The Admin Console
The admin console is your web back-office — the browser app where you set up everything Rewardly does and watch how your business is performing. You'll spend most of your setup time here.
Overview
The admin console is a web app you open in any browser at admin.<your-subdomain> — there's nothing to install. It's where you build your menu, design your loyalty programs, manage members, and read your reports.
It's one of three Rewardly apps, and they each do a different job:
| App | Who uses it | What it's for |
|---|---|---|
| Admin console (this app) | You and your managers | Setup, configuration, members, reports — the back-office. |
| POS app | Your cashiers | Ringing up sales at the counter on a tablet. |
| Member app | Your customers | Their loyalty wallet, vouchers, and online ordering. |
One source of truth
Almost everything your cashiers and customers see is configured here first. The POS and the member app mostly read what you set up in the admin console — they rarely change it. When something looks wrong on the POS, the fix is usually a setting in here.
Signing in
You sign in with the email and password of a staff account. What you see after that depends on your role — see Roles below.
Three things sit in the top bar of every screen:
- The search palette — press ⌘K (Mac) or Ctrl-K (Windows) to open a global search. It jumps to any sidebar page and live-searches your records (members, products, and more), grouped with breadcrumbs and your recent visits.
- The language switcher — the console speaks English, Mongolian, and Chinese. Your choice is remembered on that browser.
- Ask AIstein — a built-in support chat, also the first item in the sidebar.
The sidebar map
The left sidebar is your map of the whole console. It's organised into groups — here's what each one is for, and where to read more:
| Sidebar group | What's inside |
|---|---|
| Ask AIstein | The AI support chat. See Ask AIstein. |
| Dashboard / Reports | Sales, member, loyalty and voucher analytics. See Dashboard & reports. |
| Rewardly POS (reports) | Sales summary, shift, item/category, and payment reports from the POS. See POS reports. |
| Outlets / Outlet Registers | Your locations and their tills. See Outlet Settings and POS Settings. |
| Payment Methods | What the POS, kiosk, and online ordering can accept. See Payment Methods. |
| Members | Your customer list and member profiles. See Members. |
| Products | Products, categories, pricing, variants, and menus. See Products & Categories and Menus. |
| Stock Control | Inventory, ingredients, suppliers, and stock orders. See StockOS. |
| Loyalty & Programs | Memberships, points, vouchers, stamps, discounts, and more. See LoyaltyOS. |
| History & Transaction | Every past sale and loyalty movement, plus manual issuing. See History & transactions. |
| Void transactions | The voided/reversed mirror of every transaction list. See History & transactions. |
| Marketing | Campaigns, email templates, pop-ups, and credits. See Marketing & messaging. |
| Tags | Labels for customers, products, and outlets. See Tags. |
| Merchant Settings | Your business-wide configuration. See editing the merchant record below. |
| Role Permissions | Who can do what. See Roles & permissions. |
Your sidebar may look different
The sidebar isn't the same for everyone. Items appear or disappear based on your role and your merchant's permission settings, so you may not see every group listed here. That's expected — see Roles.
A few orders, programs, and products also have AI-assisted bulk loading via Smart Import — see Smart Import.
Roles and permissions
Every staff account has one role — a job description that decides which parts of the console they can open. Rewardly has eight:
| Role | Typically |
|---|---|
| superAdmin | Rewardly staff. Sees everything, including setup screens hidden from merchants. |
| merchantAdmin | The business owner / head office. Full access to their own merchant. |
| outletAdmin | A branch manager — runs one outlet. |
| outletRegisterAdmin | Manages a single till. |
| cashier | Rings up sales on the POS. |
| accountant | Reads sales and finance reports. Lands on the sales summary, not the dashboard. |
| conciergeService | Runs the concierge / stamp desk. |
| waiter | Table service on the POS. |
On top of the role, your merchant has a role-permission matrix — a grid that turns each action (view, create, edit, delete) on or off per role. It's what actually decides whether a sidebar item shows, whether a Create or Edit button appears, and whether you can open a given list.
"Permission Denied"
If you open a screen your role isn't allowed to see, you get a Permission Denied panel instead of the data. That's the permission matrix doing its job — not a bug. Ask a merchantAdmin (or Rewardly support) to grant the access.
Some screens are superAdmin-only
A handful of screens — the Role Permissions editor itself, Voucher Events, push Notifications, and the Manual PayNow report — are only visible to superAdmin (Rewardly staff). If you need a change there, contact Rewardly support. The full picture is on Roles & permissions.
The Draft vs Live model
Every loyalty program editor — memberships, points, vouchers, stamps, discounts, cashback, packages, referrals — shares one rule you'll meet again and again:
- A program set to Draft is saved but inactive. It earns and gives out nothing. The form shows a red note reminding you it won't run until you switch it to Live.
- A program set to Live is active. The moment you go Live, most of its fields lock and become read-only, so you can't change a running program's terms out from under your customers.
The habit to build: finish all your editing in Draft, review it, then switch to Live and Save. If you need to change a Live program later, you may have to clone it rather than edit it in place.
Live locks the form
Once a program is Live, its fields are read-only in edit mode. If you spot a mistake on a Live program, you can't simply fix it — finish editing in Draftbefore you go Live.
The merchant record
Your business-wide settings — currency, loyalty point unit and value, membership rules, tax defaults, sign-up fields, accounting integrations — don't live on a "Settings" form of their own. You reach them by editing your merchant record.
In the sidebar open Outlets (or use the ⌘K search for Merchant), open the merchant, and click Edit. The merchant form is split into tabs — Main, Image, Detail, Template, Programs, Settings, Shops, Xero, Notify, and Signup/Login. The full walkthrough is on Merchant Settings.
"Merchant Settings" in the sidebar is something else
There's a sidebar item literally called Merchant Settings — that's a generic key/value list for extra entries, not where your loyalty and tax rules live. Those are on the merchant record's tabs, as above.
Where to go next
This page is the map. From here, head into the corner you need:
- Setting up rewards? Start at LoyaltyOS.
- Building your menu? Start at CommerceOS.
- Managing customers? Open Members.
- Reading your numbers? Open Dashboard & reports.
Related
- Members — the customer list and member profiles.
- Dashboard & reports — your sales, member, and loyalty analytics.
- Roles & permissions — who can do what, and the permission matrix.
- Merchant Settings — your business-wide configuration.
- POS App — the cashier-facing side of Rewardly.
- Member App — what your customers see.