# How loyalty works across locations

> Velarya runs one loyalty program across all your locations. Each patient has one points balance and one wallet, plus one membership once they buy a plan, all valid at every location. The Earning Rule, sign-up bonus, birthday gift and challenges are set once in Organization settings, and each location chooses the memberships it sells.

- Source: https://velarya.com/help/loyalty-across-locations
- Who can do this: Admins and Location Managers choose each location's memberships and staff; roles with Rewards & loyalty program set to Edit change practice-wide rewards
- Plans: Basic, Scale, Branded, Connected
- Time: 6 minute read
- Last verified: 2026-10-01

## What does one loyalty program across locations mean?

Velarya runs one loyalty program for your whole practice, however many locations you have. Each patient has one profile, one points balance and one wallet, plus one membership once they buy a plan, and each of them works at all your locations.

- A patient redeems points earned at one location for wallet credit in the app, and spends the credit at any location.
- A membership bought at one location gives its member pricing, credit and points rate at every location.
- Your team at each location opens the same patient profile in **Clients**, with the same **Wallet** and **Rewards** balances.
- Patients use one app for your practice and choose the location they want to visit.

## How do points and credit follow a patient between locations?

Velarya keeps points and wallet credit on the patient rather than on a location, so they go wherever the patient goes with nothing to transfer. In this example, a patient joins at Union Square and later visits Marina. The **Earning Rule** is 5 points per $1, the sign-up bonus is 250 points and the check-in challenge gives 50 points.

| Where | What happens | Points | Points balance | Wallet |
|---|---|---|---|---|
| Union Square | Joins your practice in the app | +250 | 250 | $0.00 |
| Union Square | Pays $450.00 for a Hydrafacial | +2,250 | 2,500 | $0.00 |
| Marina | Is checked in at the front desk with the QR code in their app | +50 | 2,550 | $0.00 |
| The app | Redeems 2,500 points | -2,500 | 50 | $25.00 |
| Marina | Pays for a $380.00 chemical peel with the $25.00 of credit and $355.00 by card | +1,900 | 1,950 | $0.00 |

Points are counted on each treatment's price at the location where the patient pays, so a location that prices a treatment differently awards points on its own price. For the full earning and redemption rules, see [How points work](https://velarya.com/help/how-points-work).

## What is set once for your whole practice?

The rules of Velarya's loyalty program live in **Organization settings** and apply at every location, so a patient earns and redeems on one set of terms wherever they visit.

| Setting | Where | At every location |
|---|---|---|
| **Earning Rule** | **Rewards Program** | Patients earn on one Earning Rule wherever they visit |
| **Exchange Rate** | **Rewards Program** | 100 points are worth $1.00 of wallet credit |
| **Sign-Up Bonus** | **Rewards Program** | Each patient receives it once, when they join your practice in the app, whichever location they choose |
| **Birthday Gift** | **Rewards Program** | One gift a year per patient, usable at any location |
| **Check-In** challenge | **Challenges** | Check-in points join the patient's one balance; the **Frequency limit** and **Max check-ins per patient** count check-ins at all your locations together |
| **Refer a Friend** | **Challenges** | Pays the rewards you set, whichever location the friend visits |
| Membership plans | **Memberships** | Each plan is built once, with its credit, vouchers, member pricing and **Member points earning rate**, and each location chooses whether to sell it |
| Discount codes | **Discounts & Offers** | Each code is unique across your practice, and its **Total uses** and **Limit to one use per patient** count uses at all your locations together |

To set the program up, see [Set up points earning](https://velarya.com/help/set-up-points-earning) and [Set up a birthday gift](https://velarya.com/help/set-up-birthday-gift).

## What can differ between locations?

Four Velarya settings decide what happens at each location. Each location chooses the memberships it sells in its own **Location Settings**. Where membership vouchers are redeemed, which locations accept each discount code and where each staff member works are set once for the practice, in **Organization settings**.

| Setting | Where you set it | Default | Effect |
|---|---|---|---|
| The membership plans a location sells | **Manage** > **Memberships** | Every plan | **Disable for this location** takes a plan off sale there, in the app and at the desk |
| Where membership vouchers are redeemed | **Cross-location voucher redemption** under **Global membership settings** in **Organization settings** > **Memberships** | On: every location | Off: each membership's vouchers are redeemed only at the location where it was bought, its **Purchase Branch**. Admins change it, and the switch saves at once |
| The locations that accept a discount code | **Eligible locations** on the code | Every location | Only the chosen locations accept the code |
| The locations a staff member works at | **Location Assignments** on each staff member's profile | The locations you assign | Staff work at their assigned locations, and per-location permissions apply at the location they are working in |

![Memberships settings with the Cross-location voucher redemption switch on, letting members redeem vouchers at any location](https://velarya.com/assets/help/loyalty-across-locations/cross-location-vouchers-8f4a1e1c.webp)

Vouchers from a sign-up bonus, a birthday gift, a referral or a treatment bought in the app are redeemed at every location. For how members use their vouchers and credit, see [How memberships work](https://velarya.com/help/how-memberships-work). To build plans and codes, see [Create a membership plan](https://velarya.com/help/create-a-membership-plan) and [Create a discount code](https://velarya.com/help/create-a-discount-code). For redeeming at the desk, see [Redeem a voucher at checkout](https://velarya.com/help/redeem-a-voucher-at-checkout).

## Choose which memberships each location sells

A membership plan is built once for your practice, and each location decides whether to sell it. Admins and Location Managers switch plans on or off for the locations they work at.

1. Open the menu at the bottom of the left sidebar and choose the location under **Locations**.

![The location menu at the bottom of the left sidebar, with Union Square chosen under Locations](https://velarya.com/assets/help/loyalty-across-locations/location-menu-268e1a88.webp)

2. Select **Manage** in the left sidebar. **Location Settings** opens, with the location's name at the top.
3. Under **Client Experience**, select **Memberships**. Each plan shows **Enabled here** or **Disabled here**.
4. Open the menu at the end of the plan's row and choose **Disable for this location**. The plan's badge changes to **Disabled here** at once, with nothing to save.

![Location Settings Memberships for Union Square: Essentials Enabled here, with Disable for this location in its row menu](https://velarya.com/assets/help/loyalty-across-locations/location-memberships-2de87331.webp)

To sell the plan there again, choose **Enable for this location**. A new location sells every plan until you disable one there. Patients who choose that location in the app see only the plans it sells, and **Assign Membership** lists only those plans when that location is the **Purchase Branch**.

> **Important:** Patients see the change at once: the plan leaves the app and **Assign Membership** at that location. Members already on it keep their plan at every location.

## What do patients see at a second location?

Patients see the same Velarya points balance and wallet at every location, because both belong to your practice.

- **Choosing a location.** In the app menu, patients open **PROFILE & SETTINGS** and select **Select your location**. The location they choose sets the treatments, providers and appointment times they see. Their points and credit on **Home** and **Rewards** stay the same.
- **Booking.** The booking uses that location's prices. Member pricing, a birthday discount and wallet credit apply as they do everywhere. A code limited to other locations shows "This discount code is not valid at this location" under **Add a discount code**, before the patient books.
- **Memberships.** The app lists the plans that location sells. A member's own plan stays under **Manage my membership** wherever they are.
- **At the front desk.** Staff check the patient in by scanning the QR code in their app, and the check-in points join the same balance, as [Check in a patient with a QR code](https://velarya.com/help/check-in-a-patient-with-a-qr-code) shows.

## Assign staff to locations

**Location Assignments** on a staff member's Velarya profile set the locations they work at, and per-location loyalty permissions apply at the location they are working in. Admins work at every location. Changing assignments needs **Staff directory** at **manage**, which Admins and Location Managers hold.

1. Open the menu at the bottom of the left sidebar and select **Organization settings**.
2. Select **Staff Directory** under **Staff**.
3. Select the staff member. Their profile opens on **Overview**.
4. Select **Browse** under **Location Assignments**. **Assign Locations** opens.

![A staff member's Overview tab with Location Assignments set to Union Square and the Browse button outlined](https://velarya.com/assets/help/loyalty-across-locations/staff-location-assignments-72a6d769.webp)

5. Tick each location they work at, and select **Done**.
6. Select **Save**. **Profile saved** appears.

The location menu at the bottom of the left sidebar lists only the locations a staff member works at. [Loyalty roles and permissions](https://velarya.com/help/loyalty-roles-and-permissions) lists which loyalty permissions apply at each location and which cover the whole practice.

## How do you see loyalty across all your locations?

Velarya shows each patient's **Wallet** and **Rewards** balances for your whole practice on their profile in **Clients**, and the **Point Ledger**, **Check-Ins** and **Transactions** one location at a time, with **All locations** for admins.

| Where | What it shows |
|---|---|
| **Point Ledger**, at the bottom of **Rewards Program** | Point awards, redemptions and adjustments at the location chosen in its own location menu, which starts on the location you are working in. Sign-up bonus, birthday gift, referral reward and app redemption rows appear under every location. To read the ledger, see [Set up points earning](https://velarya.com/help/set-up-points-earning) |
| **Rewards** > **Check-Ins** | Check-ins at the location you are working in, with a **Location** column |
| **Rewards** > **Referrals** | Every referral in your practice, whichever location you are working in, with a **Location** column for the location each friend chose when they joined |
| **Transactions** | Sales at the location you are working in |

Admins with more than one location choose **All locations** in the menu at the bottom of the left sidebar, and **Check-Ins** and **Transactions** then list every location together. The **Point Ledger** has its own location menu next to its heading, with **All locations** for admins.

## Frequently asked questions

### What happens to our loyalty program when we open a new location?

Your Velarya loyalty program works at a new location from its first day: patients' points, wallet credit and memberships follow them, and the Earning Rule, sign-up bonus, birthday gift and challenges apply at once. The location sells every membership plan until you disable one in Manage > Memberships. Add it to your team's Location Assignments and to each discount code with Eligible locations chosen, and patients pick it under Select your location in the app.

### Do members keep their plan when a location stops selling it?

Yes. Disable for this location only stops new sign-ups at that location. Members already on the plan keep their membership, billing, credits and member pricing, and use them at every location. Their plan stays under Manage my membership in the app. To sell the plan there again, choose Enable for this location in the location's Memberships settings.

### Which Velarya plans cover more than one location?

Every plan: Basic, Scale, Branded and Connected each cover as many locations as you run on one Velarya loyalty program, and each location is billed at the plan's rate. Paid memberships come with every plan too, so any practice can choose which memberships each location sells.

### Can a discount code work at only some of our locations?

Yes. When you create or edit a Velarya discount code in Organization settings > Discounts & Offers, choose the locations under Eligible locations. Only those locations accept the code, in the app, on your online booking page and at the front desk. A patient booking at another location sees "This discount code is not valid at this location" before they book. With no locations chosen, the code works everywhere.

### Does a patient need a separate account for each location?

No. One account in your Velarya app covers every location of your practice. The patient picks the location they want to visit under Select your location, and their points, wallet credit, membership and vouchers stay the same. Your team at any location opens the same patient profile in Clients, with the same Wallet and Rewards balances.