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. Click Save.
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.
Showing items publicly on your Business Page
Your Business Page is the public page at `passtastic.io/your-business-name` (see Custom & Branded Signup Links for how to set the page up). It can show a Rewards section so people browsing your page can see what they're working toward, even before they join.
1. Open Business Page in the sidebar.
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 your 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 your Business Page is turned off, none of your 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.