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Royalty Rewards How To

Overview

The "Royalty Rewards Integration" is an application developed by The Back Office at the request of Royalty Rewards to provide an integration from popular shop management systems to Royalty Rewards.  This integration allows for shops to enter the customer and repair information only once (in the shop management system) and it will update Royalty Rewards with all new and changing customer information as well as Repair Order info (to update the calculation of loyalty points).  This application is sold to customers by Royalty Rewards.  The Back Office installs and supports the integration on behalf of Royalty Rewards.

How to Use

There are primarily two times you will use the Royalty Rewards program: 

 

  1. When you are adding a new Royalty Rewards member to your system (or associating a customer with their Royalty Rewards membership number for the first time), and
  2. When a customer brings in a coupon or postcard that they received from Royalty Rewards and want to apply to a repair order.

 

To add or associate a new Royalty Rewards membership with an existing customer:

 

 

Please click to view the video or follow the instructions below.

 

1. Open the Royalty Rewards program by double clicking on the following icon on your desktop.

 

RR icon2.PNG

 

2. The following screen will appear. 
 

RR main screen.PNG

 

3. Key in the Membership # by scanning the customer's card or by typing the number in the Membership # field.

 

4. Hit Enter. The following screen will appear.

 

customer search.PNG

 

5. Begin typing the customer's last name in to the Customer Name field and then click Search. For this example, "Smith" was entered. The following window will appear.

 

Note: The customer must exist in your shop management software. If the customer has not been setup in your shop management software, Cancel this search, set the customer up in the shop management software and return to the Royalty Rewards program to associate the membership.

 

customer search2.PNG

 

6. Double click on the correct customer that you wish to associate with the Membership ID # you entered. For this example, we will use Brad Smith. The following window will appear.

 

customer searchh3.PNG

 

7. Type in the Birthday and Anniversary dates if known. Click Save.

 

You have successfully associated the Membership # with your customer! 

 

This process must be done for each customer that is a Royalty Rewards participant, but only has to be done once for each customer. The association may be done as the customer comes in to receive service or you may go to the Royalty Rewards website and associate all customers in one sitting by copying and pasting membership numbers one at a time from the website to the Royalty Rewards program on your PC and associating it with the correct customer by following the steps above.

 

To Process a Promo Code for a Royalty Rewards Customer

 

 

Please click to view the video or follow the instructions below.

 

Please note: You must have associated the Membership # with a customer FIRST, prior to processing a promo code. You cannot process a Promo Code without first going through the association process separately.

 

1. Open the Royalty Rewards program by double clicking on the following icon on your desktop.

 

RR icon.PNG

 

2. Key in or scan the Membership # and Promo Code (both are included on the post card the Customer receives).

 

RR main screen.PNG

 

3. Hit enter. The following screen will appear.

 

RO serach.PNG

 

You can see that the Membership # automatically pulls up the customer "Smith, Brad." Because Brad does not have an open Repair Order in the shop management software, no Repair Orders are displayed. However, if the box "Show Closed Repair Orders" in the upper left corner is selected, we will be able to see all Repair Orders that have been entered and closed for Brad Smith, as shown below.

 

Note: If the customer wants to use the Promo Code on a new job, the Repair Order must have been started in the shop management software. It does not have to have any parts or labor on it, it just needs to have been started.

 

RO search2.PNG

 

4. We will assume that Brad wants to apply his Promo Code to the last RO he had on 01/28/14, #0053350. To select a Repair Order, double click on it. The following screen will appear.

 

RO selected.PNG

 

5. If the Birthday or Anniversary date need to be changed, you may make a change it or add it to this screen. Click Save.

 

Note: If the customer decides as you are selecting this repair order for the Promo Code that he would rather apply it to a different repair order or you realize you chose the wrong repair order, simply click 'Undo' and start over.

 

You have successfully selected a Repair Order and associated it with the Promo Code the customer brought in!

 

Maintenance

 

Within the Royalty Rewards program on your PC, you may go to Help and select Maintenance, as shown below, to maintain your customer's information if needed.

 

 

maintenance.PNG  

 

The following screen will appear.

 

maintenance1.PNG

 

As you can see, the following fields are displayed:

  • Membership # - This is the Royalty Rewards Membership #.
  • ID - This is the shop management software customer number assigned to your customer.
  • Customer - The customer's name.
  • Begin Date - This defaults to the date that the customer was associated with the Membership #. It may be changed.
  • Birthday - The customer's birth date. It may be changed.
  • Anniversary - The customer's anniversary date. It may be changed.

 

To modify the Begin Date, Birthday or Anniversary, double click on the customer. The following window will appear.

 

cust maint.PNG

 

Note: The Begin Date defaults to the date that the customer is associated with the Membership # within the Royalty Rewards program on your PC. If you would like the begin date to be a prior date, simply change it here. This program will automatically send any transactions that customer has had from the Begin Date forward.

 

There are 3 tabs in the bottom section of this window: Additional Membership #, Additional Customers, and Membership Activity.

 

Additional Membership # is used when the customer has multiple Membership numbers with Royalty Rewards but wants to associate them with just the one customer in your shop management software.

 

For example, if a customer has one account, Brad Smith, in the shop management system, but his children have separate Royalty Rewards cards and all repair work is for their vehicles is done under the account Brad Smith.

 

Simply type in the Membership # and click Add.

 

cust maint 2.PNG

 

Additional Customers is used when a customer has one Royalty Rewards membership, but has several accounts in the shop management software. For example, Brad Smith may also have a business account and an account for each of his children. He would like to earn points for the repair orders for both his business and his family.

 

cust maint 3.PNG

 

To add an Additional Customer to an existing Member:

1. Click Add.

2. The Customer Search window will appear. Type the name of the customer you wish to add and click Search. For this example, we will use Smith, Bruce. The following window will appear.

 

cust maint 4.PNG

 

3. Double click on the Customer that is to be added. The customer will be added to that Membership Number as shown below.

 

cust maint 5.PNG

 

Membership Activity displays the Repair Orders, Dates, Totals, and Promos (if used), as well as Sent and the Sent Date.

 

I need help!

 

Remember, if you have any questions, we are only a phone call away!

 

Phone:  866-964-9699

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