What it is and what it's for#
The store is where points turn into something real. It is the piece that gives meaning to everything else: without a catalogue people want, points are just a number.
It is organised on two levels:
- Store groups — different catalogues for different audiences. They let store staff and office staff see different rewards.
- Items — each reward, with its price in points, its limits and its stock.
The store has a general switch, Rewards shop, in the Modules block of Company settings. If it is off, the store is not shown even if there are items.
How to set it up#
1. Store groups#
A store group decides who sees part of the catalogue: it covers some Organisations and some Sites (tick none and it covers them all). The two lists are combined: the person has to match both. They are created with Add group, and switching Group active off is the way to retire one: there is no delete button on that screen. The list tells you how many items each group has and how many items have no group at all.
If you do not need different catalogues, you do not need groups: an item with no group ticked is seen by the whole project.
The fields and steps are in Store Groups.
2. Items#
Each item is created with Add item and has a name and description in Spanish and English, the Delivery instructions (what the person has to do to get it: they are shown on redeeming, in their orders and in the order notifications), a picture, a Category and a Price in points. It is shown in the Store groups you tick (with none, the whole project sees it) and, if you like, it can require Required actions: it can only be redeemed, paying its price, once the person has all those actions approved, and anyone who does not have one of them assigned does not see the item.
There are two limits: Total units (the item's overall cap) and Cap per person (how many times the same person can redeem it; 0 = no cap). What is actually in stock is kept separately, with the Stock button. The order in the store is set with Order in the store (the lower, the higher up), and to withdraw an item without deleting anything, untick Visible in the store.
To set the price, the form has a calculator, How many points should it cost?: you type what the reward costs in euros (Costs (€)) and it suggests a price in points, worked out from the project's real activity. It only suggests; what is saved is the Price in points.
The fields and steps are in Store Items.
A balanced catalogue has three tiers: cheap rewards almost everyone can reach in the first week, mid-range rewards that take a month of participation, and one or two aspirational rewards almost nobody will get. If everything costs about the same, the store stops motivating.
3. Gifts for completing an action#
An item can also be given away: in an action's assignment step, Regalo directo al completar (direct gift on completion) ticks the items the person receives when the action is approved, as an order at 0 points. The gift ignores stock (if there are no units left, it goes negative). Do not mix the two up: Required actions, on the item, unlocks the purchase; the direct gift, on the action, gives it away. See Journeys and actions.
4. Order flow#
- 1
The person redeems
Their balance is deducted on the spot and the purchase appears in Purchases as To process. The box icon in the top bar reminds you with its counter.
- 2
Your organisation prepares it
Filter by Status (and, if you like, by Item or Location) to see what is waiting. The screen tells you how many are to process and how many days the oldest one has been waiting.
- 3
You change its status
With Ready for pickup or Mark as dispatched on the row, or with Edit to pick any Dispatch status. You can tick several purchases and change them in one go.
Every status change notifies the person, by email and in the app, unless you untick Notify the person of the status change. Ready for pickup and Dispatched send them the item's delivery instructions, and Cancelled refunds their points. The physical delivery is done by your organisation: WinChange records the order, it does not send anything.
What the employee sees#
- In Redemption store, the Points store with two tabs: Redeem (the catalogue that applies to them) and Purchases (their orders, with the status of each).
- On each item, its price and the units available. If they cannot redeem it, the button says why, for example that they do not have enough points.
- Items with Required actions are only shown if they have those actions assigned.
- Their balance, on the Points card on Home, with Redeem and History.
FAQs#
What happens if I cancel an order?
If you set it to Cancelled, the person gets their points back and is notified. If you tick Cancellation requested, the unit goes back into the item's stock as soon as you save.
Can I change an item's price?
Yes. Redemptions already made are not recalculated. Lowering a price shortly after someone has paid the high price causes complaints: if you are going to adjust prices, do it in an announced review of the catalogue.
How do I make a reward exclusive to one store or region?
With a store group limited to those organisations or sites, ticked on the item under Store groups. Or, if the reward is tied to having done something, with Required actions: only people who have those actions assigned see it.
Can I have a reward with limited units?
Yes, with Total units and the Stock store. Combine it with Cap per person set to 1 so the same person does not take them all.
What happens to the balance when a project ends?
It stays as it is: the balance belongs to the person, not to the project, and they can keep spending it in another project's store within the company. If the whole programme is going to close, announce a redemption deadline well in advance: being left with unspent points is the worst way to end a programme.
Limits and warnings#
- The balance is deducted on redeeming, not on delivery. If an order sits unprocessed for months, the person has already paid.
- A deactivated store group hides its items. Purchases already made stay in Purchases.
- Nobody is assigned the order queue. The counter in the top bar reminds you of it, but decide who checks it regularly.
- Running out of stock does not notify anyone. It is worth reviewing the catalogue from time to time: a store where everything is sold out demotivates more than having no store at all.
- Changing an order's status notifies the person. If you are only tidying up the list, untick Notify the person of the status change.