Rewards Program (Non-Member Loyalty)

The Rewards Program is a points-based loyalty program for non-club customers — walk-ins, regulars at your tasting room, and online shoppers who haven't joined a wine club. It runs alongside your wine clubs and lets you reward customers automatically based on what they spend.

Availability: The Rewards Program is gated behind the Non-Member Loyalty feature flag. If you don't see it in your dashboard, contact support@wineview.com to have it enabled for your business.

What the Rewards Program Is

A Rewards Program is configured per business group (one program per group, shared across all your locations). When a customer earns or redeems points, the activity is recorded against their business customer profile (BCP) for your business — separate from any wine club membership they may also have.

Key concepts:

Points — The currency of the program. Customers earn points on qualifying spend and can redeem them for rewards.
Earn rule — How many points are earned per dollar, and which dollars count.
Bonuses — One-time signup bonus and recurring birthday bonus.
Auto-enrollment — Whether customers are added automatically when they join a club or place an online order.
Public signup — Whether customers can sign up directly from a public page without buying anything.
Card on file — Whether you collect a card at signup so members can be charged at the register without re-entering payment.

The program does not replace tier-attached rewards from your wine clubs. Both can run at the same time — see How Program Rewards Differ from Tier Rewards below.

Setting Up Your Program

Open the Non-Member Loyalty item in the sidebar's Business Management section. (It only appears there when the feature flag is enabled for your business.) The page lives at /dashboard/business/rewards/program.

The page header shows Non-Member Loyalty with the description "Configure your points-based loyalty program for non-member customers."

If no program exists yet, an empty state appears with a Set Up Program button. Click it to reveal the configuration form.

The form is divided into eight cards:

General

Field	Description
Program Name	The display name customers see (e.g., "Crooked Vine Rewards"). Defaults to your business name + "Rewards".
Active toggle	When on, points accrue at the POS and rewards are redeemable. Turning it off pauses the program without deleting data.
Publicly Joinable toggle	The on-screen helper text reads "Customers can sign up via your public rewards page." When on, anyone with the link can sign up at the public rewards page (`/business/[id]/rewards/join`). When off, only auto-enrollment and staff-driven enrollment are possible.

Earn Rules

Field	Description
Points per Dollar	The decimal points awarded per pre-tax, pre-fee dollar spent. Example: `1` means $1 of qualifying spend = 1 point. Decimals like `0.5` or `2.5` are allowed.
Exclude Tax	(Default on) Tax amounts are subtracted from the earn base.
Exclude Tip	(Default on) Tips are subtracted from the earn base.
Exclude Gift Cards	(Default on) Gift card line items are excluded from earning.
Exclude Alcohol	(Default off) Alcohol items are excluded from earning.

Loyalty discounts already applied to the check are also subtracted from the earn base before points are calculated, so customers don't earn points on the dollars they just discounted.

Bonuses

Signup Bonus — A one-time grant of points when a customer first enrolls. Toggle on, then enter a Points amount. The bonus is granted exactly once per customer per business group, and is recorded as a Signup Bonus ledger entry.

Birthday Bonus — Awarded once per calendar year on or near the customer's birthday. Toggle on, enter a Points amount, and choose a Window:

Day of birthday — Granted only on the birthday itself
Within a week — Granted any day in the week of the birthday
Birthday month (default) — Granted any day in the birthday month

Birthday bonuses require the customer to have a birthday on file (collected during signup or by staff).

Auto-Enrollment

Toggle	Effect
Enroll on Club Signup	(Default on) When a customer joins any of your wine clubs, they're automatically enrolled in the Rewards Program (club auto-join).
Enroll on Ecommerce Purchase	(Default on) When a customer completes an online order, they're automatically enrolled (ecommerce auto-join).

Customers can also be enrolled by staff at the POS (POS auto-enroll), through the public signup page (public signup), or manually from the staff dashboard (staff dashboard).

Communication & Card on File

Message Channel — Email or SMS. Used for transactional comms like the magic-link signup email and birthday bonus notifications. (SMS support requires an SMS provider to be configured; if it isn't, messages fall back to email.)

Card on File — Determines whether you collect a payment method at rewards signup:

Policy	Behavior
Optional (default)	Customers can add a card at signup but aren't required to.
Required	After verifying their email, customers are routed to a card-collection page before they can use the program.
Disabled	Card-on-file is hidden during signup.

Card on file enables in-tasting-room "charge to my card" payments through Toast — see Card on File Payments below.

Expiration

Points Expire After (months) — Points stamped with an expiration are automatically zeroed out after the configured number of months. Leave empty for no expiration (default).

When an expiration window is set, every new ledger entry — earn, signup bonus, birthday bonus — is stamped with an expiration date at the time of grant. The expiration is computed once at grant time and doesn't shift if you later change the program setting.

Terms & Conditions

A free-text field for your program's terms. Shown to customers on the public signup page and the member rewards detail page. HTML is allowed.

Rewards in this Program

This card lists every reward in your business group that has its Eligibility Scope set to Rewards Program (see the Rewards and Discounts guide for how to set this on a reward). Toggle any reward on or off to include or exclude it from the program.

A program reward typically has a Point Cost — e.g. "10% off all bottles, 500 pts". The point cost is configured on the reward itself, not in this card. A point cost of 0 is valid and means the reward is free for any rewards member — for example, a free birthday drink available to everyone in the program.

If no rewards appear here, you need to first create rewards with the Rewards Program eligibility scope in Dashboard → Rewards.

Click Save Changes (or Create Program if this is the first save) at the bottom of the page when you're done.

How Customers Join

There are five ways a customer becomes enrolled in your Rewards Program. Each is recorded on their profile as a join source:

Source	When It Happens
POS auto-enroll	Toast looked up the customer at the register and you opted them into rewards. Recorded automatically when staff confirms enrollment in the loyalty screen.
Public signup	Customer signed up themselves at `/business/[id]/rewards/join`.
Staff dashboard	A staff member enrolled them manually from the dashboard's customer page.
Club auto-join	Auto-enrolled when they joined any of your wine clubs (requires Enroll on Club Signup to be on).
Ecommerce auto-join	Auto-enrolled when they completed an online order (requires Enroll on Ecommerce Purchase to be on).

When Publicly Joinable is on, anyone with a link to /business/[id]/rewards/join can sign up. The page is branded with your business logo and primary color.

Signup form fields:

Field	Required
Name	Yes
Email	Yes
Phone	Optional
Birthday	Optional (required for birthday bonuses)

When the customer submits the form, they receive a magic-link email at the address provided. Clicking the link verifies their email, creates their account if needed, enrolls them in the Rewards Program, and grants the signup bonus (if enabled).

Magic-link rules:

Links expire after 30 minutes
Each link is single-use
Up to 3 requests per email per 15-minute window are allowed; over-limit requests are silently dropped

If a customer has already signed up, they can sign in at /business/[id]/rewards/login by entering their email — they receive a fresh magic link to log in.

How Customers Earn Points

Points are earned automatically when:

A check is settled at Toast with the customer identified as a rewards member. The system computes the earn base (subtotal minus exclusions and applied loyalty discounts), multiplies by Points per Dollar, and creates an Earn ledger entry.
A signup completes and a signup bonus is enabled (Signup Bonus).
The birthday cron runs during the configured birthday window for the customer (Birthday Bonus).

Earn entries are idempotent per Toast check — the same check guid will not double-credit even if the webhook fires twice.

How Customers Redeem Rewards

Rewards in the program are typically priced in points (e.g., "Free tasting for 2 — 300 pts"). When a customer with enough points visits and is identified at the POS:

The POS shows the rewards they're eligible for, with their current points balance and how many of each reward they could redeem.
Staff applies the reward to the check.
WineView records a Redemption ledger entry equal to the negative point cost, and links it to the Toast check and discount.
The customer's points balance is debited.

If the Toast check is later voided, the redemption is automatically reversed (Reversal) and the points are returned to the customer.

For rewards configured with Tier Only eligibility (the default for club rewards), this flow does not apply — those rewards still come from the customer's club tier and are not point-priced. See How Program Rewards Differ from Tier Rewards.

What Members See

A customer enrolled in your Rewards Program can view their status at /member/rewards (a list of all the rewards programs they belong to across merchants) or /member/rewards/[businessGroupId] for the per-merchant detail view.

The detail page shows:

Points Balance — Their current spendable balance (large hero card)
Lifetime Earned / Lifetime Redeemed / Visits — Headline stats
QR Code — A scannable code with their BCP id, used at the register for fast check-in
Recent Activity — A scrollable list of the last 50 ledger entries with type (Points Earned, Signup Bonus, Birthday Bonus, Redemption, Reversal, Adjustment, Expiration), date, location, and reward name where applicable

A combined member QR page at /member/qr shows all of a customer's club QR cards plus their rewards QR cards — handy when a customer is both a club member and a rewards member at the same business.

Card on File Payments

When Card on File is set to Required or Optional and the customer adds a card during signup, you can charge them at the register without them re-entering payment.

The flow at the POS:

Customer is identified (QR code or email/phone search).
Toast shows a "Charge to card on file" payment option for this customer.
Staff applies it to the check; WineView authorizes the customer's saved card via Stripe and reports the result back to Toast.
The check settles. Points accrue normally on the settled total.

Card-on-file payments are tracked in a Tender Transactions log (one row per attempt, with success/failure status). Refunds and reversals for tender charges happen automatically when the underlying Toast check is voided.

This feature requires a Toast integration with the appropriate tender-handler enabled. See Toast Integration for setup.

How Program Rewards Differ from Tier Rewards

Both Rewards Program rewards and tier-attached rewards live in the same rewards table — the difference is one field: Eligibility Scope.

Eligibility Scope	Where It Comes From	Who Gets It	How It's Redeemed
Tier Only (default)	Attached to a wine club tier in Listings → Tier → Rewards	Active members of that tier	Automatically applied at POS / online order based on cycle limits
Rewards Program	Selected in Dashboard → Rewards → Program → Rewards in this Program	Anyone enrolled in the Rewards Program	Customer spends points; staff applies at POS

A reward can only have one eligibility scope at a time. Switching the scope on an existing reward changes how that reward is earned — you cannot have a single reward act as both a tier perk and a points-priced redemption.

A reward set to Rewards Program scope also cannot use the Fulfillment application scope (the one that auto-applies to club shipments and storefront orders). Program rewards are points-priced and applied at the POS, so the system blocks the combination of Rewards Program + Fulfillment.

A wine club tier can also opt out of the Rewards Program at the per-tier level. In Listings → Tier → Loyalty, the Participates in Rewards Program toggle defaults to on. Turning it off means members of that tier still get their tier rewards, but they don't get program rewards from the same merchant — useful when a high-end tier already includes everything the program offers.

Permissions

Rewards Program management uses the same RBAC privileges as ordinary rewards:

Privilege	What It Allows
View Rewards	See the Non-Member Loyalty item in the sidebar and open the program page. (The nav item shows with either View Rewards or Edit Rewards.)
Edit Rewards	Effectively required to use the page — every field and the Save Changes / Create Program button is enabled only with Edit Rewards. Update program settings and add/remove program rewards.
Create Rewards	Checked on the server when the program is created (the first save).
Delete Rewards	Delete the program
Manage Member Rewards	Adjust an individual customer's points balance, suspend/reinstate their rewards facet, or enroll them manually from the staff dashboard

Net effect: Edit Rewards is what actually lets a user see and operate the page — the form is read-only without it. The very first save, which creates the program, additionally requires Create Rewards (the server enforces this). So initial setup needs both Edit Rewards and Create Rewards; ongoing edits need only Edit Rewards.

See Team and Permissions for how to assign these privileges to roles.

Glossary of Ledger Entry Types

Every change to a customer's points balance creates an entry in the points ledger. Types:

Type	Direction	When
Earn	+	Points accrued from a settled Toast check
Signup Bonus	+	One-time grant when a customer enrolls (if enabled)
Birthday Bonus	+	Annual grant during the birthday window (if enabled)
Redemption	−	Customer spent points on a reward
Reversal	+	A prior earn or redemption was reversed (e.g., voided check)
Adjustment	±	Manual adjustment by staff with the Manage Member Rewards permission
Expiration	−	Points reached their expiration date (when Points Expire After is set)

The ledger is append-only — entries are never edited or deleted. Reversals and adjustments are recorded as new entries with a parent reference to the entry being modified.