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 cards and points rules, for the products customers earn extra points on and the rewards they can redeem.
• On your customer portal page, in its list, 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 customer portal page.

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 customer portal 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 customer portal 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.

Items on a points card

When you create a points card, or open Setup → Points & reward on one, the products in Per product and + Extra points for specific products, and every reward, come from your Items:

• Start typing and pick an item from the list. A product synced from Square or Shopify is linked, not copied.
• A name you don't have yet is added to your Items when you publish or save. You don't need to add it here first.
• The same name in different capitals ("pizza" and "Pizza") is one item, not two.

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 customer portal 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:

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 customer portal page

Your customer portal 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 list of items 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 Customer portal in the sidebar. If you have location pages, use the switcher at the top to pick which one you're editing.

2. Open the List section.

3. Click Add reward and pick an item from your catalog.

4. Optionally choose what's shown next to the item, with the Cost type picker:

• Automatic — shows the item's points cost from your points rule. If the item has different costs in different rules, nothing is shown, so pick another type.
• Points — a number of points you type in.
• Currency — a price, like 3.90, in the currency you pick.
• Free text — anything up to 40 characters, like "15% off" or "Free on Fridays".

This is just what's displayed publicly; it doesn't have to match a points rule's cost.

5. Optionally change the Section title — the heading shown above your rewards on the page, for example "Menu". Leave it blank to keep "Rewards".

6. Use the up/down arrows to reorder rewards, or the remove icon to take one off the page.

7. Save your changes.

You can publish up to 50 rewards on each page.

What this doesn't do yet

• The list is for showing, not for buying: customers can't order or pay from it. Rewards a member has earned appear on their own page with Use at the counter; see Your Customer Portal.
• 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.

Common questions

You can't upload a PDF to the page, and customers can't order or pay from it.