Use the Operator Workspace

Use the Operator workspace during customer service to work with visits and rewards for one company.

Before you start

Ask your administrator for:

the operator login URL on the company’s own domain, ending in /operator/login;
the email address assigned to your operator account;
access to that email inbox, or the temporary password if your company uses password sign-in.

Always use the correct company domain. An account without a role for that company is denied access.

Email code is selected by default.

Open the operator login URL supplied by your administrator.
Enter your operator email and select Send code.
Open the email sent to that address.
Enter the six-digit value in Code from the email.
Select Login. The operator Dashboard opens after Frequenta confirms your role for this company.

Select Use a different address to return to email entry and request a code for another address.

Select Password, enter the operator email and the temporary password supplied by the administrator, and then select Login.

If the password is unavailable, return to Email code. The operator login page has no password-reset action.

Understand the Dashboard

The header shows your company’s name followed by Operator Panel, and the signed-in email below it. The Dashboard contains:

Add Visit for recording or checking visits;
Redeem Reward for a reward identifier;
Recent Activity for the last ten events recorded anywhere in this company, including a kiosk;
Scan QR for opening the camera scanner;
the sound control in the header, described below;
Logout at the bottom of the page.

Turn on sound at the start of a shift

A kiosk redeems a reward on its own and then has nobody standing at it, so the Dashboard announces the redemption for you: a message naming the reward and the customer, and a fanfare loud enough to be heard away from the counter. The message appears whether or not sound is available; the fanfare is what reaches you when you are not looking at the screen.

Browsers refuse to play sound until someone taps the page, and put it back to sleep after a long idle period. The control in the header is that tap, and it is also the only honest indicator of whether the next fanfare will be heard:

Sound on — the next redemption will be announced aloud;
Allow sound — sound is wanted but the browser is waiting for a tap. Select the control once. It plays a short beep, which also confirms the device is not muted;
Sound off — you turned it off. Redemptions still appear as a message that stays on screen until you dismiss it.

Select the control once at the start of every shift, and again if it returns to Allow sound after the device has been idle. Your choice is remembered on that device.

Record a customer visit

In Add Visit, enter the customer’s program phone number.

Type 10 to 15 digits. Spaces, a leading +, brackets and dashes are ignored, so +1 900 000 0001 and 19000000001 record the same customer. Anything shorter than 10 digits or longer than 15 is rejected with Enter a valid phone number: 10 to 15 digits, and no visit is recorded.
Select the correct action:
- Regular Visit — record a regular visit;
- Free Visit — record a free visit, paid for by a reward the customer earned;
- Check Visits — view the customer’s current progress without recording a visit.
Read the confirmation or error message.

Check Visits reports whether the earned reward is available. Otherwise, it shows the customer’s current progress and the number of visits remaining, and it names how many rewards of another kind the customer is holding.

A phone number with no account yet is reported differently. Add Visit confirms that the visit was saved for an unregistered phone and will be credited once the customer registers. Check Visits states that the number is not registered and shows how many visits are being held. Recent Activity records these as Held until registration.

If the customer is not found during a check, the page asks for the customer to register first. Do not repeat a visit action until you know whether the previous attempt succeeded.

What a free visit costs

Free Visit spends the reward the customer earned for their visits — the one the business named in its program settings. It never spends a prize won on the wheel: a discount, a points prize or any other coupon stays with the customer.

If the customer has not earned that reward yet, the free visit is refused and the message names how many regular visits are still needed. When the customer is holding prizes of another kind, the same message says so. Those are redeemed in Redeem Reward, by scanning the reward QR from the customer’s screen, not by Free Visit.

A visit recorded for a phone number that has no account yet is held against that number. When the customer installs the app and registers with the same number, the held visits move to their account automatically, keeping their original dates. Held visits do not earn a free wash until the customer registers, so tell the customer to install the app if you see the not-registered message.

Scan a customer or reward QR code

Select Scan QR.
Allow camera access when the browser asks. The scanner requests the rear camera.
Position the QR code inside the frame and wait for automatic detection.
Frequenta returns to the Dashboard and fills one field:
- a customer QR fills Phone Number with the phone number of that customer’s account. The customer app’s QR code carries an account code, not the phone number itself, so the number is looked up in your program;
- a reward QR fills Reward ID.
Review the filled value and select the required Dashboard action. Scanning alone does not record a visit or redeem a reward.

The scanner accepts a supported customer QR, a supported reward QR, a phone value containing 10–15 digits, or a reward UUID. An invalid QR displays Invalid QR code and resumes scanning after a short pause. A customer QR from another program displays Customer not found; enter the customer’s phone number on the Dashboard instead.

If the camera does not start, the scanner names the reason; select Try again after fixing it, or Go to Manual Entry and enter the value on the Dashboard. Detailed camera recovery belongs to Operator Troubleshooting.

Redeem a reward

In Redeem Reward, enter the reward UUID or scan the reward QR.
Confirm that the identifier belongs to the current customer action.
Select Redeem Reward.
Wait for Reward redeemed successfully! or an error message before continuing.

A reward can only be redeemed by an account that holds an active operator or administrator role in the company that issued it. If yours does not, the redemption is refused and no reward changes state. Ask your administrator to check your operator access before retrying; repeating the redemption will not change the outcome.

If the program has been suspended, redemption is refused and says so. A suspended program records no new activity of any kind: visits are not added and rewards are not redeemed, including rewards that were issued before the suspension. Retrying will not change it — tell the business administrator.

Reward not found means the identifier does not match a reward issued by this company. Re-read the identifier, or scan the reward QR instead of typing it. A reward that has already been used reports its current status rather than being redeemed a second time.

Without an internet connection

The Operator Dashboard needs a live connection to record anything. When the device loses network access, a No internet connection banner appears, and Regular Visit, Free Visit, Check Visits and Redeem Reward are disabled. Nothing is queued on the device: a visit or redemption that was not sent was not recorded. The buttons return with the connection; record the pending actions then.

The Operator Dashboard has no offline mode and caches no screens, so a page that is showing is never an old copy of a result.

Review Recent Activity

Recent Activity shows the last ten events recorded for this company: visits counted, accruals held for an unregistered phone, and rewards redeemed. It reads them from the record itself, so it includes what a kiosk did while nobody was standing at it, and it survives a refresh and a change of shift. Each line is stamped you or another device, so you can tell your own work from work you are being called to finish. The list refreshes about every ten seconds, and immediately after an action you take here.

Looking a customer up with Check Visits does not appear: a lookup changes nothing and is reported by the message shown at the time. A refused action does not appear either, for the same reason.

Sign out

Select Logout at the bottom of the Dashboard.
Wait for Logged out successfully and the operator login page.

Sign out when another person will use the same device.