Customers
How customer records are created at the till, how to add and edit them by hand, and what their profile tells you about spend and loyalty.
Records build themselves at the till
Any order that carries a phone number creates or updates a customer record for the organization — there is no extra step at checkout. The phone number is the identity: one number is one customer, at every branch you run.
The phone number is the identity. Enter it the same way every time, or one shopper becomes two records with two half-balances.
Read this diagram as text
- Order placed → Phone number on the order?
- Phone number on the order? → Recorded as a walk-in (no)
- Phone number on the order? → A customer with that number already exists? (yes)
- A customer with that number already exists? → New customer created (no)
- A customer with that number already exists? → Existing record used (yes)
- New customer created → Order count and total spent updated
- Existing record used → Order count and total spent updated
- Order count and total spent updated → Points earned once the order settles
Capture the number consistently
Enter phone numbers the same way every time. A number saved once with a leading zero and once in +254 form is two customers, two loyalty balances, and a shopper who feels forgotten.
Add or edit a customer
Dashboard → Customers
Open Dashboard → Customers.
Create a customer, or open an existing one to edit.
Fill in the details.
Name and phone are required; email and notes are optional.
Save.
- Namerequired
- Who they are.
- Phonerequired
- Their identity across the organization. Two customers cannot share one number.
- Emailoptional
- Used to send them a receipt by email.
- Notesoptional
- Preferences, allergies, account arrangements — anything staff should know.
Reading the customer list
- Search by name, phone or email to find someone while they are standing in front of you.
- Each row shows their order count, total spent and loyalty points.
- Opening a customer shows their profile and history in a side panel.
- Loyalty balances update as orders settle and are reversed when an order is refunded.
Handling customer data
- Customer details are only visible to signed-in members of your organization.
- Receipts go to the address entered on the order — check it before sending.
- Only collect what you will use. A phone number earns loyalty; a home address in a note usually earns nothing.
- Removing a member's access removes their view of your customer list immediately.