TABLE OF CONTENTS

• Introduction
• Setup
  • User Access Privilege
  •  System Preferences
  • Job Types
  • Products
  • Clients
  • Contacts
  • Rewards Points Redemptions
• Jobs
• Invoices
• Contact Rewards Activity
• Fulfilling Rewards Points Redemptions
• Reports
• ServiceLink Rewards Points Setup
  • User Access Groups
  •  Company Settings
  • Division Notifications
  • Clients / Contacts
• Contact View
  • Dashboard
  • Rewards Points Menu
  • Rewards Points Page
• Contact Mobile View

Introduction

This document describes the “Rewards Points” feature that is in Solaria and ServiceLink. This feature allows your contacts to earn points on the jobs they schedule with you. These points can be redeemed for anything you would like them to (such as gift cards or charitable donations). Contacts can see their points balance in ServiceLink and redeem them online without having to call you. 

Setup

You will need to do the following items before rewards points can be used. If you integrate with ServiceLink, you will need to do some setup there as well. We recommend turning this feature on in both systems before setting up clients and contacts that can earn points. 

User Access Privilege

Turn on the Rewards Points user access privilege to allow people to see and/or change the settings and points information throughout Solaria. Select Settings ► User Access Groups. Select the group you want to change on the left, then update the Rewards Points privilege as desired.

 System Preferences

Next, turn on the Rewards Points feature. Select Settings ► System Preferences ► Clients tab ► General – Contacts section. Check Contacts Can Earn Rewards Points to turn on the feature.

 You can then specify which type of points can be earned. Contacts can earn points based on the amount they spend on paid invoices or they can earn a flat number of points per job. Both earn points when their invoice is paid based upon selected products that are on the invoice.

Note: If you switch which type is used, you will be warned that it does not affect existing points given to contacts and the new type will only be used from that point on. 

After selecting the type, enter the number of points that are earned. If earning points based upon the amount they spend, enter the number of points earned per dollar amount. If earning a flat number of points per job, enter the number of points earned on each job. 

Finally, enter the Maximum Redeemable Points per Year for each contact and click on Save Changes. 

Job Types

You can specify which job types can earn points so that you can block contacts from earning points on certain types of jobs. Click on the Select Job Types button on the System Preferences window to check which job types earn points.

This can also be done in the setup window for job types (Settings ► Categories and Types ► Job Types).

 Note: This only affects new jobs scheduled from this point on. 

Products

You can also specify which products contacts earn points on so that they only earn points if they order those items. Click on the Select Products button on the System Preferences window to check off which products earn points.

This can also be done in the setup window for products (Settings ► Categories and Types ► Products).

Note: This only affects invoices created from this point on. 

Clients

By default, no contacts of any clients can earn points until you turn it on for a client. Only users with full access to the “Rewards Points” privilege can modify this on a client. 

On the Miscellaneous tab of the Client Maintenance window, check Contacts Can Earn Rewards Points. 

You have the option to override the default settings for how many points earned per dollar paid or per job that contacts can earn for that client. If you want to override the default points earned for this client, check Override Points Earned and fill in the amounts. 

You can also set up one “master” contact that gets all points for any job/invoice for that client. Check ALL Points Go To and select a contact for the client. This will turn off and disable the ability to turn on points for all other contacts for that client and turn it on for that selected contact.

Contacts

For each contact that you want to earn points, first make sure you have turned on Contact Can Earn Rewards Points for the client, then go to the Contact Maintenance window. In the Misc section, check Earns Rewards Points. Only users with full access to the “Rewards Points” privilege can modify this. This is disabled if the client does not earn points.

Note: This only affects new jobs and invoices created from this point on.

If a contact has points and you turn OFF the checkbox, it will ask you if you want to transfer the points to another contact. 

Click on Yes to continue. A window will display to enter the name of the contact to transfer the points to.

Enter the contact name then click on OK. It will search for that contact. Only contacts that earn rewards points can receive the transfer of points. If more than one contact matches the name, a window will be displayed to select the contact.

Select the contact then click on OK to close this window then OK again to save the recipient of the points. The points will be transferred when you click Save Changes on the Contact maintenance window. 

Rewards Points Redemptions

One final optional item to set up is a list of ways the contact can redeem points, such as gift cards and donations. When the “Rewards Points” feature is turned on in System Preferences, you will see a new option in Categories and Types named Rewards Points Redemptions.

Here you will enter the redemption options available to contacts. If you integrate with ServiceLink, they will see these options to select from when they want to redeem points. Only users with full access to the “Rewards Points” privilege can update these. 

Jobs

When a contact schedules a job and they earn points, or their client has a master contact that earns points, you will see a new icon that allows you to view the points information on the job. 

Clicking on this will display the points information for the job. 

If contacts earn points on the amount spent on an invoice, you will just see the contact that will earn points here (as shown above). The pending points will show as 0 (zero) until products are ordered that receive points. 

If contacts earn a flat number of points per job, you will see the contact and the pending points they can receive, plus you will have the ability to change the number of points or deny points altogether on the job.

 Note: Users cannot modify the earned points.

Invoices

When the scheduling client (that earns points) is invoiced for their order, you will see a “Rewards Points” tab at the top of the window which will show the same type of information as the job. If they are earning points per the amount spent on invoices, you will see: 

These points will be calculated as products are entered/modified and they earn points. 

If they are earning a flat number of points per job, you will see:

If you have full access to the “Rewards Points” privilege, you can override the number of points being earned, or check Points Denied on This Job/Invoice if you do not want the contact to earn any points on it. 

Once an invoice is paid in full, the points will move to “Earned” and you will see this in the contact’s activity. If you integrate with ServiceLink, the contact will see their earned points available to redeem. 

Note: Voiding payments on invoices will remove any earned points and move them back to pending. Voiding invoices and canceling jobs will remove pending points for the contact. 

Contact Rewards Activity

To view the rewards points activity for a contact, go to the contact and select the “Rewards Points” option in the left panel. 

This window will show a summary of points totals at the top along with a list of pending points and a list of points activity. Each list can be sorted by clicking on the column headers. 

If a line item in either list has an invoice tied to it, you can double-click on that line to go to that invoice. If it just has a job number on it, double-clicking will go to that job. 

The Rewards Points Activity list can be filtered by the date range at the top of the list. By default, it will show the activity for the current year and will be sorted by date in descending order (most recent activity first). 

You can make manual adjustments to the contact’s points by clicking on the add activity icon button at the top of the list. The following window will display.

Here you can add or remove points with an adjustment, redeem points or transfer points to another contact that can earn points.

If you integrate with ServiceLink, contacts can redeem their points on there. These will be fetched in and shown in the rewards points activity. Their points balance will be updated automatically. 

Fulfilling Rewards Points Redemptions

After contacts have redeemed points for a reward, you will need to fulfill them both in Solaria and physically (such as mailing a gift card to them). 

In Solaria, select Company ► Fulfill Rewards Points Redemptions. The window of this name will be displayed.

You will see a list of all unfulfilled redemptions.

1. Enter the Date of Fulfillment. 
2. Check the option to send emails to the contact. 
3. Check the redemptions you are fulfilling. 
4. Click on Save. The rewards will be marked as fulfilled. You will also be asked to synch them to ServiceLink. 
5. If you selected to email the contact with a preview, the email window will be displayed.  
6. Adjust the email message as desired then click on Send. 

The Rewards Points Activity for the contact will show the redemption and fulfillment date. 

Reports

The following reports will be shown if the Rewards Points feature is turned on and you have access to the Rewards Points privilege. These can be found in the Attorneys/Contacts section of reports. 

Rewards Points Summary – Lists all contacts that can earn points and their current points, pending points, YTD earned points, YTD redeemed points, lifetime earned points and lifetime redeemed points. It can be sorted by contact name or by their current points. 

Rewards Points History - Lists all rewards points activity for selected contacts within a date range. It can be run for one or all activity types. 

These reports can be exported to Excel. 

If you integrate with ServiceLink, see the next step on how to set it up and use this feature in ServiceLink.

ServiceLink Rewards Points Setup

You will need to do the following steps in ServiceLink before rewards points can be seen and redeemed by contacts. 

User Access Groups

Turn on the Rewards Points user access privilege to allow people to see and/or change the settings and points information throughout ServiceLink. Go to Settings ► User Roles. Select the role you want to change, click on the Edit icon button, then update the Rewards Points privilege as desired. Check the Update access checkbox if you want the users in that role to be able to turn on the feature in ServiceLink.

 Company Settings

You will need to turn on the reward points feature under My Company, similar to what you did in System Preferences of Solaria. Go to Settings ► My Company and click on the Edit icon button. Expand the Clients/Contacts section to see the rewards points feature.

Check Use Rewards Points then edit the options to match Solaria. (This information does not synch with Solaria.)

Division Notifications

You can be notified when contacts redeem points online in ServiceLink and it can send a notification to the contact as a “receipt”. For each division you have, go to the Notification Settings tab. Search on “points” and you will see the two types of notifications that can be sent when contacts redeem points: 

1. A notification that goes to the office (company) when a contact redeems points. 
2. A notification that goes to the contact who redeemed points (a “receipt”). 

These have been set up with default information, however you can click on the Edit icon button to the right of each one to customize them.  

Clients / Contacts

When a company user is viewing a client or contact, they will see if they earn points on the client and contact details pages. (These can only be edited in Solaria.) 

Contact View

Dashboard

Contacts will see a box on their dashboard showing the current number of points they have earned. This will be hidden if the contact does not earn points. Clicking on the “Redeem Rewards” link will go to the “Rewards Points” page (described below). 

Rewards Points Menu

When contacts go to “My Account” and they can earn points, they will see a new tab named “Rewards Points”. Clicking on this will go to the Rewards Points page (described below). 

Rewards Points Page

The contact’s Rewards Points page will show current totals of points at the top of the page and options to redeem points below that. 

To redeem points, the contact will select an option from the list on the left side of the page. (This comes from the list created in Solaria.) Selecting an item in the list will display the information for it on the right side. 

The contact can change the quantity if they want more than one. The total points will update as they change the quantity. They will then check I confirm I have the right to redeem points on this account and no refunds will be issued. Clicking on Submit Redemption will process the redemption. The contact will be shown a message that the redemption was saved.

The points at the top of the window will be updated once the redemption is processed. Solaria will also be updated automatically with the next ServiceLink synch. Finally, the “Rewards Points Redeemed” notifications will be sent to your office and the contact. Contacts will not be allowed to redeem more points than they have or than the maximum points allowed in one year.

Contact Mobile View

Contacts that can earn points will also see a “Rewards Points” button on their mobile dashboard. Touching it will show a summary of their points. 

Touching the Redeem Points button will display a list of redemptions options to choose from:

 The contact will touch the redemption option they want to use, then touch Continue. This will display the details where they can adjust the quantity:

The contact will turn on the switch for I confirm I have the right to redeem points on this account and no refunds will be issued, then touch Redeem. A confirmation page will display to confirm the redemption.

 This will be processed just as if it was done on the main website including updating Solaria and sending notifications.