Locations

Your stores or branches: geo-notifications, which cards they run, sign-up links, staff, and billing.

The Locations tab under Settings manages your stores or branches. A location is more than an address, it is the unit that ties everything together:

• Scans are recorded against a location, so your analytics are split by store.
• Locations power geo-notifications: a customer’s phone can surface their card when they are near your store.
• Each location decides which cards it runs and generates its own sign-up links.
• Each location is a billing unit on PRO, and can be delegated to a manager (see below).

This tab is available to admins (all locations) and managers (their assigned locations only).

The Locations tab

Each location shows as a card with an Active/Inactive badge, a “Used on N card(s)” line, and Edit, delete and, on every location except the default one, a … menu with Make default (see Default location below). Add Location adds a new one. On PRO the window shows what you pay today and from the next renewal, see Per-location pricing. You can delete a location while its cards are still on. The Delete window checks first: you cannot delete your only location, or your default location. It tells you so before you delete (Add another location first, or Make another location the default first). To delete your default location, first make another location the default, see Default location below. A location that is linked to a POS or has sales history cannot be deleted. Re-link it to another POS branch instead. A POS connection that still has linked locations cannot be removed until they are re-linked. The only exception: it is the last location where one of your cards runs. Then switch that card on at another location first.

If the location is connected to a POS, or has sales history, VEXiON does not delete it (message: “This location is linked to a POS or has history”). Deleting it would cut the sales history and the billing link. If the till or branch was only replaced, link the new branch to the location instead (see POS Mapping below). Only VEXiON support can remove a protected location.

Managers can view and edit their locations, but they cannot add or delete locations, change the team, or use the Delegated Billing toggle.

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Default location

When you have more than one location, one of them is your default location. Its card shows a Default badge. You can move the badge to another location whenever you want.

Only an admin can do this. Managers do not see the menu.

1. Open Settings and the Locations tab.
2. On the card of the location that should become the default, click the … button (More actions).
3. Click Make default.

Make default in the card menu, on a computer

The same menu on a phone

A message says “Nivy is now your default location.” The Default badge moves to that card at once.

After the change

Good to know:

• The … button is not shown on your default location, and not when you have only one location.
• A location that is inactive cannot become the default. Switch it back on first.
• The old default location is a normal location now. You can delete it with the trash button, unless it is linked to a POS or has sales history (see above). Your last location always stays.

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What’s inside a location

Open Edit on a location to manage everything about it:

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Details and geo-notifications

• Location Name.
• Address (search for it), with a map you can drag to fine-tune the exact position, this is the centre of the geo-notification zone.
• Google listing: picking your business from that same address search also connects the store’s Google listing. That is what the review link on your cards uses, so a location without one cannot give its customers a review page. To attach it to a store that is missing it, open Edit and re-pick your business from the search.
• Push Message with an Enable geo-notifications toggle: the message a customer sees when they come near this store (up to 500 characters, for example “Store nearby! Stop by for a discount 🎉”).

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Cards using this location

A list of all your cards, each with an on/off toggle. A brand new location starts with every card enabled, with the hint: “All your cards will be enabled at this location. You can turn individual cards off later in the location settings.” Turn off the ones you do not want available there, rather than switching things on one by one (some integrations manage this automatically instead, so a location they create for you may start with only the one card it needs). This controls which cards are tied to the location, for attribution, for the sign-up links below, and for what the Scanner can actually do at the till: a card that is off here cannot be earned or redeemed by staff working at this location. Two rules keep these switches sensible:

• Every location keeps at least one card. Switching off its last card shows “A location needs at least one card”. If you no longer use the location, delete it.
• Every card keeps at least one location. Switching a card off at its last location shows “The card … must stay on at least one location”, with two ways out: Pause card (new customers can no longer join, current members keep using it) or Archive. A paused or archived card that still has members keeps one location too, so they can use what they collected.

Switching a card off at its last location

Running a seasonal or temporary card? Pause it when the season ends instead of switching it off everywhere. Members keep their stamps and points, and you can switch it back on next time.

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Registration Link

For each card you have enabled above, this section gives you a location-specific sign-up link, so customers who join at this store are attributed to it. For each enabled card you get:

• Share: opens the Share window with this location already picked. Download the QR code, the poster, the social story or the stickers for this store, see Sharing & Enrolling Customers.
• Copy Link: the link to share online, in an email, or on social media.

Gift cards link to their purchase page, every other card to its sign-up page.

The Registration Link section only appears once you enable at least one card for the location (“Enable cards above to generate signup links”). Each link is tied to that card and this location.

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POS Mapping

If a POS integration is connected, this links the location to the right POS place so sales sync to the correct store. It shows “No POS system connected” until you set one up.

Connecting a POS and mapping its branches works on a computer only, and only for admins. A new POS branch that becomes a location is paid by you, the owner. Delegate it to a manager afterwards if they should pay (see Delegated billing). A branch or till that is not mapped yet keeps giving points, with the same rules as your other locations. If it is still unmapped after 28 days, VEXiON adds it as a new location.

Changed till or branch in the POS? Sometimes a branch in your POS is replaced by a new one (for example a new till or a new branch id). VEXiON then shows the new branch in the mapping window with a Check badge and by default offers Link to existing location, with the location it replaces already picked. Keep that choice to keep the sales history of the location. Choose New location (a different shop) only when it really is a different store. A linked location shows the Check badge until you click Confirm on it.

A replaced POS branch waiting for your check

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Team & Billing

• Team: the staff assigned to this location, shown as chips with their role (for example “Anna · Scanner”, “Peter · Manager”). Assign people here or from the Team tab.
• Delegated Billing toggle: when on, the assigned manager pays for this location independently through their own subscription. See Delegated billing.

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The many ways to add and delegate a location

VEXiON gives you several routes to the same result, use whichever fits how you are working:

To add a location:

• Locations tab → Add Location.
• Billing tab → Locations card shows the price per location and your next payment. See Per-location pricing.

To delegate a location to a manager:

• On the location itself: open Edit, assign the manager under Team, and turn on Delegated Billing.
• When inviting a manager: on the Team tab, invite them as a Manager, assign their location(s), and choose which of those to delegate.

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Locations and your plan

VEXiON cards ONE includes one location. On PRO, you can run multiple locations, each priced on a graduated scale. On ONE, the Add Location tile says VEXiON ONE allows 1 location and offers Upgrade to PRO. On PRO there is no fixed limit: when you add a location beyond the number you pay for, the Add Location window shows the price you pay today and the price per location. If your bank asks you to confirm the payment, you confirm it in the same window, and the location works at once. A payment you leave open appears on the Billing tab, see Per-location pricing. Accounts billed through Shopify or on a plan managed by VEXiON see a Contact us prompt to add more locations.

For how per-location billing is priced, see Per-location pricing. For the full franchise / delegation mechanics, see Delegated billing.