Manage Group Memberships (Chapter 7) 21D

Update Group Member Information

To set up loyalty group administration, you must be a Loyalty Program Administrator. Imagine that you want to update information for multiple loyalty members at once. For example, you have a number of members who are frequent business travelers, and you want to upgrade their points or status. Instead of amending the details for each individual member, group member updates allow you do this for selected members in a single action.

You can make these changes for group members.

Group Membership Change. Change the status of the members, for example from Active to Inactive.
Group Point Update. Give the members additional points or reduce the number of points they have (point credit or debit).

To be able to process group point updates, you must perform the setup task of creating two promotions, one for each type of group point update: point credits and point debits. For details, see the topic Set Up Group Points.
Group Tier Change. Change the tier of the members.

To perform a group update, you identify the members you want to update by creating a Comma-Separated Value (CSV) file. Then you import this file and specify the changes to be made.

Here's how you administer group member updates.

First, you need to set up the two required promotions for processing group point updates. You only do this once for each loyalty program, and these promotions are used for all subsequent group point updates.

For details, see the topic Set Up Group Points.
Next, create a CSV file that includes the numbers and, optionally, the names of all the members you want to change. The maximum file size is 250 MB. The easiest way to create the CSV file is to create an Excel spreadsheet and save it as a file type CSV. If cells A1 and A2 in the Excel spreadsheet don't contain these exact text values, the file import will fail:
- Cell A1: #LOY Member Administration
- Cell A2: #"LOY Member.Member Number"
- (Optional) If you want to update the enrollment start date, enrollment end date, or incentive choice for members, you can enter these values in cells B2, C2 and D2: #"Enrollment Start Date", #"Enrollment End Date", #"Incentive Choice".
- Cells A3, A4, A5, and so on, must include the member numbers of the members whose data you want to change. You can find these on the Members screen.
Open the Group Membership Administration page and click Create Job.
On the Import File page, click Import , and upload your CSV file.

The preview table displays a maximum of ten records, regardless of how many records are in the CSV file.
Click Next.
On the Define Action Type page, select the program you want to change and select the type of change you want to make.
Here are the action types available to you:
- Bulk Membership Change. In the New Status field, select the new membership status for these members. In the Reason Code field, select the reason for the change.
- Bulk Point Update. In the Adjustment Type field, select Credit to add points or Debit to subtract points from the member's totals. In the Point Type field, select the type of point that's affected. In the Quantity field, enter the number of points added to or subtracted from the members' totals. In the Reason Code field, select the reason for the change.
- Bulk Tier Change. In the New Tier field, select the tier for these members. In the Tier Start Date field, enter the date when the change is applied. In the Reason Code field, select the reason for the change.
- Bulk Promotion Enrollment. In the Promotion field, select the promotion for these members. In the Enrollment Date field, select the member's date of enrollment in the promotion. In the Reason Code field, select the reason for enrolling these members in the promotion. In the Incentive Choice field, select the incentive choice for this promotion if applicable.
Click Next.

Here you see a a preview of your changes.
Click Submit.

The Loyalty Group Member Administration screen appears, listing your new job with an In Progress status.
In the Actions menu, select Refresh.

This updates the list of Group Membership Administration jobs. When the job has been completed, the status updates to Completed, and the Total Records field displays the number of updated records.
If you need to determine if any records weren't processed, review the Result File. This helps you to correct any errors and reprocess those records.

Set Up Group Points

Before you start doing group updates for your members, first you have to configure your loyalty program. Each of your loyalty programs needs two configured promotions: one promotion to do group point assignments (credit), and a second promotion to do group point redemptions (debit).

Let's see how to set up promotions for processing group member point updates.

First of all, let's create the required program-level attribute.
1. On the Programs page, open the program you want.
2. In the program summary page, click Program Level Attributed and expand the Transaction Attributes section.
3. Click Add next to the transaction attributes.
4. Enter a name, such as Transaction Points, and from the Field list, select Points.
  
  The data type Number is specified automatically.
5. Click the Active check box.
6. Click Save and Close.
  
  When you create the promotion rules for the program, this attribute is now available.
Next, let's create the promotion for administering a group point credit.
1. On the Promotions page, click Create Promotion.
2. Complete the necessary fields.
  
  For example, in the Name field, enter Supremo Group Point Credit. Select the program name. For promotion type, select Accrual. For subtype, select Bulk Credit.
3. Click Save and Continue.
4. Click Manage Rules, then click Create New Rule, and enter a rule name, such as Administration Group Point Credit.
5. Click New Condition.
6. Create an IF condition where the attribute you just created is greater than zero.
7. In the DO section of the rule, select Perform an Action, and select Assign Points. Ensure that the Point Type, Sub Point Type, and Points are equal to the attribute Transaction Points.
8. Click Save and Close, and then click Close.
9. Select the Active check box for the promotion, and click Save and Close.
You're nearly done. Next, create the promotion for administering a group point debit.
1. On the Loyalty Promotions page, click Create Promotion.
2. Complete the necessary fields.
  
  For example, in the Name field enter Supremo Group Point Debit. Choose the program name. For the promotion type, choose Redemption. For the subtype, choose Bulk Debit.
3. Click Save and Continue.
4. Click Manage Rules, click Create New Rule, and enter a name for your new rule such as Administration Group Point Debit.
5. Click New Condition.
6. Create an IF condition where the attribute you just created is greater than zero.
7. In the DO section of the rule, select Perform an Action, and select the Redeem Points action.
8. Specify the Point Type and Sub Point Type. Click OK.
9. Click Save and Close, and then click Close.
10. Select the Active check box for the promotion, and click Save and Close.

View Group Member History

When you're done administering your group transactions, you can take a look at how and when all these transactions were processed. For example, you can look for a specific job, get information on the number of records processed, and review the file used for processing.

Open the Group Membership Administration page.
In the list of jobs, click the job number field of the job you want.

The job details appear.

Delete Members in a Group

You can delete member, member data, and all transactional data for members created during the specified period.

First of all, you must set up and run these jobs:
- Delete Loyalty Members
- Transactions Main Job
For details on running batch jobs, see the topic Create a Batch Process.
In the basic parameters, specify the From Date and To Date.