Manual Stamp Entry (For Staff)

When QR code scanning isn't possible, use manual stamp entry to ensure customers never miss earning their stamps. This backup method takes slightly longer but provides the same result.

When to Use Manual Entry

Common Scenarios

Customer doesn't have their phone:

• Forgot device at home
• Phone battery died
• Device is broken
• Left phone in car

Technical issues:

• QR code won't scan
• Camera not working
• System temporarily down
• Customer's app not loading

Customer preference:

• Prefers to provide identifier verbally
• Uncomfortable showing phone
• Faster for them to tell you

New customers:

• Don't have app installed yet
• Need account lookup
• First-time stamp collection

Manual Entry Process

Step-by-Step

1. Ask for customer identifier

   • Email address
   • Phone number
   • Membership ID
   • Full name

2. Search for customer

   • Navigate to Members list
   • Enter identifier in search
   • Find correct customer

3. Open customer profile

   • Click customer name
   • View their information
   • Locate Stamp Cards column

4. Select stamp card

   • Find the relevant program
   • Click stamp card name
   • Opens transaction history page

5. Click "Add Stamp" button

   • Large button at top of page
   • Opens pre-filled form
   • Customer info already populated

6. Verify details

   • Customer name correct
   • Right stamp card selected
   • Current progress shown

7. Add optional information

   • Purchase amount (if tracking)
   • Internal notes (if needed)

8. Click "Add Stamp"

   • System processes
   • Success message appears
   • Customer's progress updates

Accessing Manual Entry

Method 1: From Members List

1. Staff portal → Members
2. Search for customer
3. Click customer name
4. Find stamp card in profile
5. Click to open
6. Click "Add Stamp"

Method 2: Direct Form

1. Staff portal → Stamps → Add Stamp
2. Enter customer identifier
3. Select stamp card from dropdown
4. Fill form and submit

Method 2 is faster if you already know the customer's identifier.

Searching for Customers

Search Methods

By email:

• Most accurate
• Unique identifier
• Ask customer to spell it

By phone:

• Quick and easy
• Ask for full number with area code
• Format: (555) 123-4567

By name:

• Less precise
• May return multiple results
• Ask for full name
• Verify with additional info

By membership ID:

• Unique identifier
• Fastest if customer knows it
• Usually on their account screen

Handling Multiple Results

If search returns multiple customers:

Verify identity:

• Ask for additional information
• Check email or phone
• Confirm full name
• Look at profile picture if available

Select correct customer:

• Click the matching profile
• Double-check before adding stamp
• If unsure, ask manager

Form Fields

Customer Identifier

Auto-populated if you accessed via Members list.

Manual entry if using direct form:

• Type customer's email, phone, or ID
• System searches as you type
• Select from dropdown results

Stamp Card Selection

Auto-selected if you accessed via customer's stamp card.

Manual selection if using direct form:

• Dropdown shows active stamp cards
• Only cards from your club appear
• Select the relevant program

If customer has multiple stamp cards:

• Ask which program they're collecting for
• Verify with customer before selecting

Current Progress Display

Shows automatically:

• Current stamp count
• Stamps required
• Progress percentage
• Visual progress bar

Use this to:

• Verify customer's claim
• Communicate progress
• Celebrate milestones

Purchase Amount (Optional)

Field: Purchase Amount Required: No Format: Currency (e.g., $5.50)

When to add:

• If your business tracks this
• For minimum purchase verification
• For analytics purposes

When to skip:

• During busy times
• If not required
• To save time

Notes (Optional)

Field: Notes Required: No Max length: 500 characters

Example notes:

• "Customer forgot phone"
• "QR code wouldn't scan"
• "First visit - welcomed to program"
• "Birthday bonus stamp"

Keep notes:

• Professional
• Factual
• Concise
• Relevant

Eligibility Verification

Automatic Checks

System verifies:

• Minimum purchase met (if required)
• Daily limit not exceeded (if applicable)
• Program is active (not expired)
• Customer is enrolled (or auto-enrolls)

Eligibility Indicators

Green checkmark:

• Customer is eligible
• "Add Stamp" button enabled
• Safe to proceed

Red warning:

• Customer is not eligible
• Reason displayed
• "Add Stamp" button disabled

Common Ineligibility Messages

"Minimum purchase amount not met"

• Purchase below required amount
• Show customer the minimum
• Explain they can earn stamp with larger purchase

"Daily stamp limit reached"

• Customer already earned maximum stamps today
• Explain limit resets tomorrow
• Apologize for inconvenience

"This stamp card has expired"

• Program ended
• Customer cannot earn more stamps
• Direct to active programs if available

"Card is already complete"

• Customer has all required stamps
• Pending reward needs to be claimed
• Direct to reward redemption process

After Adding Stamp

Success Confirmation

You'll see:

• Green success banner
• Updated stamp count
• Transaction confirmation

Tell the customer:

• "Done! You now have 7 of 10 stamps."
• "Just 3 more to go!"
• "Your card has been updated."

Customer Verification

Customer can check:

• Open their app
• View updated progress
• See new stamp in grid
• Confirm transaction in history

If customer doesn't see update:

• Ask them to refresh
• Have them log out and back in
• Verify stamp was actually added
• Contact support if issue persists

Best Practices

Speed and Accuracy

Balance both:

• Don't rush and make errors
• Don't take unnecessarily long
• Practice to improve speed
• Accuracy is more important

Typical timing:

• Experienced staff: 30-45 seconds
• New staff: 60-90 seconds
• With practice, you'll get faster

Customer Communication

Set expectations: "This will just take a moment while I look up your account."

Keep them informed: "Found you! Adding your stamp now..."

Confirm completion: "All set! You're at 8 of 10 stamps."

Accuracy Checks

Before submitting:

• Customer name is correct
• Right stamp card selected
• Eligibility is confirmed
• Optional fields filled if needed

After submitting:

• Success message appeared
• Stamp count increased
• No error messages

Troubleshooting

"Customer not found"

Possible causes:

• Misspelled identifier
• Customer not in system
• Wrong club selected

Solutions:

• Ask customer to verify spelling
• Try different identifier (email vs phone)
• Check if customer has account
• Create account if needed (with manager approval)

"Stamp card not found"

Possible causes:

• Customer not enrolled yet
• Wrong club
• Program was deleted

Solutions:

• Verify program exists and is active
• Check if customer is at correct location
• Auto-enrollment happens on first stamp
• Contact manager if issue persists

"Cannot add stamp"

Possible causes:

• Eligibility check failed
• Technical error
• Permissions issue

Solutions:

• Read error message carefully
• Verify eligibility requirements
• Try again
• Contact manager if persists

Common Scenarios

Scenario 1: Customer Forgot Phone

Customer: "I forgot my phone, but I want my stamp."

You:

1. "No problem! What's your email address?"
2. Search for customer
3. Find their stamp card
4. Add stamp manually
5. "All set! You're at 5 of 10 stamps now."

Scenario 2: QR Code Won't Scan

Customer: Shows QR code, but it won't scan

You:

1. Try troubleshooting (lighting, angle, etc.)
2. If still failing: "Let me add it manually instead."
3. "What's your email address?"
4. Look up customer
5. Add stamp
6. "Got it! You now have 9 of 10 stamps. One more to go!"

Scenario 3: New Customer

Customer: "I don't have the app yet."

You:

1. "That's okay! What's your email address?"
2. Search for customer
3. If found: Add stamp to their account
4. If not found: "Let me check with my manager about creating an account for you."
5. Manager creates account
6. Add first stamp
7. "You're all set! You can download the app later to track your progress."

Training Tips

Practice Manual Entry

Before working independently:

• Practice with test accounts
• Try different search methods
• Add stamps multiple times
• Get comfortable with the form

During training:

• Shadow experienced staff
• Watch them do manual entries
• Ask questions
• Try it yourself under supervision

Build Speed

Start slow:

• Focus on accuracy first
• Learn the steps thoroughly
• Don't worry about speed

Gradually improve:

• Memorize the navigation
• Use keyboard shortcuts
• Develop muscle memory
• Speed comes with practice

Next Steps

• Processing Rewards — Handle reward redemptions
• Viewing Customer History — Check transaction records
• Troubleshooting — Solve common issues