Your one screen
Open the Scan area at the start of your shift and leave it open. Everything you need is there.
When a customer scans, a request opens on your screen by itself. You do not need to be watching it or scanning anything.
Approving a stamp
Customer
Scans your QR
Opens in their phone browser. No app download, no account needed the first time.
StampClub
Request appears at the till
Your staff phone shows it in under a second. Nobody has to be watching the screen.
Staff
Checks and confirms
Name, photo, which card, current progress. Set 1–10 stamps, then slide to confirm.
Customer
Stamp lands instantly
If it completes the card, the reward voucher is issued automatically.
Two staff can never double-stamp the same person: opening a request locks it to one device, and the lock releases after 30 seconds if that phone goes offline.
Before you confirm, check three things:
- the name and photo match the person in front of you
- the card is the right one, if your shop runs more than one
- the number of stamps matches what they bought
Then slide to confirm. That is the whole job.
The count defaults to one. Raise it if someone buys several at once, since four coffees is four stamps rather than four scans.
Rewards
When a customer has earned a reward, they show it to you instead of collecting a stamp. Confirm it the same way and it is marked as used.
You do not need to track who has earned what. The system issues rewards on its own the moment a card fills up.
When to decline
Decline only when there is a clear reason:
- the customer scanned but did not buy anything
- they scanned twice for one purchase
- something obviously does not add up
Keep your reasons consistent so every customer gets the same answer from every member of the team.
Things you will see, and what they mean
"Already handled": a colleague got to it first. Move on to the next person.
A limit warning: the customer has hit a daily or per-visit cap your manager set. Do not work around it; tell your manager if it keeps happening to real customers.
Nothing appears after they scan: check they actually completed the scan on their phone. If they already hold a reward here, they are sent to the reward screen instead of asking for a stamp, which is normal.
What you can and cannot do
Your manager decides what you have access to. Most staff can issue stamps and see the customer list, and nothing else. If you need something you cannot reach, ask them rather than signing in as someone else.
Never approve a stamp for yourself or take someone else's phone to scan. Every approval is recorded against your name.
If you are unsure
Approve nothing you are not comfortable with and ask your manager. A missed stamp is a small problem and easily fixed later. A wrongly approved one is harder to unpick.