Loyalty groups

A loyalty group is a shared wallet for a club, team, class, or academy. The group holds its own balance in one of your store credits, and customer administrators manage it for the members. You create the group, decide who belongs to it, and follow how its balance moves.

How groups work

Term	What it means
Group wallet	The group's own balance, held in the store credit you pick when you create the group.
Master account	Every group gets its own master account. It holds the group balance and belongs to the group, not to any one customer. You can open it like any member profile.
Administrator	A customer who manages the group from their wallet: sends points from the group wallet to members, approves requests, and invites members. Every group starts with one administrator.
Member	A customer who belongs to the group.
Invitation	An invitation tied to a customer's email address. The customer accepts or declines it in their wallet and joins as a member or an administrator.

What customers do in the wallet

Customers manage groups from the Groups block in your wallet. To add it, open Design, click Edit on the Wallet module, open the blocks list for the screen where it should appear, for example Home Screen Blocks, click Add new item, and set Block Type to Groups. The block lists the customer's groups and their pending Group invitations, and lets them search for public groups. Clicking View on a group opens the group screen; its blocks are arranged under Group Details Screen in the same editor.

Who	What they can do
Administrator	See the group balance and each member's balance in the group's store credit. Send points from the group wallet to one or more members, up to 100 at a time, in whole points. Approve or decline members' point requests. Invite member by email, resend or cancel pending invitations, and remove members. Accept or decline requests to join. Donate their own points to the group.
Member	See the group balance and the list of members. Request points from the group, with an optional note, when you allow it. Donate points from their own balance to the group. See the group's transfer history.

Administrators invite and remove members only. Inviting administrators, changing roles, and removing administrators are done from the group page in the Toki app.

Points sent from the group arrive in the member's own balance right away and show in their transaction history as Received from the group name.

How the group wallet is funded

The group wallet fills up in two ways:

You add points. Open the group, click Open master account, and credit the master account's balance the same way you would for any member. See Adjust a member's balance.
Members donate. Any member or administrator can move points from their own balance into the group wallet with Donate points.

The master account has no email address and places no orders, so purchases and activities do not add to the group wallet.

Open the Groups page

In the Toki app, click Groups in the left navigation.

The Groups page lists every group with its Group name, current Balance, the Store credit it uses, and its Status (Active or Archived). Click a row to open the group.

Create a group

On the Groups page, click Create group.
Under Group details, fill in the fields below.
Click Save.

Field	What it does
Group name	The name of the club, team, or academy. Required.
Store credit	The store credit the group wallet holds its balance in. Required. If you run more than one store credit, pick the one this group should use.
Initial administrator email	The email of the customer who will administer the group. Required, and it must be a valid email address.
Allow members to request points	Lets members ask the group for points from their wallet. An administrator approves or declines each request. Off by default.
Visibility	Private (the default) keeps the group out of customer search. Public lists it under Find groups in the wallet for customers who are not members yet.
Joining	Invite only (the default): customers join through an invitation. Approval required: customers can click Request and an administrator accepts or declines. Open: customers join right away with Join.

Toki confirms with Group created and takes you back to the Groups page. Open the new group to invite more people.

The initial administrator does not join right away. Toki creates an invitation for that email with the Administrator role, and the customer accepts it in their wallet within 7 days. Until then, the invitation sits in the group's Invitations table, where you can resend or revoke it. If the email is not in your program yet, Toki creates a member for it, so the invitation is waiting when that customer signs in.

The group page

Click a group to open its page. The page title is the group's name. The cards on the right show the wallet and the Shopify Company connection; the cards on the left hold the settings, people, and transfer history.

Group wallet

The Group wallet card shows the group balance and a status badge (Active or Archived). Click Open master account to open the group's master account as a member profile. See Member profile for what you can do there.

Group details

Under Group details, you can rename the group, change its Store credit, and adjust Allow members to request points, Visibility, and Joining. The group balance must be zero before its store credit can be changed. Click Save in the bar at the top to apply your changes, or Discard to revert them.

Members and administrators

The Members and administrators card lists everyone who has joined the group.

Column	What it shows
Member	The customer's name and email.
Role	Administrator or Member.
Balance	The member's own balance in the group's store credit.
Joined	The date the customer joined the group.
Actions	Change the role or remove the member.

To change a role, click Make admin to turn a member into an administrator, or Make member to turn an administrator back into a member. The change applies right away. A group always keeps at least one administrator, so the last one cannot be turned into a member or removed.

To remove someone:

Click Remove in their row.
In Remove member?, click Remove to confirm.

The customer leaves the group. Points already transferred to them stay in their personal balance.

Invitations

Use the Invitations card to bring customers into the group.

Enter the Customer email.
Pick a Role: Member or Administrator.
Click Send invitation.

Toki confirms with Invitation sent. The customer sees the invitation under Group invitations in the wallet's Groups block and clicks Accept or Decline there. Toki also sends a Toki Loyalty Group Invitation Sent event to your connected integrations, such as Klaviyo, so you can email the customer from there.

An invitation stays valid for 7 days. The table below lists every invitation still waiting for an answer, with its Email, Role, and the date it Expires. Click Resend to give it a fresh 7 days, or Revoke to cancel it. Once a customer accepts, they appear under Members and administrators. An invitation that runs out drops off the table; send a new one if the customer still wants to join.

Recent balance transfers

The Recent balance transfers card shows the points transfers made in this group: Sent by, Recipient, Amount, and Date. Use it to see who received points from the group wallet and when.

Connect a Shopify Company

If you sell B2B through Shopify, you can link a group to a Shopify Company. Group membership changes then sync to that Company, so your group members and the Company's contacts stay in step. Connecting a Company needs Shopify B2B on your store. See B2B on Shopify for details.

The sync works in both directions:

Every member of the group becomes a contact of the Company. Toki uses the member's Shopify customer record, and creates one when needed, which is why a member needs an email address to sync.
When you or an administrator removes a member, Toki removes their contact from the Company.
Changes made in your Shopify admin flow back. Adding a contact to the Company adds that customer to the group as a Member (or with the role of their pending invitation, which then counts as accepted). Removing a contact from the Company removes the member from the group.
When you connect a Company or click Sync, Toki also brings the Company's existing contacts into the group as members.
Roles stay in Toki. Make admin and Make member change nothing in the Company.

A customer can belong to one Company-linked group per store. Inviting or adding someone who is already in a group linked to a different Company stops with the message Customer already belongs to another Shopify Company.

To connect:

Open the group.
In the Shopify Company integration card, pick a company under Shopify Company (optional).
Click Connect.

The card now shows the Company's name and a status: Active, Error, or Disconnected. If a sync ran into a problem, the status reads Error and the card shows what went wrong.

Button	What it does
Sync	Sends the group's current membership to the Company again. Toki confirms with Shopify Company sync queued.
Disconnect	Stops future syncs. Confirm in Disconnect Shopify Company?. The Company, its existing contacts, and all Toki group data stay unchanged.

If the card shows Shopify Company access required, Toki needs permission to manage companies in your store before it can connect one. Chat with us and we'll set it up with you. If it shows Shopify Companies are unavailable, confirm that B2B is available on your Shopify store and try again.

Archive a group

When a club or academy wraps up, archive its group.

Open the group.
Click Archive group at the top of the page.

The group is archived right away and Toki confirms with Group archived. The page shows This group is archived and its settings and actions become read-only. On the Groups page, the group's status reads Archived.

The group balance stays on the master account, which you can still open from the group page, and members keep the points they already received. Transfers, donations, point requests, and invitations stop for the group. Archiving is permanent from the Groups page; if you need a group back, chat with us and we'll set it up with you.