Wallets and the loyalty program

A wallet is prepaid credit a guest can spend at your POS by showing a QR code. Guests buy credit at the front desk or bar (a fiscal sale), then pay for orders with it later. With the loyalty program switched on, clients also earn wallet credit automatically — a percentage of their POS spending and a fixed amount per room night. This guide covers both settings pages and the day-to-day flows: selling credit, redeeming it, and managing wallets.

How wallet credit works

• Every wallet has a balance, a unique code with a QR, and a holder — either an existing client or a walk-in customer (name, optional email and phone).
• Buying credit is the fiscal moment: every top-up is booked as a normal POS order containing your Wallet Credit Product, so it's fiscalized at purchase. Spending the credit later is not fiscalized again.
• Credit lands in the wallet as lots — bought, earned, or refunded — each with its own expiry date. Spending always consumes the oldest non-expired credit first (FIFO), regardless of where it came from.
• Selling and redeeming wallet credit always works. The Enable Loyalty Program switch only controls earning.

Step 1 — Wallet settings

Go to Settings → Wallet. These fields control how credit is sold and spent:

• Wallet Currency — the currency all wallet balances are stored and redeemed in. Top-ups and redemptions are valued in this currency.
• Wallet Credit Product — the POS product that represents wallet credit. Create a dedicated product (e.g. "Wallet credit") in your catalog and pick it here. Every top-up creates a POS order containing this product — that order is the fiscal sale. It's also how the earning logic knows to never award credit on buying credit itself.
• Wallet Credit POS Point — which POS points are allowed to sell top-ups. The top-up is booked on the cashier's POS point if it's in this list, otherwise on the first one configured.
• Bought Credit Expiry (days) — purchased credit lots expire this many days after purchase. Zero or blank = never expires.
• Walk-in Credit Expiry (days) — same, but for wallets belonging to walk-in customers (name/email/phone only, not linked to a client record).
• POS Points Accepting Wallet — which POS points may take wallet credit as payment (the QR-scan flow at checkout).
• Allow Folio Redemption — whether credit may be redeemed against a reservation folio or invoice, in addition to POS orders.
• Minimum Redeem Amount — the smallest single redemption accepted.
• Max Redeem % per Order — caps how much of one order can be paid with credit. At 50, at most half the order is payable with credit; the rest must be paid another way.

Step 2 — Loyalty settings (optional)

Skip this page entirely if you only want to sell prepaid credit. Open Settings → Loyalty when you want clients to earn credit automatically:

• Enable Loyalty Program — the master switch for earning. Off means no credit is ever awarded; selling and redeeming still work.
• Earn from POS Orders / POS Earn Rate (%) — when a paid POS order is linked to a client, the client earns this percentage of the eligible product lines as credit. A wallet is created automatically on their first earn.
• Earn POS Points — only orders from these POS points earn. Empty = all POS points.
• Earn Products — the earn base counts only these product lines (price × quantity), not the order total. Empty = the whole order counts.
• Earn from Room Nights / Credit per Night — at checkout, the reservation's first client earns a fixed credit per night, per eligible room.
• Earn Room Types — only rooms of these types count. Empty = all room types.
• Earned Credit Expiry (days) — earned credit (as opposed to bought) expires this many days after being awarded. Zero or blank = never.

Step 3 — Create a wallet and sell credit

Go to POS → Wallets and click +. First pick who the wallet belongs to:

• Walk-in — type a name (required) plus optional email and phone. Use this for guests without a client profile.
• Existing client — search and select the client. Their loyalty earnings will land in this same wallet.

To sell credit in the same step, enter the Amount (in the wallet currency), the Payment Method the guest pays with (cash, card, bank — room charge and wallet itself are excluded) and the Payment Account. Credit Expiry Override sets a custom expiry for this specific lot; leave it blank to use the default from settings. Click Load Credit.

Leaving the amount empty and clicking Create Wallet makes an empty wallet — useful when a client only wants to start collecting loyalty credit.

After saving, a confirmation shows the wallet's QR code, its code, balance, and validity. From there you can print a wallet receipt, send the QR by email, or download the QR image for the guest.

Topping up an existing wallet

Open POS → Wallets, click the wallet, then Load Credit. Enter the amount, payment method, and account — the same fiscal flow as the first sale. The new lot gets its own expiry date.

Step 4 — Redeem at the POS

On a POS point that accepts wallets, take the order to payment as usual and tap Wallet among the payment methods. A QR scanner opens — scan the guest's wallet QR from their printed receipt, email, or phone. HotelBee looks the wallet up and verifies it's active, not expired, and has balance.

The redeem amount is pre-filled with the smaller of the order total and the wallet balance; you can lower it. The Minimum Redeem Amount and Max Redeem % per Order rules from settings apply. If credit doesn't cover the whole order, take the rest with any other payment method as a split payment.

Managing wallets

Open any wallet from POS → Wallets to see its code, holder, balance, expiry, and full transaction history. Each ledger row shows the type (top-up, purchase, earn, refund, spend, expire, adjust), the signed amount, the source, the lot's expiry, and the balance after the transaction.

• QR Code — view, download, or email the QR again whenever a guest loses it.
• Reissue Code — generates a new code and QR and invalidates the old one. Use it if a code leaks or a printed card is lost.
• Deactivate / Activate — suspend a wallet so it can't pay or receive credit, and re-enable it later.

Permissions

The wallets list, creation, and detail view are gated by the Wallets → List / Create / View role rights. The Settings → Wallet and Settings → Loyalty pages require the Loyalty → View right. By default only Admins can change these settings; front-desk and bar staff can sell and redeem credit with the wallet rights alone.