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 actually want, points are just a number.
It is organised on two levels:
- Store groups — different catalogues for different audiences. They let the shop-floor team and the office team see different rewards.
- Items — each reward, with its price in points and its stock.
The store has a master switch on the company record. If it is off, the store is not shown even if there are items.
How to set it up#
1. Store groups#
| Field | What it does |
|---|---|
| Name and description | Identify the catalogue. |
| Owner | Who manages this group's redemptions and prepares the deliveries. |
| Locations and organisational units | Who sees this catalogue. If left empty, the whole project sees it. |
| Active | A deactivated group withdraws its items from the store. |
If you don't need separate catalogues, create a single group with no segmentation.
2. Items#
| Field | What it does |
|---|---|
| Name and description | What the person sees. In every active language. |
| Price in points | What it costs to redeem it. |
| Image | Very important: people browse the store by looking. |
| Store group | Which catalogue it appears in. |
| Order | Its position in the catalogue. |
| Units available | Total stock. Once it runs out, the item can no longer be redeemed. |
| Maximum per person | Stops one person hoarding a limited reward. |
| Required challenges | Optional: the item only unlocks once certain challenges are completed. |
| Active | Withdraws the item without deleting it. |
A balanced catalogue has three tiers: cheap rewards that almost everyone reaches in the first week, mid-range rewards that take a month of participation, and one or two aspirational rewards that almost nobody will get. If everything costs roughly the same, the store stops motivating.
3. The redemption circuit#
- 1
The person redeems
Their balance is deducted immediately and the redemption is marked in progress.
- 2
The owner prepares it
They see the queue of pending redemptions for their store group.
- 3
It is marked as delivered
The redemption is closed and the person sees it reflected in their history.
Physical delivery is done by your organisation: WinChange records the redemption, it doesn't ship anything.
What the employee sees#
- The catalogue that applies to them, with their balance always visible.
- Items they cannot afford still appear, but show how many points they are short.
- Items locked behind required challenges show what they have to complete.
- Their redemption history, with the status of each one.
- They can request the cancellation of a redemption that has not been delivered yet.
Frequently asked questions#
What happens if I cancel a redemption?
The points go back to the person's balance and the item goes back into stock.
Can I change the price of an item?
Yes. Redemptions already made are not recalculated. Lowering a price shortly after someone paid the higher one causes complaints: if you are going to adjust prices, do it as part of an announced catalogue review.
How do I make a reward exclusive to one store or area?
Create a store group segmented to that location or organisational unit and put the item in it.
Can I have a reward with limited units?
Yes, with units available. Combine it with maximum per person set to 1 so that the same person doesn't take them all.
What happens to the balance when a project ends?
It stays as it is. If the project is going to close, announce a redemption deadline in advance: being left with unspent points is the worst way to end a programme.
Limits and warnings#
- The balance is deducted on redemption, not on delivery. If a redemption sits in progress for months, the person has already paid.
- A deactivated store group hides its items, including redemptions still pending delivery, which remain in the owner's queue.
- With no owner assigned, redemptions pile up and nobody sees them. This is the most common mistake when setting up the store.
- Running out of stock doesn't notify anyone. It is worth reviewing the catalogue every so often: a store where everything is sold out is more demotivating than having no store at all.
- The price in points has no automatic relationship with the real cost of the reward. That conversion is yours to decide.