- From the Administration menu, select Client Relations, select Membership Management, and select Membership Types.
- Select the membership type for which you want to set up the point calculations, click Edit, and click Points Calculation. Click Save after completing the sections as described below.
- Complete the Calculation Period section:
The Calculation Period determines the member upgrades, downgrades, and expirations based on the tier points accumulated during a given time period. Calculation can be based on a 12-month calendar year (from January to December of a year) or a rolling 12-month period (based on a time period from the month the points are calculated). The following example shows how the Rolling calculation method differs from the Calendar calculation method and how the differences affect your clients:
A member receives 500 tier points in November 2016, which is not enough at that time to be upgraded to the next tier. However, assume the guest accumulates another 300 tier points in January 2017. When the upgrade process is run in March 2017 and the calculation period is set to Rolling, the period covered would be from March 2016 to March 2017. The member would have sufficient points to be upgraded. If the calculation period is set to Calendar, the member would not be upgraded. The member would only have 300 tier points because with Calendar, the calculation only considers points received from January to December of a calendar year.
- Calendar: The calculation considers points received from January to December of a calendar year, no matter when the calculation is run. For tier management purposes, tier points accumulation is calculated annually for the 12-month period prior to the date of the upgrade/downgrade batch run. For example, if the batch process is run on September 12, 2017, the tier points from September 11, 2016, to September 12, 2017, are considered in the upgrade/downgrade/expiration calculations.
- Rolling: The time period calculated is from the month the points are calculated to the same month for the time period selected. For example, from March 2017 to March 2018.
Expire Inactive Card in: The time limit (from 1 to 5 years) for membership card expiration. When the Tier Management batch process is run and the calculation period is set to Rolling, the new expiration year is based upon this value. For example, if the value is set to 2 Years, and the member is upgraded from Bronze to Silver in 10/17 with the current expiration set to 12/17, the upgrade batch process updates to the new expiration date of 10/19 (2 Years from 10/17). If the same member was upgraded in 11/17 from Silver to Gold, the expiration date would again update with the new expiration of 11/19 (2 Years from 11/17).
Expire Award Points (Months): The number of months (0 to 60) for which award points are eligible for redemption. Zero means that award points are eligible for redemption only for the month in which they were calculated. If 12 months is selected, points are eligible for redemption for 1 year from the points calculation date. If you want to set award points to never expire over the life of the membership, leave this field blank.
Award Point Expiry Date (Years): The length of time award points remain eligible for redemption. Choose from the following options:
- Do Not Expire: Award points never expire over the life of the membership.
- Same Year: Award points are eligible for redemption during the same calendar year they were calculated. For example, points calculated in October 2017 are eligible for redemption until December 2017.
- 1-5 Years: Award points are eligible for redemption for the number of calendar years specified (1, 2, 3, 4, or 5) starting from the date they are calculated. For example, if you select 3 years as the Award Points Expiry Date, points awarded on June 1, 2017, are not eligible for redemption until December 31, 2020. Starting on January 1, 2021, they are no longer eligible for redemption.
Grace Period (Years / Months): The number of years for the grace period.
Activity Period (Months): The number of months for the member's activity period. Only membership award points that fall within this activity period are extended. For example, if 24 is the value entered for the activity period in months, the member's activity must fall within the past two years for his or her award points to be extended.
Award Redeem Threshold: This number represents the minimum amount of points required before points can be redeemed for awards by this member. The member can only redeem points when this threshold amount is met.
- Complete the Awards Management section:
Award Generation Method: The points calculation method you want to use. Choose from the following options:
- Batch: An automatic batch process is used to calculate points.
- Manual: You must manually calculate points and modify them on the member account.
- External System: Points information is calculated externally by third-party software.
Non Member Points: The potential membership points that could be earned for a stay by a non-member. The points appear for guests who are not members of a loyalty program and who are staying at the hotel.
Externally Controlled: The membership points calculation is controlled by a third-party system.
Required on Stay Period: Stay points are calculated for a loyalty program guest even if the loyalty membership card is not attached to the reservation.
- Complete the Tier Management section:
Based On: The tier upgrade/downgrade processes based on either an Arrival Date, Departure Date, Posting Date, or Transaction Date.
Upgrade / Downgrade Period: The time period from which to calculate the upgrade/downgrade points.
Tier Expiration Month: The month in which the current membership tier expires.
Downgrade/Renewal: This option schedules the Auto Process Membership Tier Management job to run in the OPERA Scheduler. Based on the membership settings, this job automatically upgrades, downgrades, or renews all members with the primary membership type.
Requalify on Upgrade: This option checks if members have enough points to requalify for their current membership level on upgrade. If members have enough points, they receive an upgrade and a new expiration date. When members lack enough points for an upgrade, this option checks the following conditions: (a) if they have sufficient points to requalify for their current membership levels and (b) if their membership expiration dates are in the current year. If these conditions are met, members stay at their current levels and are assigned new expiration dates.
Non Member Points: The potential membership points that could be earned for a stay by a non-member. The points appear for guests who are not members of a loyalty program and who are staying at the hotel.
Tier Management Reset: This option activates the tier management reset functionality for the membership level. If a member is upgraded, downgraded, or renewed, the membership tier points reset.