Manual Stamp Entry

Award stamps manually when QR scanning isn't available

When QR code scanning isn't possible, use manual stamp entry to ensure customers never miss earning their stamps. This backup method takes slightly longer but provides the same result.

When to Use Manual Entry

Common Scenarios

Customer doesn't have their phone:

Technical issues:

Customer preference:

New customers:

Manual Entry Process

Step-by-Step

  1. Ask for customer identifier

  2. Search for customer

  3. Open customer profile

  4. Select stamp card

  5. Click "Add Stamp" button

  6. Verify details

  7. Add optional information

  8. Click "Add Stamp"

Accessing Manual Entry

Method 1: From Members List

  1. Staff portal → Members

  2. Search for customer

  3. Click customer name

  4. Find stamp card in profile

  5. Click to open

  6. Click "Add Stamp"

Method 2: Direct Form

  1. Staff portal → Stamps → Add Stamp

  2. Enter customer identifier

  3. Select stamp card from dropdown

  4. Fill form and submit

Method 2 is faster if you already know the customer's identifier.

Searching for Customers

Search Methods

By email:

By phone:

By name:

By membership ID:

Handling Multiple Results

If search returns multiple customers:

Verify identity:

Select correct customer:

Form Fields

Customer Identifier

Auto-populated if you accessed via Members list.

Manual entry if using direct form:

Stamp Card Selection

Auto-selected if you accessed via customer's stamp card.

Manual selection if using direct form:

If customer has multiple stamp cards:

Current Progress Display

Shows automatically:

Use this to:

Purchase Amount (Optional)

Field: Purchase Amount Required: No Format: Currency (e.g., $5.50)

When to add:

When to skip:

Notes (Optional)

Field: Notes Required: No Max length: 500 characters

Example notes:

Keep notes:

Eligibility Verification

Automatic Checks

System verifies:

Eligibility Indicators

Green checkmark:

Red warning:

Common Ineligibility Messages

"Minimum purchase amount not met"

"Daily stamp limit reached"

"This stamp card has expired"

"Card is already complete"

After Adding Stamp

Success Confirmation

You'll see:

Tell the customer:

Customer Verification

Customer can check:

If customer doesn't see update:

Best Practices

Speed and Accuracy

Balance both:

Typical timing:

Customer Communication

Set expectations: "This will just take a moment while I look up your account."

Keep them informed: "Found you! Adding your stamp now..."

Confirm completion: "All set! You're at 8 of 10 stamps."

Accuracy Checks

Before submitting:

After submitting:

Troubleshooting

"Customer not found"

Possible causes:

Solutions:

"Stamp card not found"

Possible causes:

Solutions:

"Cannot add stamp"

Possible causes:

Solutions:

Common Scenarios

Scenario 1: Customer Forgot Phone

Customer: "I forgot my phone, but I want my stamp."

You:

  1. "No problem! What's your email address?"

  2. Search for customer

  3. Find their stamp card

  4. Add stamp manually

  5. "All set! You're at 5 of 10 stamps now."

Scenario 2: QR Code Won't Scan

Customer: Shows QR code, but it won't scan

You:

  1. Try troubleshooting (lighting, angle, etc.)

  2. If still failing: "Let me add it manually instead."

  3. "What's your email address?"

  4. Look up customer

  5. Add stamp

  6. "Got it! You now have 9 of 10 stamps. One more to go!"

Scenario 3: New Customer

Customer: "I don't have the app yet."

You:

  1. "That's okay! What's your email address?"

  2. Search for customer

  3. If found: Add stamp to their account

  4. If not found: "Let me check with my manager about creating an account for you."

  5. Manager creates account

  6. Add first stamp

  7. "You're all set! You can download the app later to track your progress."

Training Tips

Practice Manual Entry

Before working independently:

During training:

Build Speed

Start slow:

Gradually improve: