Members & Customers
Overview
The Members screen is your customer book — every person who has joined your shop, with their spending, visits, balances, and history in one place.
A member is a customer enrolled with your merchant. The list you work with is per-merchant: it shows the people who belong to you, not the whole platform. This is where you search for a customer, check their loyalty and store-credit balances, export your customer list, or add someone by hand.
Member balances on this screen are read-only. You can see a member's points and store credit here, but you adjust them from History & Transactions, not from the profile.
Members vs Users
Rewardly keeps two records for every customer, and it helps to know the difference:
- Member — the customer's relationship with your shop: their tier, balances, spending, and visits at your outlets. This is the Members list.
- User — the customer's global Rewardly account: their name, phone, email, and birthday. One account can be a member of several different shops.
For day-to-day work you live in Members. The global Users directory is an admin-only view and most merchants never need it — the member profile already shows everything about a customer at your shop.
Users is admin-only
The global Users directory is reserved for platform administrators. As a merchant you work entirely from Members — editing a member updates the linked account where needed.
The Members list
In the sidebar open Members. Each row shows one customer:
| Column | What it shows |
|---|---|
| № | A serial number for the row. |
| Membership | The member's current tier name. |
| Name | First and last name — falls back to display name, then phone, if a name isn't set. |
| Phone | The member's phone number. |
| The member's email, with a Verified tag (Yes/No). | |
| Birthday | Shown as DD/MM/YYYY. A year of 1900 is the "no real birthday" placeholder and shows as DD/MM (N/A). |
| Accept marketing | Whether the customer agreed to marketing messages. |
| Term checked | Whether the customer accepted your terms. |
| Status | An Active or Inactive tag. |
| Created | When the member joined. |
Each row has Edit and Show buttons. Show opens the full profile; Edit opens the member form. (Both appear only if your role has permission.)
Searching and filtering
Two sets of filters narrow the list.
The filter sidebar on the left gives you a live text search and faceted filters:
| Filter | What it does |
|---|---|
| Search | Live search across user name, email, and phone. |
| Gender | Filter by gender. |
| Term | Checked or unchecked. |
| Status | Active or inactive. |
| Void voucher | Members who do / don't have a voided voucher. |
| Active voucher | Members who do / don't hold an active voucher. |
| Joined membership | Members who have / haven't joined a membership tier. |
| Joined loyalty | Members who have / haven't joined a loyalty program. |
| Joined date | Quick presets — Today, This week, Last week, This month, Last month. |
| Tags | Chips for your user tags — click to filter to a segment. |
The top filter bar adds a few more:
| Filter | What it does |
|---|---|
| Date range | A from / to joined-date range. |
| Membership | A specific tier (pulled from your Memberships). |
| Accept marketing | Customers who opted in or out. |
| Birthday month | January through December. |
| Channel | Where the member came from — Rewardly, Vend, or Shopify. |
| Role | User, Guest, or Merchant admin. |
| Gender | Filter by gender. |
Tags come from the Tags screen, and the Membership filter draws on your tiers.
Export, create, and bulk delete
Three actions sit on the list toolbar:
- Export — download the current list to CSV, with columns Name, Email, Phone, Gender, and Birthday.
- Create — add a member by hand (see below).
- Bulk Delete — tick rows, then delete them together.
There's also an Import link for bringing customers in from a file — see Importing members.
The member profile
Click Show on any row to open the full profile. It's a read-only snapshot of everything about that customer at your shop.
Spending and visits
Two summary blocks sit at the top:
- Spending — Lifetime, This month, Maximum, and Average spend (each to one decimal).
- Visits — total visits, this month, monthly average, and yearly average.
Identity and balances
The identity block lists the member's user id, phone, email, and membership tier, plus their updated and created timestamps and birthday. It also shows read-only switches for Active, Term checked, Phone verified, and Email verified — these reflect the member's state but aren't edited here.
Two balances appear alongside:
- Store credit balance — shown in green with a
+. - Loyalty balance — the member's current point balance, with your program's unit name and their loyalty expiry date and amount.
Balances are read-only here
The profile shows points, store credit, and voucher balances but never edits them. To add or deduct points, top up store credit, or issue a voucher by hand, use the create flows in History & Transactions.
History quick-links
A History row gives one-click deep-links into that member's filtered transaction lists:
- Sales Transactions — their receipts.
- Loyalty Transactions — point earning and redemption events.
- Loyalty master — their loyalty balance and expiry records.
- Stamps — their stamp-card progress.
- Voucher transactions — vouchers issued to and redeemed by them.
Each link opens the matching list in History & Transactions, already filtered to this member.
There's also a quick Show preview (the eye icon on a list row) that opens a Profile tab with the same spending, visit, and balance summary without leaving the list.
Deleted accounts
If the customer's underlying account has been deleted, opening the profile shows a "user is deleted / not found" message and returns you to the list.
Creating and editing a member
To add a member by hand, open Members and click Create; to change one, click Edit on their row.
The member form captures the basic record — name and contact details and the link to a customer account. The deeper demographic and preference profile (race, citizenship, nationality, company, occupation, addresses) lives on the global account and isn't edited from here.
Post-pay Credit account
The member profile has a Post-pay Credit Account section — credit limit, outstanding, and available balance, with Issue / Deduct and Record-payment actions.
Post-pay Credit is managed at the POS
This section is currently disabled in the admin console — post-pay credit accounts are managed from the POS app for now. See Post-pay Credit for how it works.
Importing members
To bring in an existing customer list, open Members and click Import. You can upload a file of customers in bulk.
There's also a Smart Import option that uses AI to map your spreadsheet's columns to Rewardly's fields, so messy exports from another system line up correctly. See Smart Import for the full walkthrough.
Finding a customer at the POS
At the till, cashiers search for a member by phone. Searching needs at least the last 4 digits of the phone number — fewer than four won't return a match. If staff can't find a customer who is definitely a member, see Can't find a customer at the POS.
Related
- History & Transactions — adjust points, store credit, and vouchers; the profile balances are read-only.
- Smart Import — bulk-import customers with AI column mapping.
- Tags — the user tags that power the member filters and segments.
- Membership & Tiers — the tiers shown against each member.
- Post-pay Credit — the credit accounts managed from the POS.