# Set up points earning

> To set up points earning in Velarya, open Organization settings > Rewards Program, enter the points patients earn per $1 in Earning Rule, and select Save. 100 points are worth $1.00 of wallet credit, so an Earning Rule of 5 gives patients 5% back on every paid treatment.

- Source: https://velarya.com/help/set-up-points-earning
- Who can do this: Admins and roles with Rewards & loyalty program set to Edit
- Plans: Basic, Scale, Branded, Connected
- Time: 5 minutes
- Last verified: 2026-10-01

## Before you begin

- Your treatments have prices in Organization settings > Service Catalog, because points are counted on what a patient pays for them.

## Open the Rewards Program settings

The **Rewards Program** page in **Organization settings** holds the **Earning Rule** and the **Sign-Up Bonus** for your whole practice, and the **Point Ledger** of the points your patients earn and spend.

1. Open the menu at the bottom of the left sidebar and select **Organization settings**.
2. Under **Client Experience**, select **Rewards Program**.

![Organization Settings menu with Rewards Program selected under Client Experience](https://velarya.com/assets/help/set-up-points-earning/rewards-program-nav-ebc9e4be.webp)

The settings on the page apply to your whole practice, across every location.

## Set how many points patients earn per $1

The **Earning Rule** is the number of points a patient earns for every $1.00 they spend on treatments. It starts at 0, so patients earn points on spending once you set it.

1. Enter a whole number from 0 to 100 in **Earning Rule**, under **Earning Mechanics**.
2. Select **Save** in the **Unsaved changes** bar at the top of the page. The bar closes, and the new rate applies to every point award from then on.

![Earning Mechanics with the Earning Rule set to 5 points per $1.00 spent](https://velarya.com/assets/help/set-up-points-earning/earning-rule-d04402f3.webp)

The **Unsaved changes** bar appears at the top of the page as soon as you change a field.

![The Unsaved changes bar at the top of the page, with the Save button outlined next to Discard](https://velarya.com/assets/help/set-up-points-earning/save-changes-c74a86a7.webp)

Because 100 points are worth $1.00 of wallet credit, the Earning Rule is also the percentage a patient gets back.

| Earning Rule | A $200 treatment earns | Worth in wallet credit |
|---|---|---|
| 3 points per $1 | 600 points | $6.00 (3% back) |
| 5 points per $1 | 1,000 points | $10.00 (5% back) |
| 10 points per $1 | 2,000 points | $20.00 (10% back) |

> **Good to know:** The Earning Rule is the rate for patients who are not members. Give each membership plan a higher **Member points earning rate** in **Memberships**. A member earns at the higher of the two.

## Give new patients a sign-up bonus

A sign-up bonus is a one-time gift of points, wallet credit or a service voucher that Velarya gives each patient who joins your practice in the patient app: your own app on the Branded and Connected plans, or the Velarya app.

> **Good to know:** The Sign-Up Bonus is on the Scale, Branded and Connected plans. On Basic, set your Earning Rule above and skip this section.

1. Turn on the **Sign-Up Bonus** switch. The bonus options appear below it.
2. Choose **Points**, **Credits** or **Voucher**.
3. Enter the bonus:
   - **Points**: up to 9,999 points, added to the patient's balance.
   - **Credits**: a dollar amount up to $9,999, added to the patient's wallet.
   - **Voucher**: a service of your choice, which the patient gets a voucher for.
4. Select **Save** at the top of the page. The **Unsaved changes** bar closes, and every patient who joins from then on receives the bonus.

![Sign-Up Bonus switched on with Points chosen and 250 points entered](https://velarya.com/assets/help/set-up-points-earning/signup-bonus-bc7b9a31.webp)

The bonus arrives the moment a patient joins, and each patient receives it once. To give each patient a gift on their birthday as well, see [Set up a birthday gift](https://velarya.com/help/set-up-birthday-gift).

## What do patients see?

Patients see their points balance on the **Home** and **Rewards** tabs of the patient app, as a number of points with its **rewards value** in dollars underneath. They choose **Redeem** to turn points into wallet credit at 100 points to $1.00, and use the credit when they pay for their next visit. **View Activity** lists every point they have earned and redeemed.

For the whole program from the patient's side, see [Med spa loyalty program software](https://velarya.com/features/loyalty-program-software).

## How are points counted?

Velarya awards points once per sale, when it is paid in full, however the patient pays: in the patient app, through a payment link, or at your front desk by card, card reader, saved card or cash.

| Situation | What Velarya does |
|---|---|
| A patient pays for a $149.50 treatment at 5 points per $1 | Awards 747 points: $149.50 × 5, rounded down to a whole point |
| An order holds two treatments | Counts both treatments' prices together |
| A voucher or a membership covers the whole treatment | Counts the $0 the patient paid, so awards no points for that line |
| The patient is a member | Uses their plan's Member points earning rate, or the Earning Rule if that is higher |
| You ring up a treatment in **Transactions** with no appointment | Awards points as soon as the sale is paid |
| The patient pays a booking deposit | Awards the points when the balance is paid, on the full treatment price |
| The same sale is confirmed twice, or the visit moves between columns on the **Front Desk** | Awards the points once |
| The order is refunded | Takes back the points the refunded amount earned |

The **Point Ledger** at the bottom of the page lists point awards, adjustments and redemptions newest first, under **Time**, **Client**, **Action** and **Points**. It opens on the location you are working in. When you work at more than one location, a location menu next to its heading switches to another one, and admins can choose **All locations**. Each row belongs to the location where it happened: the sale's location for points earned on a purchase, the check-in's location, or the location a staff member was working in when they adjusted points. Sign-up bonuses, birthday gifts, referral rewards and points patients redeem in the app belong to the whole practice and appear under every location. Patient names follow your role's **Client name visibility**, as they do in **Clients**. Select a patient's name to open their profile, or the action to open the order behind an award.

![Point Ledger with its location menu open: All locations, Union Square (chosen), Walnut Creek, Marina and Palo Alto](https://velarya.com/assets/help/set-up-points-earning/point-ledger-04f5d097.webp)

To correct a patient's balance, open them in **Clients**, select **Adjust** next to **Rewards**, and choose **Manually Add Reward Points** or **Manually Redeem Points**.

## If something goes wrong

**The Earning Rule shows "Must be a whole number".** Points per $1 are whole numbers only. Enter a whole number such as 5.

**The Earning Rule shows "Must be 100 points per $1 or less".** The highest rate is 100 points per $1, which is 100% back.

**A patient's points didn't appear after a visit.** Check that the **Earning Rule** is above 0. Then open the sale in **Transactions** and check that it is paid, that it belongs to that patient, and that the patient paid something for a treatment on it.

**Rewards Program isn't in my Organization settings menu.** The page needs the **Rewards & loyalty program** permission: View to see the settings, Edit to change them. Ask an Admin to update your role; see [Loyalty roles and permissions](https://velarya.com/help/loyalty-roles-and-permissions).

**A new patient didn't get the sign-up bonus.** Check that the **Sign-Up Bonus** switch is on and the bonus has a value. A bonus of 0 points or $0 sends nothing, and a **Voucher** bonus needs a service chosen. Patients who joined in the app before you turned the bonus on do not receive it.

## Frequently asked questions

### How much is a point worth in Velarya?

One hundred points are worth $1.00 of wallet credit, so each point is worth $0.01 for every patient, members included. Points from the Earning Rule, a membership plan, a sign-up bonus or a birthday gift all convert at this rate. You decide how generous the program is with the Earning Rule: 5 points per $1 gives 5% back.

### Do members earn points at a different rate?

Yes, on every plan. Each membership plan has its own Member points earning rate, set on the plan in Memberships. A member earns at their plan's rate or the Earning Rule, whichever is higher, so joining a membership never lowers the points a patient earns.

### Can I change the earning rate later?

Yes. A new Earning Rule applies to every point award made after you select Save, so you can run a higher rate for a season and bring it back down later. Points a patient has already earned stay on their balance, and each point is always worth $0.01 of wallet credit.

### Where can I see the points patients have earned?

In the Point Ledger at the bottom of the Rewards Program page, newest first, with the patient and the order behind each award. It lists the point awards, adjustments and redemptions at the location chosen in its location menu, which starts on yours, plus practice-wide awards such as the sign-up bonus. For one patient, open them in Clients: their profile shows their Rewards balance in points next to their Wallet balance.

### Who gets the sign-up bonus?

Every patient who joins your practice in the patient app while the Sign-Up Bonus is on receives it once, at the moment they join. That includes patients already in your Clients list who create their app account later. Patients who joined in the app before you turned the bonus on do not receive it.