When you open a client, their points live on the Points tab. There you can see how many points they have, give points, mark class attendance, and shop for items. You can also see a quick points summary on the client’s Overview without opening the Points tab.
• On the client Overview — Open the client and stay on Overview. A Points card shows there for a quick look (how many points they have earned, and how many they have spent) so you do not have to click the Points tab first.
• On the client record (Points tab) — Open the client and choose the Points tab. The number on the tab is their current balance. If the balance is below zero (for example -4), CoolFocus still shows that number.
• On the Clients list — You can add columns for Points Balance and Points Earned (90d) so you can sort, filter, and export without opening every client.
Some centers call their store the “boutique.” In CoolFocus the buttons say Points, Give Points, and Shop. Setting up what you can give out (items and how many you have) is done under Points & Inventory — that is inventory setup, not a second points balance on the client.
1. Go to Clients (under Care), or search for the person.
2. Open their client record.
3. Choose the Points tab.
If you do not see Points, you may be on a client type that does not use this tab, or you may need help from an administrator. Ask your admin if you are not sure.
• How many points the client has right now
• Three buttons that show where points came from: Classes & Benefits, BrightCourse, and Shop
• How many points they have earned overall, and how many they have spent
• The date of their most recent points activity (if there is one)
Select one of the three source buttons to show only that kind of activity. Select it again to show everything.
Under the balance is a list of points the client has earned and spent, newest first. It includes classes and benefits, BrightCourse, and shop claims together.
• Use the search box to find something specific.
• Use the three source buttons to narrow the list.
For more about how these sources add up to one balance, see Points Activity: Unified Points Across Sources.
Use this when you want to add points by hand (not from a class or a shop claim).
1. Open the client’s Points tab.
2. Select Give Points.
3. Choose how many points to give (at least 1).
4. Optionally pick a reason and add notes.
5. Select Give Points again to save.
The balance and list update after it saves. If something goes wrong, you will see a message and can try again — CoolFocus will not give the points twice from a failed save.
1. Open the client’s Points tab.
2. Select Record Class Attendance.
3. Choose the class, then the session.
4. Confirm the date and whether they attended.
If the class session already has a date, CoolFocus uses that date so points count on the day the class really happened. If there is no session date, it starts with today and you can change it.
5. If the class awards points, you will see how many (for example “This class awards 5 points”). You cannot change that amount here — use Give Points if you need a different number.
6. Select Record Attendance.
If this client was already marked for that session, CoolFocus will tell you instead of giving points again.
1. Open the client’s Points tab.
2. Select Shop.
3. Choose the center (location) you are shopping from.
4. Enter how many of each item you are giving.
5. Select Validate Cart, fix anything it flags, then Claim Items.
6. If the items cost more points than the client has, CoolFocus will warn you. You can still finish if you confirm — their balance can go below zero.
When a claim succeeds, stock counts go down. Step-by-step shop help (including voiding a claim): Claiming Items With Points.
If Shop says nothing is set up for that center yet, someone needs to add items and stock under Points & Inventory. The Shop button itself is working — the shelf is empty.
What you can see and click depends on your role. An administrator sets this under Settings → Security Settings → User Groups.
In plain terms:
• Opening the client and viewing the balance needs permission to view clients
• Give Points and Shop need extra permission to create checkouts
• Record Class Attendance needs permission to record attendance
• Voiding (undoing) a claim needs permission to update checkouts
If a button is grayed out, hover over it — CoolFocus often explains why (for example “You need permission to give points”). Ask an administrator if your access should be different.
• No Points tab — Make sure you opened a pregnancy-center style client, and that you can open client records at all. Try refreshing the page. Ask an admin if it still is missing.
• Balance seems wrong — Refresh the page. BrightCourse learning points update on a schedule, not instantly. If it still looks off, contact Support with the client name and what recently changed.
• Shop is empty — Add inventory items and stock for that center under Points & Inventory.
• Buttons are grayed out — Your role may not allow that action. Ask an admin to check your user group, then sign out and back in after a change.
• Program list is empty when recording a class benefit, or saving shows "this client is deactivated" — The client's Active checkbox has been turned off. A deactivated client shows a notice on their Overview tab, and no benefit can be recorded for them until they're reactivated. Turn Active back on from the client's Details tab, then try again.
• Claiming Items With Points
• Points Activity: Unified Points Across Sources
• BrightCourse points and learning data
• Programs and Classes
• Client Records and History
