Membership Benefit Setup
Chapter 3: Membership Setup — 3.3 Membership Benefit Setup
Use Membership Benefit Setup to give your loyalty members automatic discounts. For example, Gold members might get 10% off all purchases. Set the discount here, link it to a membership tier, and it applies automatically at the POS — no manual action needed.
When to use this: When you want to set up automatic discounts for specific membership tiers.
Prerequisites
- Membership Groups must exist
- Products or Categories configured for benefit rules
Membership Benefit List
📝 General Description
The screenshot above shows a live benefit configuration: "discount 15 %" with Auto Apply checked and Limit Type = totaltransactionamount, Priority 1. This benefit automatically applies a 15% discount to the entire transaction total when a qualifying member is scanned.
Membership Benefits are automatic discount rules attached to membership groups. They are distinct from:
- Promotions — which apply to all customers based on products/timing
- Manual Discounts — which cashiers apply by selecting from a discount menu
Benefits apply automatically once a member's identity is confirmed at the POS terminal, based on their assigned group.
⚙️ UI Elements
| Element | Type | Function |
|---|---|---|
| + Add New | Green Button | Create a new benefit rule |
| Search Bar | Text Input | Filter by benefit name |
3.3.1 Data Grid Columns
| Column | Description |
|---|---|
| Name | Benefit rule name (clickable → opens edit form) |
| Discount | Discount percentage applied when benefit activates |
| Auto Apply | Whether discount applies automatically when member is identified |
| Limit Type | Scope of the discount (transaction total, per item, per category) |
| Priority | Execution priority — higher number takes precedence when multiple benefits apply |
| Deleted | Hidden/deleted status |
3.3.2 Add / Edit Benefit
Form Fields
| Field | Type | Required | Description |
|---|---|---|---|
| Name | Text | ✅ Yes | Display name for the benefit (e.g., "Gold Member 10% Off") |
| Discount (%) | Number | ✅ Yes | Discount percentage applied to qualifying purchases |
| Priority | Number | No | Higher priority benefits take precedence over lower ones when conflict occurs |
Toggle Settings
| Toggle | When ON | When OFF |
|---|---|---|
| Auto Apply | Discount is automatically applied the moment a member is scanned/selected at POS | Cashier must manually trigger this benefit (useful for discretionary benefits) |
Limit Type
Defines the scope of the discount — what it applies to:
| Option | Description | Best For |
|---|---|---|
| Total Transaction Amount | Discount applies to the entire transaction total | General member discount (e.g., 10% off everything) |
| Per Item | Discount applies to each individual item individually | Item-specific benefits |
| Per Category | Discount applies per product category | Category-specific perks (e.g., 15% off shoes for Gold members) |
3.3.3 How Benefits Interact with Promotions
When both a Promotion and a Membership Benefit apply to the same order, EQuip uses the Priority field to determine which takes precedence:
| Scenario | Outcome |
|---|---|
| Promotion priority > Benefit priority | Promotion discount wins |
| Benefit priority > Promotion priority | Membership benefit discount wins |
| Same priority | System may combine or use the first found (depends on configuration) |
[!WARNING] If you have both active Promotions and Membership Benefits running simultaneously, always set explicit priority numbers to avoid unexpected double-discounting or conflicts. Review the interaction carefully before going live.
3.3.4 POS Sync Behavior
Membership Benefit rules are synced to POS terminals as part of the standard data sync.
| Change | POS Effect After Sync |
|---|---|
| New benefit added | Applies to all members in the assigned group after sync |
| Discount % changed | New rate takes effect at next member scan after sync |
| Auto Apply toggled OFF | Benefit becomes manual-only — cashier must select it |
| Benefit deleted | Stops applying immediately after sync |
How to Edit a benefit rule
- In the Membership Benefit Setup page, find the benefit rule you want to change.
- Click the blue benefit name link. The edit form opens — it looks the same as the "Add New" form, but all fields are already filled in with the current values.
- Change the fields you need to update.
- Click Save to apply your changes.
Expected Result: The benefit settings are saved and apply to qualifying members.
[!TIP] To make changes, just click the name of any benefit rule in the list — the same form opens with everything already filled in. Change what you need and click Save.
💡 Example
Scenario: A store wants Gold members to automatically receive 10% off every purchase, while Platinum members get 15% off.
Setup:
| Benefit | Discount | Auto Apply | Limit Type | Priority |
|---|---|---|---|---|
| Gold Member 10% Off | 10% | ON | Total Transaction | 10 |
| Platinum Member 15% Off | 15% | ON | Total Transaction | 20 |
Assign benefits to groups:
- Gold Group → Gold Member 10% Off
- Platinum Group → Platinum Member 15% Off
Result: When a Gold member scans their card at POS, 10% is immediately applied to the total. A Platinum member gets 15%. No cashier intervention needed.
[!NOTE] Membership Benefits with Auto Apply = ON and high Priority provide the most seamless customer experience. Members see the discount applied before they even confirm payment — building trust and loyalty.
[!TIP] Use Per Category limit type for lifestyle retail (e.g., clothing stores) where you want members to receive discounts only on selected product categories, not on gift cards, delivery fees, or consignment items.
Access & Permissions
| Role | View | Create | Edit | Delete |
|---|---|---|---|---|
| Admin | Yes | Yes | Yes | Yes |
| Supervisor | Yes | Yes | Yes | No |
| Cashier | No backend access | — | — | — |
[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.
Business Rules
- Records that are linked to active transactions or other modules cannot be permanently deleted
- Changes made here will take effect on POS terminals after the next sync
- Deleted records can be restored from the list using the Show Deleted filter
- All changes are logged with the user who made them and the timestamp
How to Delete a Membership Benefit
- Navigate to Membership Benefit Setup from the sidebar menu.
2. Click the name or code link (blue text) of the record you want to delete.
3. In the edit form, scroll down to the bottom.
4. Click the Delete button (red button).
5. A confirmation dialog appears — click Yes to confirm deletion.
Expected Result: The record is soft-deleted — it is hidden from the active list and POS terminals but can be restored later using the "Show Deleted" filter.
[!WARNING] Records linked to active transactions or other modules cannot be deleted. The system will display an error if deletion is not allowed.
How to Add a New Membership Benefit
- Navigate to Membership Benefit Setup from the sidebar menu.
-
Click the + Add New button (green button).
-
Fill in the required fields in the form.
-
Fill in any optional fields as needed.
-
Click Save to create the new membership benefit.
✅ Expected Result: The new membership benefit appears in the list and is available for use across the system.
FAQ
Q: Why is the member not receiving points? A: Check that the member's group has benefit rules configured in Membership Benefit. Also verify the transaction qualifies (minimum spend, eligible products).
Q: Can I merge duplicate member records? A: This must be done by your system administrator. Contact support with both member IDs for assistance.
Q: How do I transfer a member to a different group? A: Edit the member record and change the Membership Group field. The change takes effect immediately.
Troubleshooting
| Issue | Possible Cause | Solution |
|---|---|---|
| Cannot save the record | Required fields are empty or invalid | Check all fields marked with * and fill in valid data |
| Record not appearing in POS | POS terminal has not synced yet | Wait for the next sync cycle or manually trigger sync from Terminal Status |
| Cannot delete the record | Record is being used by other modules | Check if the record is linked to active transactions, products, or other settings |
| Changes not taking effect | Browser cache showing old data | Refresh the page (Ctrl+F5) or clear browser cache |
| "Duplicate" error on save | A record with the same name/code already exists | Search the list (including deleted records) for duplicates |
| Page not loading | Session expired or network issue | Log out and log back in. Check your internet connection |
Related Menus
- Product Setup > Promotion Setup — member-only promotions
- Sales Setup > Discount Setup — member discount types
- Sales Setup > Voucher Setup — voucher redemption for members
- Setting > Membership Compulsory — require membership at checkout
Open Questions / Confirmation Needed
[!NOTE] The following items may vary depending on your system version and configuration:
- Exact permission settings depend on your Privileges Setup configuration
- Sync timing to POS terminals depends on network conditions and sync schedule
- Some features may require additional licensing or module activation
- Field behavior may differ between EQuip versions
If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.
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