How Barcodes and QR Codes Work

How Barcodes Work

What Are Barcodes?

Barcodes and QR codes can be added to a customer's profile, specific membership, or subscription using either System IDs or External IDs (e.g., Member Number or Customer Number from your POS system).
  1. System IDs generate a barcode or QR code but cannot currently be used to retrieve a customer record within our system.
  2. External IDs generate a barcode or QR code that, when scanned, pulls up the corresponding customer or member record in your system.
This allows seamless integration with your POS or other external systems for quick customer lookup.

Setting Up Customer Profile Barcodes or QR Codes

  1. From the Quick Start Page in your admin dashboard, click Customer Dashboard.

  2. A new tab will open up. On the next page, click Settings.

  3. You will see three options - Stripe, Organization and Customer Settings - click on Customer Settings.

  4. On this page, there are two tabs: Fields, and Barcode, click Barcode.   
  5. On this Tab, you can decide to enable an Optional barcode or QR code to display on your Customers Profile.
  6. Toggle on the Display barcode on profile. To set the following information: 

    2. Barcode Type, how do you want to present the data: 
      1. Barcode: a machine-readable code consisting of parallel lines or patterns that store data for quick identification and scanning.
      2. QR Code: a square-shaped, machine-readable code that stores data and can be scanned to quickly access information or trigger actions.
    3. Data Source, where does the information come from that will generate the barcode or qr code on the customer's profile. 
      1. Customer ID: Gallus’ system-generated ID for the customer. 
      2. Customer External ID: Your system's generated ID for the customer. 
    4. Display barcode text (optional), will allow the data source value below the Barcode or QR code. 
  7. Hit Save, depending on the Data Source the Barcode or QR code will either be immediately visible or will require you to manually enter External IDs for customers in their Customer Record. 

Warning
Important: When importing customers for the first time, you can include their External ID. However, any future imports will only add new records—existing customer records will not be updated automatically. To update an External ID for an existing customer, you will need to manually edit their Record. This also applies to customer-generated accounts.

Setting Up Membership Barcodes or QR Codes

Info
You must set the optional barcode or QR code for each Membership or Subscription individually.
  1. From the Quick Start Page in your admin dashboard, click Customer Dashboard.

  2. A new tab will open up. On the next page, click Memberships.

  3. Click on the Membership or Subscription you wish to add a Barcode or QR code too.

  4. On this page, scroll down Settings.  
  5. Toggle on the Display barcode on membership card. To set the following information: 

    2. Barcode Type, how do you want to present the data: 
      1. Barcode: a machine-readable code consisting of parallel lines or patterns that store data for quick identification and scanning.
      2. QR Code: a square-shaped, machine-readable code that stores data and can be scanned to quickly access information or trigger actions.
    3. Data Source, where does the information come from that will generate the barcode or qr code on the customer's profile. 
      1. Customer ID: Gallus' system generated ID for the customer. 
      2. Customer External ID: Your system's generated ID for the customer. 
      3. Customer's Membership ID: Gallus' system generated Membership ID for the customer. 
      4. Customer's Membership External ID: Your system's generated Membership ID for the customer, if different than their Customer External ID. 
    4. Display barcode text, will allow the data source value to display below the Barcode or QR code. 
  6. Hit Save, depending on the Data Source the Barcode or QR code will either be visible or you will have to go into your Customers Membership Record and add their External ID. 

Warning
Important: When importing customers into your Membership for the first time, you can include their External ID. However, any future imports will only add new records—existing customer records will not be updated automatically. To update an External Membership ID for an existing customer, you will need to manually edit their Customer Record in the Membership. This also applies to customer-generated Membership purchases.

User Experience 

Customer External ID in Manager

  1. Navigate to Customers. 
  2. On this page, click on a Customer, you will need to scroll down the Info tab to find their External ID that you can manually add or update to generate their Barcode or QR code on their profile in the App.

  3. Click Save to update the Customer record. 

Customer Membership External ID in Manager

  1. Navigate to Memberships.
  2. Open the Membership you wish to view; click on the Customers tab. 
  3. On this page, click on a Customer, you will see their Membership External ID that you can manually add or update to generate their Barcode or QR code in the App. 

  4. Click Save to update the Customer record. 

Barcode or QR Code on Customer Profile

  1. Open the App
  2. Click on Profile Icon
  3. When the customer goes to view their Profile they will now see the Barcode or QR Code generated by the Data Source
      1. First Image: Customer External ID Barcode
      2. Second Image: Customer External ID QR Code
      3. Third Image: Gallus Customer ID Barcode
      4. Fourth Image: Gallus Customer ID QR Code 
Info
External IDs generate a barcode or QR code that, when scanned, pulls up the corresponding customer or member record in your system.

Barcode or QR Code on Membership

  1. Open the App
  2. Click on Card Icon or Subscriptions/Membership Button or Details Screen
  3. When the customer goes to view their Membership Card, Joined Membership they will now see the Barcode or QR Code generated by the Data Source. 
    1. Example: Customer External ID (Barcodes)

    2. Example: Customer Membership External ID (QR Codes)
    3. Example: Gallus' Customer ID (QR Codes)

    4. Example: Gallus' Customers Membership ID (Barcodes)