POS - Membership Voucher Sales

POS: Membership Voucher Sales

Introduction

The POS (Point of Sale) system allows authorised users to sell Gift Membership Vouchers directly at on-site locations.

This provides a simple and flexible way for customers to purchase memberships for others, which can later be redeemed and activated by the recipient.

Voucher purchases follow a simplified process compared to standard memberships, as no existing customer validation is required at the point of sale. However, key buyer details and mandatory validation fields must still be completed before payment can be processed.

By collecting these details accurately, the POS system maintains compliance, supports accurate reporting, and ensures a seamless redemption experience for the end user.

Gift Membership Vouchers streamline the purchasing process for both customers and staff by reducing the amount of information required upfront, while built-in validation ensures that essential buyer details, such as contact and consent, are always captured correctly.

This balance of speed and accuracy enhances customer experience, safeguards compliance, and ensures reliable redemption and reporting across the Expian ecosystem.

Step-by-Step Process

Select Location

From the POS home screen, confirm the correct Sales Location (e.g., Tower of London – Ticket Office).

Ensure that the selected sub-location is configured with Sell Entitlements permission, otherwise membership or voucher products may not appear.

Cached booking and product data ensure the screen displays the latest available products

Choose Gift Membership Voucher

Scroll to the Gift Membership section and select the appropriate voucher type, for example:

• Individual Membership Voucher
• Joint Membership Voucher
• Family Membership Voucher

Once selected, the voucher is added to the basket on the right-hand side of the screen.

Enter Buyer Details

The system displays a Buyer Personal Details form.

The user must complete mandatory fields, including:

• First Name
• Last Name
• Email
• Phone Number

Additionally, the buyer must tick the consent checkbox to confirm they have read and accepted the Terms and Conditions before payment can proceed.

Validation and Error Handling

If mandatory fields are left blank, the system will still allow the user to move to the Checkout Screen, but an Error Message will appear:

'Some mandatory customer detail fields are missing. Please use the Edit button to fill in the missing information.'

At this point:

• The voucher cannot be sold until all required fields are completed.
• The user can click the Edit (pencil) icon on the item in the basket to return to the detail screen.
• After completing all required fields (including the phone number and consent), the validation clears and payment can proceed.

Checkout and Payment

Once validation is complete, the Checkout Screen mirrors the standard payment process used for memberships and entitlements.

Available payment methods include:

• Contactless or card
• Cash
• External payment

Staff enter or confirm the amount received and click Receive to finalise the sale.

Printing and Completion

When payment is successful, the system automatically prints a receipt and provides options to:

• Print Receipt
• Print Voucher QR

These outputs allow the customer to take immediate proof of purchase or digital voucher for later redemption.

Best Practices

• Verify POS configuration: Membership and voucher sales are only available when the selected sub-location has the Sell Entitlements permission enabled. Any user logged into that sub-location can process these transactions.
• If a sub-location (e.g., Tower of London – Ticket Office) has Sell Entitlements enabled, any user logged into POS under that sub-location can sell memberships or vouchers.
• If the sub-location does not have the permission, then even users with admin-level roles won’t be able to process those sales.
• Review location permissions regularly to ensure correct access and prevent unauthorised sales.
• Complete all mandatory fields: The POS system will block payment until all required fields, such as name, email, phone number, and consentare filled in. Encourage staff to complete these upfront to avoid checkout delays.
• Confirm buyer contact details: Ensure the buyer’s email address is valid. The confirmation email and voucher code are linked to this address, and incorrect entries can cause redemption issues later.
• Explain consent clearly: Staff should confirm that buyers understand and agree to the Terms and Conditions before completing the sale. This helps maintain compliance and trust with customers.
• Avoid duplicate or incomplete records: When an error message appears for missing details, always use the Edit function to correct the entry rather than removing and re-adding the voucher. This ensures transaction integrity and avoids data duplication.
• Check printing devices before transactions: Verify that printers and scanners are functioning correctly at the start of the shift to ensure receipts and vouchers can be printed immediately after payment.
• Encourage proper follow-up: Remind customers that the recipient will need to redeem the voucher to activate their membership. Staff can use this opportunity to explain the redemption process and online account setup.

Summary

The POS Membership Voucher feature offers a fast, intuitive way to sell gift memberships directly to visitors at on-site locations.

By capturing only the essential buyer details, it simplifies the checkout process while maintaining data accuracy and compliance.

Built-in validation safeguards prevent incomplete sales, ensuring each voucher is correctly attributed and ready for redemption.

When used correctly, this functionality enhances both operational efficiency and customer satisfaction, allowing staff to manage real-time sales confidently and ensuring customers leave with a fully compliant, redeemable voucher.