Items & Rewards: Your Product Catalog
What is an Item?
An Item is anything customers earn or spend points on — a Flat White, a haircut, a free dessert, 15% off. Instead of typing the same reward name over and over in every points rule, you keep one catalog of items and reuse them everywhere:
- In your points rules, to build the list customers can redeem points for.
- On your Business Page, to publicly show off what's available.
Each item shows its name, an optional description and category, and where it came from — Added manually, or Synced from Square / Synced from Shopify if you connected a POS.
Add an item
1. Open Settings in the sidebar, then click Items (under Business).
2. Type a name in the box at the top (e.g. "Flat White") and click Add item.
That's it — the item now appears in your list and is ready to use in a points rule or on your Business Page.
This screen needs an Editor role or higher. Viewers can see the catalog but the add/edit/archive controls are hidden. See Team Roles & Permissions for what each role can do.
Add a description, category, or photo
1. From the Items list, click Edit on any item.
2. Fill in Description and Category (both optional — e.g. "Espresso, milk, latte art" and "Coffee").
3. Click Upload photo to add a picture. It shows up next to the item everywhere it's used — the points rule editor and your public Business Page.
4. Click Save changes.
Archiving an item
If you stop offering something, open the item and click Archive.
- It disappears immediately from the item picker in points rules and from your Business Page.
- Rules that already reference it keep working — you just can't pick it for anything new.
- There's no undo. If you bring the product back later, add it again as a new item.
Reusing an item in a points rule
Points rules are where you decide what a customer's points can buy.
1. Open Settings, then Points & rewards rules (under Business).
2. Open (or create) a rule and find the Redemption items section.
3. In the item field, either:
- Search for an existing item and select it, or
- Type a name that doesn't exist yet and click Create "..." — this adds it to your Items catalog on the spot, so it's instantly available to every other redemption row and to your Business Page.
4. Set the Cost (pts) — how many points a customer spends to redeem it.
5. Choose At the register — what the customer actually gets when they spend the points:
- Money off — an amount or a percentage taken off the sale.
- Free product — you pick the product from your Lightspeed list, and that item comes off the sale whatever its size or price. This choice appears once Lightspeed is connected.
- Staff handle it — nothing goes to the register; your staff give the reward the way they do today.
6. Click Save. A Money off or Free product item now shows its Code at the register, for example `SPINDLE-POSTER`. The code never changes, so you can print it for your team: it's what they type at checkout when a customer asks for that reward. The Passtastic Scanner shows the same codes after a scan.
Spindle, a record store, in practice. Their points rule says:
| Item | Cost (pts) | At the register |
|---|---|---|
| Photocard | 50 | Free product |
| Poster | 200 | Free product |
| Album | 500 | Money off — €20 |
María has 260 points and asks for the poster. The cashier types `SPINDLE-POSTER`, the poster comes off the sale, and a minute later her card shows 60 points, enough for the photocard next time. Nobody has to work out the price of a poster; the register does it.
Because the item is shared, updating its name, description, or photo later (from the Items screen) updates it everywhere it's used — you don't have to edit each rule separately.
On the back of the card. This same list appears on the back of a customer's card when Show rewards on the back of the card is on — a switch on the card's points block. It's on for cards created from now on and off for cards published before it existed; while it's on, the back follows the rule, so a reward you add or reprice here shows up on every installed card.
Showing items publicly on your Business Page
Your Business Page is the public page at `passtastic.io/your-business-name` — every shop has its own (see Custom & Branded Signup Links for how a single shop's page is set up, and Give Each Location Its Own Public Page for how any additional shop can claim its own too). Each page can show a Rewards section so people browsing it can see what they're working toward, even before they join.
Every page picks its own selection of rewards from the same shared Items catalog, so one shop's page doesn't have to feature what another's does — but renaming an item, or changing its photo or price, still updates it on every page that features it.
1. Open Business Page in the sidebar. If you have location pages, use the switcher at the top to pick which one you're editing.
2. Open the Rewards section (below Loyalty Cards).
3. Click Add reward and pick an item from your catalog.
4. Optionally set a Display cost — free text shown next to the item, like "15% off" or "Full card". This is just what's displayed publicly; it doesn't have to match a points rule's cost.
5. Use the up/down arrows to reorder rewards, or the remove icon to take one off the page.
6. Save your changes.
You can publish up to 50 rewards on each page.
Choosing what appears here needs an Admin or Owner role — stricter than managing the item catalog itself, since it decides what's shown to the public. If a page is turned off, none of its rewards are visible, no matter how many you've added.
What this doesn't do yet
- Customers can't redeem directly from the Business Page — it's a preview, not a checkout. Redemption still happens the way it always has (in person, with your points rules).
- There's no stock or quantity tracking — an item doesn't run out.
- There's no POS catalog import yet — items synced from Square or Shopify show their source, but you still add/edit most items by hand for now.