🎁 Loyalty, Referral & Rewards Module

🧠 What is the Loyalty Module?

Fotostudio's Loyalty module allows you to automatically reward your loyal customers — those who return, recommend your services, or spend more.

The goal: strengthen customer relationships and encourage loyalty without adding to your workload.

You decide the rules, Fotostudio takes care of the rest 💪

The benefits:

• 📈 Increase your customer retention rate
• 🎯 Encourage recommendations and word-of-mouth
• 💰 Increase average basket size and repeat purchases
• ⏱️ Complete automation: zero additional workload
• 📊 Visualize your most loyal customers at a glance

💎 General Operation

Each customer accumulates loyalty points according to your parameters.

These points can then automatically trigger rewards (e.g.: promo code, gift voucher, personalized reward...).

How does it work?

1. Your customers earn points in 3 different ways:

• 💶 Payments: each euro spent = X points (configurable)
• 📸 Validated sessions: X points per session type (configurable by type)
• 👥 Referrals: the referrer earns points when their referral books

2. Points accumulate in their account (they are not spent)

3. Rewards unlock automatically when a milestone is reached

4. You (or the system) send the reward to the customer with a personalized message

Concrete examples:

• 1 € spent = 1 point
• A portrait session = 50 points
• A family session = 75 points
• A referral who books = 30 points for the referrer + 10 welcome points for the referral
• At 100 points → 10 € promo code generated automatically
• At 500 points → 50 € gift voucher
• At 1000 points → Free session or personalized reward

⚙️ Module Configuration

Go to Modules > Contacts > Loyalty to activate and customize the module.

1. Automatic System Activation

Check "Activate automatic loyalty system" to allow automatic point attribution.

Once activated, you can configure:

📊 Points per euro spent

• Enable "Points for payments"
• Define the ratio: 1 point per euro (or 0.5, 2, depending on your choice)
• Points are automatically attributed when an invoice is fully paid
• Works for all payment types (deposits, balances, etc.)

📸 Points per validated session

• Enable "Points for validated sessions"
• Configure the number of points per session type:
• Example: Portrait = 50 pts, Family = 75 pts, Wedding = 200 pts
• You can enable/disable points for each type individually
• Points are attributed when you mark a session as "validated" in the project

💡 Tip: Both systems (euros + sessions) are cumulative! A customer who pays 200€ for a portrait session can earn 200 points (payment) + 50 points (session) = 250 points at once.

2. Referral Program

The referral system is automatic and works as follows:

Unique referral code

Each customer automatically has a unique referral code generated from their name (e.g.: MARIE-DUPONT, JEAN-MARTIN-2 if duplicate).

How does it work?

• The referrer shares their code with a friend
• The referral uses this code during their online booking (field "Referral code")
• When the referral books or validates their first session:
• The referrer earns the points you defined (e.g.: 30 points)
• The referral can also receive a welcome bonus (optional, e.g.: 10 points)

Personalized referral link

Each customer also has a direct referral link they can share:

fotostudio.io/XXX?ref=REFERRAL-CODE

Configuration

In Modules > Referral, define:

• Points for the referrer: how many points the recommender earns (e.g.: 30)
• Points for the referral: optional welcome bonus (e.g.: 10)
• Enable/disable the referral system

3. Automatic Rewards

Create reward tiers that unlock automatically based on accumulated points.

Available reward types:

1. 💳 Promo code: a discount in euros (e.g.: 10€, 20€, 50€)
2. 🎁 Gift voucher: a purchase voucher (e.g.: 50€, 100€)
3. ✨ Personalized reward: whatever you want (free session, gift product, etc.)

Reward configuration:

• Name: e.g.: "Bronze Loyalty Gift"
• Type: Promo code / Gift voucher / Personalized
• Value: amount in euros (for codes and vouchers)
• Point threshold: e.g.: 100, 500, 1000 points
• Description: personalized message for the customer
• Automatic email: enable automatic email sending to the customer when they unlock the reward

Tier examples:

🎯 Tip: Rewards are unlocked automatically as soon as a customer reaches the tier. You can also manually assign a reward to a customer from their profile.

4. Loyalty Box on Contact Profile

On each contact profile, you will now see a complete Loyalty box with:

Display

• 💰 Customer's total point balance
• 📜 Complete history of gains and expenses:
• Date and description
• Points gained (+) or lost (-)
• Source (payment, session, referral, manual, etc.)
• Related object (invoice, project, etc.)
• 🎁 List of rewards already obtained

Available manual actions

• ➕ Add points: you can manually credit points (e.g.: goodwill gesture, contest)
• ➖ Remove points: cancel points by mistake
• 👥 Add a referral: manually record a referral
• 🎁 Assign a reward: manually unlock a reward before the threshold

5. Advanced Management Tools

Automatic point recalculation

If you activate the module on an existing account, Fotostudio can automatically recalculate customer points on historical data:

• Configurable period: 3 months, 6 months, 12 months, or since forever
• Background processing (you receive a confirmation email)
• Only automatic points (payments + sessions) are recalculated

Reset automatic points

Option to delete all automatic points (payments + sessions) while keeping manual points.

Loyalty ranking

Access Contacts > Loyalty to see:

• 📊 General statistics: active members, points distributed, referrals, rewards
• 🏆 Top 3 most loyal customers
• 📋 Complete ranking with filters:
• Minimum points
• With/without referrals
• With/without rewards
• Search by name
• 🎁 Most popular rewards

💡 Usage: Identify your best ambassadors to offer them special attention!

🪄 Managing Configuration Changes

The module is designed to evolve with your business. You can modify your rules at any time:

What happens when you modify parameters:

✅ Already attributed points remain acquired and unchanged

✅ Already claimed rewards remain valid

✅ New rules only apply to future actions

✅ No retroactive recalculation of past rewards

Practical examples:

Example 1: Change in euros/points ratio

• Before: 1€ = 1 point
• After: 1€ = 2 points
• ➡️ Customers keep their current points, but next payments will earn 2x more

Example 2: Modification of a reward threshold

• Before: Reward at 100 points
• After: Reward at 150 points
• ➡️ Customers who already claimed the reward at 100 points keep it
• ➡️ New customers will need to reach 150 points

Example 3: Adding a new reward

• You create a reward at 750 points
• ➡️ All customers with ≥750 points can immediately claim it

💡 Advice: Communicate positive changes to your customers (increased points, new rewards) to strengthen their engagement!

🧾 Complete Usage Scenarios

Scenario 1: Classic loyal customer

1. Marie books a portrait session (75€) via your website
2. She pays the 75€ → +75 points (payment)
3. You complete the session and mark it as validated → +50 points (portrait session)
4. Marie now has 125 points
5. Your reward at 100 points triggers automatically
6. Marie receives an email: "🎉 Congratulations! You've unlocked a 10€ promo code"
7. She can use it on her next order

Scenario 2: Successful referral

1. Paul is already a customer (350 points)
2. He shares his code PAUL-MARTIN with his sister Sophie
3. Sophie books a family session via the online form and enters the code PAUL-MARTIN
4. You validate Sophie's session:

• Paul earns +30 points (referral) → he reaches 380 points
• Sophie earns +10 points (welcome bonus) + +75 points (payment) + +75 points (family session)

5. Sophie starts with 160 points and has already unlocked her first reward!

Scenario 3: Manual goodwill gesture

1. Julie had a technical problem during her order
2. As compensation, you manually add +50 points with the description "Goodwill gesture following incident"
3. These points add to her balance and can help unlock her next reward
4. Julie feels valued and becomes even more loyal!

Scenario 4: Long-term VIP customer

1. Thomas has been a customer for 2 years
2. He has done 8 sessions and spent 2,400€ in total
3. You activate the module and launch the recalculation on 12 months
4. Fotostudio automatically calculates:

• 2,400 points (payments)
• 400 points (8 sessions × 50 points)
• = 2,800 points in total

5. Thomas has automatically unlocked all your rewards up to 1000 points
6. You contact him personally to thank him and offer special attention

💬 Frequently Asked Questions (FAQ)

🔧 Configuration and activation

Q: How do I activate the module for the first time?

A: Go to Modules > Contacts > Loyalty, check "Activate automatic system", then configure your settings (points/euros ratio, points per session, rewards).

Q: Do existing customers automatically earn points when the module is activated?

A: Yes! You can launch an automatic recalculation over a given period (3, 6, 12 months, or since forever). The system will calculate points on payments and validated sessions from that period.

Q: Do I need to activate both points per euro AND points per session?

A: No, it's completely optional. You can activate:

• Only points per euro
• Only points per session
• Both at the same time (cumulative)
• Neither and manage everything manually

💰 Points and rewards

Q: Do customers "spend" their points when they get a reward?

A: No! Points accumulate for life. Each tier unlocks a reward without deducting points from the balance. A customer with 500 points keeps their 500 points even after claiming the reward at 100 points.

Q: Can I modify a customer's points afterwards?

A: Yes, completely. From the customer profile, you can:

• Add points manually (goodwill gesture, contest, etc.)
• Remove points (error correction)
• View detailed history of all transactions

Q: Can a customer claim the same reward multiple times?

A: It depends on your configuration. By default, a reward can only be claimed once per customer. But you can create multiple tiers with the same reward (e.g.: 100, 200, 300 points = 10€ each time).

Q: What happens if I change my rules later?

A: Already claimed rewards remain valid. Already attributed points don't change. Only new actions will follow the new rules.

👥 Referrals

Q: How does a customer know their referral code?

A: The code is visible on their customer area or you can communicate it directly. You also see it in their contact profile. You can also create an automatic email to inform them.

Q: What happens if two customers have the same name?

A: The system automatically generates a unique code by adding a numeric suffix (e.g.: MARIE-DUPONT then MARIE-DUPONT-2).

Q: Does the referrer earn points on each purchase of their referral?

A: No, only during the first booking of the referral. It's a unique referral bonus per referral.

Q: Can I manually add a referral if the customer forgot to enter the code?

A: Yes! From the referrer's profile, you have an "Add a referral" button to manually record the referral.

📧 Communication and notifications

Q: Are customers automatically notified when they earn points?

A: Not for each point gain (that would be too many notifications). However, you can enable automatic email when a reward is unlocked.

Q: Can I customize reward emails?

A: Yes, when creating a reward, you can write a personalized description that will be included in the email.

Q: How do I inform my customers about the loyalty program's existence?

A: You can:

• Send an announcement email via your emailing system
• Add a banner on your website
• Talk about it during appointments
• Create a post on your social networks

🛠️ Technical and management

Q: Does the point recalculation take a long time?

A: The calculation is done in background (asynchronous task). You receive a confirmation email once completed. It can take from a few seconds to a few minutes depending on data volume.

Q: Can I export the list of my customers with their points?

A: From the Loyalty Ranking page, you have a complete view. CSV export is planned in an upcoming version.

Q: What happens if I disable the module?

A: Existing points and rewards are kept, but no new points will be attributed automatically. You can still manage manually.

Q: Is the module compatible with all my session types?

A: Yes! You configure points per session type (Portrait, Family, Wedding, etc.). You can enable/disable and customize points for each type individually.

❤️ Summary: Everything You Can Do

🎯 Tips to Maximize the Module's Impact

🚀 At launch

1. Start simple: first enable only points per payment (1€ = 1 point)
2. Create 2-3 tiers: 100 pts (10€), 500 pts (50€), 1000 pts (100€)
3. Launch the recalculation on 6-12 months to reward your existing loyal customers
4. Communicate: send an email to all your customers to announce the program

💎 After a few weeks

1. Add points per session to further value loyalty
2. Activate referrals and communicate codes to your best customers
3. Analyze the ranking to identify your ambassadors
4. Personalize: add a VIP reward for large tiers (2000+ points)

🎪 To go further

1. Special events: double points for 1 month (temporary adjustment)
2. Challenges: "Refer 3 friends = 100 additional bonus points" (manual attribution)
3. Exclusive rewards: VIP session, making-of, special meeting
4. Segmentation: personally contact customers close to a tier ("Only 20 points to unlock 50€!")

📊 Success Indicators to Monitor

Go to Modules > Loyalty Ranking to track:

• 📈 Number of active members: how many customers have at least 1 point
• 💰 Total points distributed: overall engagement volume
• 👥 Number of referrals: word-of-mouth effectiveness
• 🎁 Rewards claimed: conversion rate and satisfaction
• 🏆 Top customers: identify your VIPs for privileged relationship

💡 Key objective: At least 30% of your active customers should have points in the first 3 months!

🎨 Communication Ideas

Program announcement email

Subject: 🎁 New: earn points with every session!

Hello [FirstName],

Great news! I'm launching my loyalty program today to thank you for your trust.

🎯 How does it work?
✅ 1€ spent = 1 point
✅ Each validated session = 50 bonus points
✅ Refer a friend = 30 points

🎁 Your rewards:
• 100 points = 10€ offered
• 500 points = 50€ offered  
• 1000 points = 100€ offered

💚 And the good news: I've calculated your points on past purchases, you start with [X] points!

See you very soon,
[Your signature]

Facebook/Instagram post

🎉 NEW: Loyalty Program 🎉

Because YOU are at the heart of my business, I'm launching my loyalty program!

💎 Earn points with every session
🎁 Unlock exclusive rewards
👥 Refer your friends and earn even more

All details by email 💌

#loyalty #photographer #thankyou #reward

🎬 Summary

Fotostudio's Loyalty, Referral & Rewards module is:

✨ A simple and automatic way to thank your loyal customers

💪 A powerful tool to encourage recommendations

📈 A growth lever to increase average basket and retention

❤️ A human approach to transform your customers into true fans

🎯 The best time to start? NOW! Your loyal customers are waiting to be rewarded 💕

Need help configuring your program? Check the settings in Modules > Contacts > Loyalty or contact Fotostudio support.

Updated on: 20/10/2025