Databases Functions

This Ongoing Management Guide provides the steps required to maintain, audit, and optimize the Databases (Analytical Views) within the TRIFFT Cockpit. While marketing content lives in the "Content" tab, the Database function is the engine room where raw data is structured for deep insights.

Other functions covered

• Data Export Management: Configuring one-time or recurring CSV/Excel exports for external BI tools.
• Schema Auditing: Reviewing how member attributes and transaction data are mapped for reporting.
• Event Ledger Review: Inspecting raw logs for points earned, burned, or expired to verify financial accuracy.
• Historical Data Imports: Managing the ingestion of legacy data from previous loyalty providers.
• Report Template Maintenance: Updating saved filters and views to reflect current quarterly KPIs.

Action description (Example: Auditing Data Structures and Managing Exports)

1. Navigate to the Analytics/Database Module: Log in to the TRIFFT Cockpit and go to Analytics > Databases (or Exports).
2. Select Data Table: Choose the specific data set you need to analyze (e.g., Member Ledger, Order History, or Coupon Usage).
3. Apply Analytical Filters: Use the query builder to isolate data based on specific date ranges, store locations, or membership tiers.
4. Configure Columns: Select the attributes you wish to include in your view. Ensure custom parameters (like favorite_flavor or acquisition_source) are toggled on if needed for the analysis.
5. Run Consistency Check: Compare the "Total Points Issued" in the Database view against your POS/Shopify total sales to ensure the earn rules are firing correctly.
6. Execute Export: Click Export and select your preferred format. For large datasets, wait for the system to generate the download link in the "Recent Exports" tab.
7. Schedule Automation (Optional): If your team requires weekly reporting, set the current view as a Scheduled Export to be sent to a specific email or SFTP server.
8. Add Testing/Validation Steps: Open the exported file and verify that PII (Personally Identifiable Information) is correctly handled (masked or included) based on your user role permissions.

Ongoing management checklist

• Data Drift Audit: Monthly check to ensure that total members in the "Database" match the active member count in the "Support Center".
• Export Hygiene: Periodically delete old exported files from the "Recent Exports" list to maintain system cleanliness and security.
• Attribute Alignment: Ensure that any new Custom Parameters added to member profiles are also mapped into the analytical reporting views.
• Privacy Compliance: Confirm that members who have requested "Anonymization" no longer appear with PII in newly generated database exports.
• Financial Reconciliation: Quarterly audit of the "Burn Ledger" to ensure point redemptions align with the value of rewards issued in the "Deals" module.
• Integrity Monitoring: Check for "Null" values in critical reporting fields (e.g., store_id) which might indicate a break in the POS/Shopify integration.