How to create a loyalty program signup form with reward tracking

Turn your customers into repeat fans with an automated loyalty system

In this guide, you’ll build a loyalty program signup form that collects customer info, tracks reward points, and updates balances automatically. Perfect for small businesses, retail stores, or service-based brands that want to nurture loyal customers without extra tools.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your loyalty signup form

Start from your workspace and click + New → Form. You can start from scratch or choose a Registration form
template from the Template gallery.

Or use Magic Create, describe your goal:

“A loyalty signup form that registers customers and tracks their reward points for each purchase.”

Why this matters: every signup automatically adds a new customer record to your loyalty database.
📘 Learn more: How to create any form using Magic Create in Formaloo

Step 2 — Add customer registration fields

Capture customer details to personalize rewards and communication:

• Full name
  
  
• Email address
  
  
• Phone number
  
  
• Birthday (optional)
  
  
• Preferred store location or branch
  
  
• Referral code (optional)
  
  
• Consent to join loyalty program (checkbox)
  
  

💡 Tip: mark the email field as unique so you can track one customer per record.
📘 Learn more: Form editor and field types

Step 3 — Add reward tracking fields

Create fields and variables that record and calculate customer points:

• Current points balance
  
  
• Last purchase date
  
  
• Recent purchase amount
  
  
• Earned points (auto-calculated)
  
  

Example formula:

@earned_points = @purchase_amount / 10  

@new_balance = @current_points + @earned_points

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📘 Learn more: How to add and calculate scores using variable fields

Step 4 — Add logic for dynamic rewards

Use Settings → Logic → Advanced logic to automate reward tiers:

• If new_balance ≥ 500 → Change tier to Gold
  
  
• If new_balance ≥ 1000 → Change tier to Platinum
  
  
• If points > 200 → Send discount code via email
  
  

💡 Pro tip: combine this with “on-update logic” for instant reward emails.
📘 Learn more: How to add advanced logic to your form

Step 5 — Automate signup and reward notifications

Open Settings → Notifications and set up automatic messages:

• To customer: welcome email with current points and next tier info.
  
  
• To admin/team: alert when a customer reaches a new reward level.
  
  
• To customer: automated discount or gift email when points exceed a threshold.
  
  

Use variables like @name, @new_balance, and @tier.
📘 Learn more: How to create and send custom email templates

Step 6 — Add on-update logic to refresh points

When you log new purchases or update customers’ data, use on-update logic to recalculate rewards automatically:

• When purchase_amount updated → Recalculate earned_points and new_balance.
  
  
• When new_balance ≥ 500 → Notify customer about Gold status.
  
  
• When tier changes → Send updated membership card PDF.
  📘 Learn more: What is on-update logic and how it works
  
  

Step 7 — Generate digital loyalty cards or receipts

Create custom PDF templates to automatically generate membership cards or points statements, including:

• Customer name and email
  
  
• Points balance
  
  
• Tier level and expiry date
  
  
• QR code or barcode for scanning in-store
  
  

📘 Learn more: How to generate custom PDFs using templates

Step 8 — Build your loyalty dashboard

In Results → Responses, visualize loyalty data:

• Table view: all customers with points and tiers.
  
  
• Kanban view: group by Membership tier (Silver, Gold, Platinum).
  
  
• Charts: show top customers, total points distributed, or monthly signups.
  📘 Learn more: How to showcase charts based on form responses
  
  

Step 9 — Create a loyalty portal for customers and staff

From your workspace,  create a Loyalty Program Portal.

Add pages such as:

• Join the program (signup form)
  
  
• My rewards (points overview)
  
  
• Redeem rewards (filtered list)
  
  
• Admin view (all members and analytics)
  
  

Set permissions so:

• Customers see only their records and points.
  
  
• Admins or store managers can view and update all members.
  📘 Learn more: How to create a portal and manage users’ access
  
  

Step 10 — Analyze loyalty trends with AI

Enable AI Analyze to surface insights like:

• “Top customers by reward balance.”
  
  
• “Most common reward tier transitions.”
  
  
• “Average time between purchases.”
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Add linked rows to connect loyalty members with purchase or feedback forms.
  
  
• Use Memory Forms so returning members’ data auto-fills for faster updates.
  
  
• Add conditional emails to celebrate milestones like birthdays or tier upgrades.
  📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI
  
  

Example scenario

A customer signs up for your loyalty program and makes a $200 purchase. The form automatically calculates 20 points and updates their balance to 120. When they hit 500 points, Formaloo upgrades them to Gold status, emails a new membership card PDF, and adds them to the “VIP Offers” list in your portal. AI Analyze later shows Gold members spend 30% more per month.

FAQ

1. Can customers check their own points?
Yes, create a portal where logged-in users can see their rewards and tier.

Your loyalty system is live, reward loyalty and build relationships

You’ve built a loyalty signup workflow that tracks points, automates emails, and grows engagement. Keep refining it with portals, PDFs, and AI analytics to make every customer feel valued.
📘 Learn more: How to personalize ending pages and email notifications with AI

Last updated October 2025

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