Summary

The Hierarchy Management Report contains the details and data related to groups established in the loyalty program. Using this report you can identify group members, view the points available to each group, review group activity, and much more. The report dashboard also provides a method for administrators to create new groups and update existing groups.

This document will review how to access, navigate, and export the Hierarchy Management Report. We will also review how to create new groups via the report dashboard.

Navigating the Report

Navigation: Reports > Hierarchy Management Report

Click Go within the Hierarchy Management Report tile to navigate to the report page, as depicted in the image below.

On the report dashboard, you have the following options:

Search

• The report data can be found and filtered based on a number of options, enabling the program administrator to look for a particular record and the associated information.
• You have the following options to filter the data returned by the report:
  • Date Range: Using the start and end date range, records are filtered for a particular period. Groups that were created within the date range provided will be returned in the report.
  • Group ID: Enter the group ID associated with the group to filter the report.
  • Member ID: Enter a member ID to identify the group a particular member belongs to.
  • Member Name: Enter a member’s name to find the group a particular member belongs to.
  • Member Email: Enter a member’s email address to find the group a particular member belongs to.
  • Group Status: Select a status (Active, Inactive, Deleted) from the drop-down menu to filter the report based on group status.

Create Group

To create a group, click Create Group, A pop-up will be displayed as shown in the image below. Provide the required information.

Create New Group

To create a group, you need to provide the following information:

• Group Name: Enter the name of the hierarchy management group
• Group Creator: Enter the member ID of the member who will be the group owner of the hierarchy management group, then click Search to add them as the group creator.
• Group Members: This field allows you to add additional members to the group. Enter the member IDs for the members you would like to add, make sure to separate the IDs with a comma if you want to add more than one ID.
• Role: Select the role from the drop-down list to assign for the additional group members, either as an Owner or a Member.

Configuration

• Enable Auto Transfer Points to Group
  • ON: If the flag is set to ON, members' points will automatically transfer to the group.
  • OFF: If the toggle is set to OFF, members' will have to manually donate their points to the group.
• Enable Auto Transfer Available Points to Group upon Joining
  • ON: When loyalty members have points before joining the group and the Enable Auto Transfer Points to Group flag is turned ON at the time of joining the group, all the member's points will be automatically transferred to the group account. 
  • OFF: If the flag is turned OFF, members will have the choice to manually donate their previously earned points to the group or keep them in their individual point bank.
• Enable Auto Group Points Redemption
  • ON: If this flag is ON, whenever a member of the group redeems the points, the group points will be considered for the redemption and the group points will be debited automatically.
  • OFF: If this flag is OFF, whenever a member of the group redeems the points, their individual points will be considered for redemption and points from the individual account will be debited. In this case, if the member of the group wants to redeem group points instead of individual points, the group ID will be required in the API request payload.
• Group Points Redemption Rule
  • Group Owners Only: If you choose the Group Owners Only option from the drop-down list, only the group owner will have the authority to redeem group points.
  • All Group Members: If you select All Group Members from the drop-down list, then all group members will have the authority to redeem the group points.
• Group Invitation Acceptance Required
  • ON: If this flag is enabled when the group is created, whenever the group owner adds a loyalty member to the group, a group invitation is sent to the member which can be viewed using the API method or be viewed by program administrators within the Hierarchy Management Report under the Action column. The member must accept the invitation before joining the group. If they decline the invitation, they will not be added to the group.
  • OFF: If the Group Invitation Acceptance Required flag is turned OFF, members will be automatically added to the group without requiring an invitation.
• Restrict Members to Leave Group
  • ON: This option enables the group owner to restrict members from leaving the group. When the member wishes to leave, an automatic group leave request is sent to the group owner. The member can only exit the group if the group owner approves the request.
  • OFF: If the Restrict Members to Leave Group flag is OFF, members can leave the group at any time without needing approval.
• Group Dissolve Permissions
  • This option allows the program administrator to set the criteria for who is eligible to delete the group. If the administrator selects Group Owners from the drop-down list, only the group owner is eligible to delete the group. If the administrator selects All Group Members, then all group members are eligible to delete the group.
• Points Distribution Rules on Group Dissolution
  • When deleting an existing group, the program administrator has the option to set a rule for distributing the existing points of the group. There are two options available:
    • Transfer who Dissolved the Group: In this case, all the available group points are transferred to the member who dissolved the group.
    • Transfer Equal Points to All Group Members: In this case, all the available group points are distributed equally among all group members. For example, if a group consisting of 10 members has 100 points and the group is dissolved, 10 points will be transferred to each group member.
• Enable Maximum Member Limit Per Group
  • If this option is enabled, you can specify the maximum number of members allowed to join the group. For instance, if you want to limit the group to 10 members, you should enter 10 in the Enter Number Of Members box. The number of members must be greater than zero; otherwise, the settings will not be allowed to update. This feature allows for better group management and allocation of roles by imposing a limit on the group size.

Once all settings for the new hierarchy management group have been configured, click Save to create the group and save the group configuration.

Export

Navigation: Reports> Hierarchy Management Report> Export> Make An Excel Request.

• Select Export>Make An Excel Request to export the data from the report into an Excel spreadsheet.
  
• The Make An Excel Request popup window will be displayed. In the text field, enter the email address of the individuals who should receive the exported report. If entering more than one email, be sure to separate using a comma.
  

 

• The report will be sent to the email addresses provided. In the body of the email select Download Excel to open the exported report file.

 

The following are the fields in the exported Hierarchy Management report:

1. Create Date: The date the group was created.
2. Group Name: The name of the group.
3. Total Group Members: The total number of members in the group.
4. Group Available Points: The points available for the group.
5. Group Redeemed Points: The points redeemed by the group.
6. Group Expired Points: The points that have expired from the group.
7. Group Status: The status of the group (Active, Inactive, or Deleted)

Report Overview

The Hierarchy Management Report page includes the following fields:

1. Date: Displays the creation date of the group.
2. Group Name: Displays the name given to the group during its creation.
3. Group ID: Displays the unique identifier for the group.
4. Total Group Members: Displays the total number of members in the group.
5. Group Available Points: Displays the total available points for the group.
6. Group Redeemed Points: This shows the total number of points redeemed from the group account.
7. Group Expired Points: Displays the number of expired points from the group account.
8. Group Status: Displays the status of the group as Active, Inactive, or Deleted.
9. Group Activities: Select View Activities to access the Group Activities Report.
10. Group Members: Select View Members to access the Group Members Report.
11. Action: This column provides options to edit the group details, add new members, accept and decline invitations for members and view the log of activity details for the group.

Edit: By selecting this option, you can make changes to the details of an existing group. You are permitted to modify the group name and its configuration settings, but not the group creator. After making all the necessary changes, click Update to save the updated data.

The Configuration portion of the Edit Group pop-up is only displayed when the Enable Group Level Permission flag is turned on within the Hierarchy Management Settings.

Navigation: Products > Hierarchy Management > Hierarchy Management Settings > Enable Group Level Permission

 

Add Members:

To add members to an existing group, click the plus icon In the pop-up window, click +Add Members icon and provide the User ID and Role information from the dropdown options.

You can add multiple members to the existing group by selecting +Add Member and entering the User ID and Role information.

Once you have added information for all the members you want to add, click Add Members. You will then receive a confirmation message indicating that the member has been invited or automatically added to the group.

The member is either invited or automatically added depending on whether the Group Invitation Acceptance Required flag is enabled in Group Settings. If members cannot be added because they are already a member of another group, the confirmation message will reflect this.

Manage Invites: Select this option to accept or decline group invitations for invited members as well as review the history of group invitations. Once selected you will be taken to the Group Invitations page where you can see the history of group invites within the search period and accept and decline pending invitations.

The Group Invitations page contains a table with information on the member who received the invitation to join the group and information on the member who sent the group invitation.

If the status of the invitation is Pending, the Action column will have buttons to Accept or Decline the invitation on behalf of the member.

If the invitation has already been accepted or declined the status will reflect this and the Action column will appear with the text NA.

 

Audit: Select this option to review actions that program administrators have taken related to the hierarchy management group. Please note, if actions are taken via the API, the User Details will not be included in the log. 

Group Activities Report

You can access the Group Activities Report by selecting View Activities within the Hierarchy Management Report.

Once you click View Activities, you will be directed to the Group Activities page. At the top of the report dashboard you will see options to define your search criteria and export the report.

Search: You can utilize the Search feature to filter activity details based on date range, group ID, group name, or member ID. After clicking Search, the activity details page will appear, featuring the following fields:

• Activity Date: The date when the activity occurred.
• Member ID: The ID of the group member who carried out the activity.
• Member Email: The email address of the group member.
• Member Name: The name of the group member.
• Group Name: The name of the group.
• Group ID: The ID of the group for which the activity details are displayed.
• Action ID: The ID of the action against which the group member performed the activity.
• Action Name: The name of the action.
• Points: The points added or deducted as a result of the activity.
• Order ID: The order ID associated with the action if a Purchase action was taken.
• Reason: The rationale for awarding or deducting the member's points.

Export: Exporting the report follows the same steps as covered previously in the document. Refer

Group Members Report

You can access the Group Members Report by selecting View Members within the Hierarchy Management Report.

Once you click View Members, you will be directed to the Group Members page. At the top of the report dashboard, you will see options to define your search criteria and export the report.

The group member page contains the following information:

• Group Join Date: The date on which the member joined the group.
• Member Id: ID of the group member.
• Member Email: Email address of the group member.
• Member Name: Name of the group member.
• Group Name: Name of the group to which the member belongs.
• Group ID: ID of the group to which the member belongs.
• Points Contribution to Group: Total points contributed by the group member to the group.
• Points Returned from Group: This shows points that have been debited from the group account for reasons other than redemption.
• Points Redeemed from Group: Number of points redeemed by the group member from the group.
• Member Available Points: Total available points of the group member.
• Member Role: Role of the group member defined by the group owner.
• Member Status: Active or inactive status of the member.
• Requested to leave the group: Displays as Pending or Rejected if the member has made a request to leave the group. If the member has not requested to leave the group, the field will display NA.
  
• Approve Leave Request: Displays the approve and reject options if a group member requests to leave the group.
  
• Action: This column contains options to edit a member’s role and remove the member from the group.
  • Edit Role: Select this option to update the member’s role in the group.
  • Remove Member: Select this option to remove the member from the group. You will be asked to confirm that you’d like to remove the member in the Remove Group Members pop-up. Select Remove to confirm and remove the member from the group.

Export: Exporting the report follows the same steps as covered previously in the document. Refer