If your customers are switching to Laundroworks from another laundry card or app payment system, such as CCI, LaundryPay or ESD, you can use Card Conversions to move their existing balances and registration details onto a new Laundroworks Laundry Card. Your customers bring their old card to the store, and you or a staff member use a VAC kiosk with a touch screen to dispense a new Laundroworks Laundry Card loaded with the balance from their old card.
Each old card or account can only be converted once. The LaundroPortal tracks which accounts have already been converted, so the same balance can't be transferred twice.
Setting up Card Conversions takes five steps:
Export your customer account data from your previous card system
Turn on the 3rd Party Card Conversion Policy on each VAC
Create a conversion campaign in the Conversions menu
Upload your customer account data
Convert customer cards at the VAC
Requirements
Card Conversions need at least one VAC kiosk with a touch screen at the store.
If you don't see Conversions in the LaundroPortal menu, contact Laundroworks support to have Card Conversions turned on for your account.
Step 1: Export Your Customer Account Data
The VAC uses the account data from your previous card system to work out how much value to load onto each new Laundroworks Laundry Card. You'll need a full export of your customer accounts from that system.
The file must be a .CSV file. Other file types can't be uploaded.
Most card systems let you download your customer information as a CSV file. If you aren't sure how, contact your previous card system provider.
You'll likely need to rename or reformat some columns before uploading. See Step 4 for the required format.
Keep leading zeros in card numbers
Some card systems use card numbers that start with zeros (for example, 000123456). These leading zeros must be included in the file you upload, or the VAC may not find the correct match when converting customers' old cards.
Spreadsheet apps such as Microsoft Excel often remove leading zeros automatically when you open or save a CSV file. Before uploading, open your final CSV file in a plain text editor (such as Notepad or TextEdit) and check that the card numbers still have their leading zeros.
Step 2: Turn On Card Conversions on Each VAC
Log in to your LaundroPortal.
On the Locations page, click the address of your location.
Click the Wrench icon for the VAC, then click Edit VAC Settings.
In the Edit VAC Settings window, scroll to 3rd Party Card Conversion Policy and check Enabled.
Save the settings, then repeat for each VAC with a touch screen at the location.
Once enabled, a Convert old Card button is added to the VAC's Management menu.
For more on VAC settings, see Value Add Center (VAC) Kiosk Configuration Settings.
Step 3: Create a Conversion Campaign
In the LaundroPortal menu on the left, click Conversions.
Click + Add Conversion Setting.
Fill out the campaign settings described below.
Conversion Enabled
Turns the conversion campaign on or off. You can set up a campaign ahead of time and leave Conversion Enabled unchecked, so it's ready to go but won't convert any cards until you check it.
Conversion Type
Choose the card system your customer data was exported from. The options are:
Cci Fascard
Cci Laundrycard
Cci Flex
Esd Smart Card
General Third Party (use this if your system isn't listed, or if you aren't sure)
Balance Conversion Rate
The rate at which the regular balance on the old account is transferred to the new Laundroworks Laundry Card. This is usually set to 1, a 1 to 1 transfer. For example, a $10 balance on the old account loads $10 onto the new card.
Free Balance Conversion Rate
The rate at which a free dry balance on the old account (if it has one) is transferred to the new card's free dry balance. This is usually set to 1.
Rewards Conversion Rate
The rate at which a rewards balance on the old account (if it has one) is transferred. This is usually set to 1.
Description
A description of the campaign for your own reference. It's only shown in the LaundroPortal.
Advertisement
The message shown to your customers on the VAC while a card conversion is carried out.
Locations
If you have more than one location, choose Select locations from list and pick the individual locations this campaign applies to, or choose Select all locations.
The locations you apply this campaign to will be the locations customers can visit to have their old Laundry Cards converted to Laundroworks Laundry Cards.
When you're done, click Save at the bottom of the page.
Note: After the campaign is saved, you can change every setting except the Conversion Type. If you chose the wrong Conversion Type, uncheck Conversion Enabled on that campaign and create a new one. Conversion campaigns can't be deleted.
Step 4: Upload Your Customer Account Data
You can upload your customer data once the conversion campaign is saved.
Open the campaign from the Conversions menu.
Under Account Conversions, check the File Parameters next to the Upload CSV File button. These list the column names the system recognizes, and which columns are required.
Make sure your CSV file's column names match the File Parameters exactly, including upper and lower case.
Click Upload CSV File and choose your file.
Not every column is required. In the example above, only CardNumber and Balance are required. Any extra columns in your file that aren't listed are ignored.
Warnings and errors
When you upload the file, the LaundroPortal checks it and lists any problems it finds.
Warnings (orange): The file can be uploaded, but some rows have unexpected values, and the system will adjust those rows automatically. Each problem row is listed, so you can correct it in your original file. We recommend fixing the warnings and uploading the file again, so every customer's account converts correctly.
Errors (red): The file has a problem that stops it from being used, such as a missing required column, a misspelled column name or text in a number column. Fix the file and upload it again. In the example below, the file had a column named Cardnumber instead of CardNumber.
Tips for preparing your CSV file
A spreadsheet app such as Google Sheets or Microsoft Excel makes it easier to clean up your file. Open the CSV in the spreadsheet app, make your changes, then download or save it as a CSV again.
Check for duplicates: make sure no value appears more than once in the CardNumber column, and that no rows are missing a card number.
Combine first and last names: if your file has separate first and last name columns, combine them into one column called UserName (for example, Bruce and Wayne become Bruce Wayne).
No card numbers? CardNumber is required. If your previous system didn't use card numbers, create a CardNumber column using another unique value, such as each customer's email address or phone number. Then check that column for duplicates.
Keep leading zeros: if your card numbers start with zeros, make sure the zeros are still there before you upload the file. See the note in Step 1.
Keep your spreadsheet after uploading. If the LaundroPortal reports problems, you can fix them in the spreadsheet and upload the file again.
Step 5: Convert Customer Cards at the VAC
Card conversions are done at the VAC by you or a staff member using a Management Card. Customers can't convert their cards themselves.
Insert a Management Card into the VAC and enter a Full Access PIN or Limited Access PIN to open the Management menu.
Tap Convert old Card.
Enter the card number from the old card system and tap Search. This is the value from the CardNumber column in your uploaded file.
If a matching account is found, the VAC shows the old account's details, such as its balance and any registration information from your file. Tap Replace old card with a NEW card.
The VAC dispenses a new Laundroworks Laundry Card loaded with the converted balance, and copies over any registration information from your file. Give the new card to your customer.
The old account is marked as converted in the campaign, so it can't be converted again.
For more on Management Cards and PINs, see Management Card and other System Cards.
Tracking Conversions
To see which accounts have been converted, open the campaign from the Conversions menu and expand Conversion Status. You can filter the list by status (for example, Applied or Pending) to see how many customers' cards have been converted, and click Export to download the list.
Need Assistance?
For help with Card Conversions, contact the Laundroworks support team at support@laundroworks.com or call 1-888-629-8620.