Effectively manage customer and work address records by keeping property details, personal information, and job history accurate and up to date. Add new customers as needed and merge duplicate records to maintain clean and organised data.
Add a Customer
➡️ Go to the Customer tab > Select the desired customer type from the left side of the page.
Enter Customer Details
Type property and customer details into the relevant fields.
Surname will default to ‘Occupier’ if not entered.
Set Preferences and Pricing
Select the advertising source.
Tick/untick communication preferences as required.
In Price books, begin typing the name of the desired price book and select from search results.
Click Add Customer to save the record.
SMS communication preference will not show if the SMS module is inactive.
Communications can be sent manually if the communication preference is not ticked.
Ensure Address Line 1 and Postcode are completed accurately, as they are required for the scheduling engine to function properly.
Add a Work Address
Record the customer’s owned or managed properties for adding jobs, estimates, opportunities and to maintain an accurate property history.
➡️ Navigate to the Customer
Go to the "Work address tab"
Click Add new Work address Or go to Quick links > Add new work address
Add New Work Address and Landlord
Existing Landlord: Click the drop-down field, start typing the landlord's name, and select from search results.
New Landlord: Click Add new landlord, enter the details, and Save.
Enter "Property Details"
Under Address, enter all contact and property details.
Address Line 1 is required.
Surname will default to ‘Occupier’ if not entered.
Set Communication Preferences
Tick/untick preferences as necessary.
Click "Add Work Address".
View Work Address
Work address details will be displayed under customer details in the property dashboard side panel.
The Work Address tab name may differ if customised for a customer type.
Landlord details can only be edited if they are enabled as an invoice address.
Editing a customer
Accurate customer details are crucial for task completion, directing users to correct properties, and maintaining accurate historical records. If any errors are identified or updates are necessary, such as new contact information, customer details should be promptly edited to ensure accuracy.
View/Edit Screen
➡️ Navigate to Customer record > Edit > Amend as required > Save
Edit Options
Amend Customer Details: Surname is required.
Amend Property Address: Address Line 1 is required.
Status: Set to Active/Dormant as appropriate.
Edits affect all historical records.
Setting 'Do Not Work With Again' & Dormant Status
If a customer no longer requires your services, or you decide to stop working with them, use Do not work with again to retain the property history while preventing new jobs, estimates, or opportunities.
Setting the status to Dormant disables automated communications, such as service reminders.
Note: Changing the status to Dormant marks all work addresses as dormant.
Note: Dormant properties won't receive automatic service reminders and are excluded from the ‘View all service reminders’ list.
Invoices can still be issued for open jobs on deactivated customers.
Deactivate a Customer
➡️ Navigate to Property Dashboard
Communications
Add Record
Add New Note
Complete Note Details
Include the reason the customer will no longer be worked with.
Mark as Important & Do Not Work With Again
Toggle both boxes.
Save the Note
Pins the note to the property dashboard.
Edit Property
Status
Dormant
Save
Setting a customer to Dormant also sets all linked work addresses to dormant.
Reactivate a Customer
Navigate to Property Dashboard > Click the pinned 'Important' note.
Edit: Untoggle both Do Not Work With Again and Important.
Save Changes
Edit Property > Status > Active > Save
Other Customer Details
Building Type: Select from the dropdown.
Advertising Source: Start typing and select from the results.
Price Book: Start typing and select from the results.
Creditor Days: Select from the dropdown.
Vacant Property: Choose from the dropdown.
After-Sales Communication: Enable or disable by ticking/unticking.
Third-Party Reference: Update this to link with the accounting package as needed.
Communication Preferences: Set according to customer requests.
Advanced Options
Change Customer Type
➡️ Change Customer Type
Select New Customer Type from Dropdown
Enter Required Information
Click Save
Merge Customer
➡️ Merge Customer
Check out this guide Transfer/Merge Customers
Editing a Work Address
Accurate work address details are essential for completing tasks correctly, ensuring users are directed to the right property, and maintaining accurate historical records.
If a mistake is made or additional occupier contact information is provided, editing the work address ensures details remain accurate.
Viewing & Editing Work Address
➡️ Navigate to work address record
Edit
Make necessary amendments
Save
Landlord
➡️ Existing Landlord
Click the drop-down field
Begin typing the name
Select from search results.
➡️ New Landlord
Add new landlord
Enter details
Save.
Edit Work Address Details
Amend customer details (Surname required).
Amend property address (Address line 1 required).
Set status (Active/Dormant).
Edits affect all historical records.
Other Details
Building Type: Select from the drop-down.
Vacant Property: Select from the drop-down.
After Sales Communication: Tick to enable or untick to disable.
Communication Preferences
➡️ Tick/untick preferences as per the customer's request.