the transaction history
• Explain each transaction
• Verify against receipts if available
• Add bonus stamps if genuine error

Next Steps

• Best Practices — Optimize your stamp card management
• Monitoring Performance — Track program success
• Creating Your First Program — Set up new stamp cards