Configuring Membership Type Point Calculation and Tier Management

The Points Calculation panel contains the details on the membership's point calculation periods and tier management.

Editing Membership Type Point Calculation and Tier Management

1. From the Administration menu, select Client Relations, then Membership Management, then Membership Types.

2. Enter search criteria, then click Search.

3. Select the membership type in the search result, then click the vertical ellipsis Actions menu and select Edit.

4. Click the Points Calculation link.

5. Click Edit and complete the following:

   1. Calculation Period

      1. Calculation Period: The Calculation Period determines the member upgrades, downgrades, and expiration based on the tier points accumulated during a given time period. Calculation can be based on a rolling 12-month period (based on a time period from the month the points are calculated) or on a 12-month calendar year (from January to December of a year). The following example shows how the Rolling calculation method differs from the Calendar calculation method and how the differences will affect your program: For a Tier upgrade, 800 tier points are required. A member receives 500 tier points in November 2024, 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 2025. The next time the upgrade process is run (i.e. February 2025) and the calculation period is set to Rolling, the period covered would be from February 2024 to February 2025. The member would have sufficient points to be upgraded. If the calculation period is set to Calendar (and the Upgrade Period is set to This Year), 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.

         1. 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 Calendar year prior to the date of the upgrade/downgrade batch run. For example, if the batch process is run on September 12, 2024 and the Upgrade Period is set to Last Year, the tier points from Jan 2023, to Dec 2023 are considered in the upgrade/downgrade/expiration calculations.

         2. 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 2024 to March 2025.

      2. Expiry Period: 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. 

      3. Award Point Expiry Date (Years): The length of time award points remain eligible for redemption. Choose from the following options: 

         1. Do Not Expire: Award points never expire over the life of the membership.

         2. 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.

         3. 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.

      4. Grace Period (Years): The number of years for the grace period. 

      5. Activity Period (Years): 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. 

      6. 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. 

      7. Point Calculation Method: The points calculation method you want to use. Choose from the following options: 

         1. Batch: An automatic batch process is used to calculate points.

         2. Manual: You must manually calculate points and modify them on the member account.

      8. Years To Expire: A guest's membership card expires if there is no activity on the card for this number of years. If cards belonging to this membership type do not expire regardless of the inactive period, leave this field blank.

      9. Delay In Days: When the Batch option is selected, the Delay in Days field appears. Award points are recognized in this number of days following the guest's check out date. This delay provides a period of time during which adjustments can be made. A value from 0 to 60 can be entered into this field (a minimum of three days is recommended.)

      10. 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. 

      11. Not Required on Reservation: Stay points are calculated for a loyalty program guest even if the loyalty membership card is not attached to the reservation. 

   2. Tier Management

      1. Based On: The tier upgrade/downgrade processes based on either an Arrival Date, Departure Date, Posting Date, or Transaction Date.

      2. Upgrade Period: The time period from which to calculate the upgrade/downgrade points. 

      3. Downgrade Period: The month in which the current membership tier expires. 

      4. Tier Expiration Month: The month in which the current membership tier expires. For Calendar this is recommended to be set to December to ensure all transactions in the year are considered.

      5. Downgrade/Renewal: Select check box to include in the Auto Process Membership Tier Management job. Based on the membership settings, this job automatically upgrades, downgrades, or renews all members with the primary membership type. For more information, see Configuring OPERA Chain Scheduler.

      6. Re-qualify on Upgrade: Select check box to check if members have enough points to re-qualify 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 re-qualify 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. 

      7. Tier Management Reset: Select check box to activate the tier management reset functionality for the membership level. If a member is upgraded, downgraded, or renewed, the membership tier points reset. 

   3. Exception Criteria (Available when the Membership Points Exception OPERA Control is active). 

      Note:

      Cross Membership Stays apply when consecutive reservations have different membership type details. For example Reservation #1 with "ROYAL" membership type and Reservation #2 with "FLYER" membership type.

      1. Multiple Room Limit: Enter the number of multiple reservations to be listed as an exception.

      2. Back to Back Stay at Property: Select check box to list consecutive reservations for a stay period at a property as an exception.

         1. Back to Back Cross Membership Stay: Select check box to list consecutive reservations with cross membership for a stay period as an exception

      3. Back to Back Stay Property Group: Select check box to list consecutive reservations for a stay period across the property group as an exception. For more information, see Configuring Membership Property Groups.

         1. Back to Back Cross Membership Stay: Select check box to list consecutive reservations with cross membership for a stay period as an exception.

   4. Click Save.