Managing Loyalty Clients: Deactivation & Deletion
Overview
This guide walks you through two distinct client management actions within the Loyalty module — Deactivating and Deleting a client record. Understanding the difference between these two actions is critical before proceeding, as they carry different operational and data consequences.
| Action | Data Impact | Reversible? |
|---|---|---|
| Deactivate | Record is retained in the database; marked as inactive | ✅ Yes — can be reactivated anytime |
| Delete | Record is permanently removed from the database | ❌ No — cannot be restored |
Important: Only use the Delete action when you are certain the client record is no longer needed. This operation is irreversible.
Decision Guide: Which Action Should I Use?
Use this reference to determine the appropriate action:
- Temporarily suspend a client (e.g., fraud review, account freeze) → Use Deactivate
- Client enrolled by mistake / duplicate record → Use Delete
- Client requests account removal (data erasure/PDPA compliance) → Use Delete, after verifying applicable data retention obligations
- Seasonal or promotional client pause → Use Deactivate
Deactivating a Loyalty Client
Deactivating a client suspends their access to loyalty transactions without removing their record from the system. This is the recommended approach when a client's status is temporarily invalid or under review.
Steps:
- Log in to the Xilnex Portal at https://portal.xilnex.com/
- Navigate to Customer Engagement from the main menu.
- Select Clients.
- Use the search bar to locate the client. The following identifiers are supported:
- Email address
- Client Code
- Client ID
- Mobile Number
- Client Name
- Double-click on the target client record to open the Client Configuration panel.
- Uncheck the Active checkbox to mark the client as inactive.
- Click Save to apply the changes.
Outcome: The client record remains in the database with an inactive status. The client will be excluded from all transaction flows until reactivated.
Deleting a Loyalty Client
Deleting a client permanently removes all associated records from the system. This action should only be performed when the client data is confirmed as redundant, erroneous, or no longer required in compliance with your data retention policy.
Steps:
- Log in to the Xilnex Portal at https://portal.xilnex.com/
- Navigate to Customer Engagement from the main menu.
- Select Clients.
- Use the search bar to locate the client using any of the supported identifiers (email, client code, client ID, mobile number, or client name).
- Double-click on the target client record to open its details.
- Click the More button located at the top-right corner of the record.
- Select Delete to permanently remove the client.
Outcome: The client record is irreversibly purged from the database and cannot be recovered through any system mechanism
Related Articles
Creating and Managing a User Role
What are User Roles? User roles define a specific set of responsibilities and permissions assigned to a person or group within the organization. They determine what actions a user can perform and what information they can access, ensuring that each ...Managing a User Role Permission Settings
What is User Role Permission Setting User Role Permission defines the access rights and actions that a role can perform within the X3 Portal. By configuring these permissions, administrators can control which features, modules, or data each role is ...Creating a New Username in Xilnex Portal
How to Create a New Username in Xilnex Portal A new username can only be created by an existing user within the company. (Rest assured, permission settings are in place to control who has the privilege to create accounts, preventing any unauthorized ...Deleting a Store in Xilnex Portal
How to Delete a Store in Xilnex Portal 1. To delete a store, go to [System Configuration] in the menu bar and select [Store Management]. 2. Select the store you want to delete. 3. Select [DELETE]. Important Note: Once a store is deleted, this action ...Creating a New Store in Xilnex Portal
How to Create a New Store in Xilnex Portal To create, edit, or delete a store, go to [System Configuration] in the menu bar and select [Store Management]. The system will display a list of stores accessible to your account. Create a New Store 1. ...
Recent Articles
11.0 Referral Program
The Referral Program module helps businesses grow their customer base organically by incentivising existing members to invite friends and family to join the Xilnex Loyalty App. Both the referrer (existing member) and the referee (new user) receive ...10.0 Push Notification
The Push Notification feature enables businesses to communicate directly with their customers through real-time alerts delivered to the app. It is the most direct channel available within the Xilnex Loyalty ecosystem for reaching members instantly. ...9.0 Store Location
The Store Location module helps members find your outlets quickly through an interactive map and store listing embedded within the Xilnex Loyalty App. This feature reduces friction for customers looking for the nearest branch and drives foot traffic ...8.0 News
The News module allows businesses to publish announcements, promotions, and campaign updates directly within the Xilnex Loyalty App. It acts as a built-in communication hub that keeps members informed and connected with your brand's ongoing ...7.0 Gift Cards
The Gift Cards module allows members to send digital gift cards loaded with stored credits to friends or family — directly through the Xilnex Loyalty App. Gift cards are delivered via SMS or email and redeemed in-app, with no physical card required. ...
Popular Articles
Basic - How to create a voucher-coupon
Voucher and coupon definition Voucher can be generated in bulk and can be used once Coupon can only be created one at a time (reusable code) and can be use multiple times Pre-voucher / coupon setup There are 2 things need to be prepared before we can ...Understanding DuitNow QR Payment in ClassicPOS
Introduction This document introduces the DuitNow QR payment feature available in the Xilnex Retail POS, enabling merchants to accept payments conveniently through Malaysia's national QR payment standard. The integration of DuitNowQR simplifies the ...Basic - How to change custom cost to another branch that don’t have custom cost
Change custom cost to another branch that don’t have custom cost 1. Get the item list from the location with custom cost (Item Code, Name, Custom Cost) 2. Make sure the Show Location Price are selected 3. Export the item list in Excel 4. The file ...Intermediate - How to Bill & Post to Sales from Transfer Note
1.0 Purpose A bill is required from transfer note when an inventory transfer involves financial transactions, cost allocation, or compliance with tax and accounting regulations. It is used when stock is moved between outlets that operate as separate ...Basic - How to enable E-Receipt Portal and QR Code Setup on Printing format in Xilnex
Enable E-Receipt Portal Enable the E-receipt functionality Once Enabled, you will be getting the E-Receipt portal link Continue under Theme & Styling, enabled for the E-Invoice (LHDN) You can customize the look and feel of the E-Receipt portal ...