Admin Instruction Manual

Rowanhill Rewards

Last updated: May 2026

Your loyalty rewards app connects to Shopify and gives customers points for purchases.
Customers redeem points for rewards, and the app automatically creates Shopify discount codes when they do.
The app works as a mobile web app and can be added to a customer's home screen on iOS/Android.

Customers earn 1 point per £1 spent on every order (online & POS).
Points are awarded automatically via the Shopify order webhook.
Points can also be awarded manually by admins from the Customers tab.
Points are deducted when customers redeem rewards or when refunds are processed.

🥉 Bronze — 0–499 lifetime points
🥈 Silver — 500–1,999 lifetime points
🥇 Gold — 2,000–4,999 lifetime points
💎 Platinum — 5,000+ lifetime points
Tiers are based on lifetime points earned (not current balance) and upgrade automatically.

Rewards are created in Admin → Rewards tab.
Types available: Percentage Off, Fixed Amount Off, Free Shipping, Free Product, Exclusive Access.
Each reward has a minimum tier — only customers at or above that tier can redeem it.
Optional minimum requirements: no minimum, minimum purchase amount (£), or minimum quantity of items.
When a customer redeems a reward, a unique Shopify discount code is automatically created and given to them.
Reward discount codes are created in Shopify at the time of redemption — not when the reward is created.

Search and view all members.
Click any customer to view their full profile.
Use Quick Lookup to find a customer by card ID or email.
Adjust Points — manually add or remove points with a reason (use negative numbers to remove).
Delete Selected — permanently removes customers and all their data (transactions, redemptions).

Create, edit, and delete rewards.
Set points required, reward type, value, discount code, minimum tier, and minimum requirements.
Use the up/down arrows to reorder how rewards appear to customers.

Sync Orders — manually pull recent orders and award points (last 7 days).
Sync Refunds — manually deduct points for refunded orders.
Clean Up Card IDs — fixes any card IDs that contain letters (converts to numeric).

For points to be awarded automatically on every order, the webhook must be set up.
Go to Shopify Admin → Settings → Notifications.
Scroll to the bottom → click Create Webhook.
Event: Order creation, Format: JSON.
Paste your app's webhook URL (found in Admin → Webhook tab).
Click Save Webhook — points will then be awarded within seconds of every order.

Customers can enter their birthday in their profile (editable once).
On their birthday, a gift card is automatically generated in Shopify and emailed to them.
Admins can manually trigger birthday processing from the Notifications tab.
If a customer needs their birthday changed a second time, they submit a request which admins can approve or reject.

Each customer has a unique referral code visible on their dashboard.
When a new customer signs up using a referral code, both parties earn bonus points.
Referral activity appears in the Activity tab.

Always set up the Shopify webhook first — without it, orders won't automatically award points.
Use Sync Orders if the webhook missed any orders.
Customers can only change their birthday once — further changes require admin approval.
Reward discount codes are unique per redemption — they are created in Shopify at redemption time.
Deleting a customer is permanent and removes all their transactions and redemptions.
The app can be installed on iOS/Android home screens as a progressive web app.