The Customer module provides you with tools to manage customer information. Customer records are necessary if your site uses waivers, season passes, etc., but are useful to have in any circumstance.
Access Customer Setup
Both of the following sets of instructions will let you access Customer Setup, where you can add new customers and make changes to existing ones.
- From Manager Console, click Customers.
- Double-click Customers.
- From the POS, click the Cust Maint button at the bottom.
After adding a customer, as described above, you can enter a variety of information about them from this window. The information on each tab is described below.
The General tab contains basic customer information, such as name and contact information and an automatically generated Customer Key to identify the customer. Aside from standard contact information, there other fields that may require additional explanation below.
- Customer Type: This is a customizable designation for customers such as individuals, groups, or organizations. The first three contact fields might change depending on what you select for this field.
- Waiver History: This provides information about a customer's record regarding their waivers.
- Audit Info: Provides a history of changes made to the customer’s information, starting with the last change and continuing to the customer's creation. Each edit has a date and time and documents the employee who made the change.
- Scramble and View Customer Record: These buttons allow you to scramble customer information and view their information respectively, in compliance with GDPR.
The Address tab lets you record the customer's mailing and physical address. The Use Custom Address check box removes most of the extra fields and lets you write it manually in a single text box.
The Copy Address button opens the customer search window where you can search for and select a customer whose address you want to copy to the current record.
Copy From Above copies the mailing address to the physical address if they are the same.
The Info tab contains other information about the customer including visit data, rewards program and winnings data, total money spent, credit details, alternate contact information, and communication preferences.
You can modify the customer's Reward Points and Winnings by clicking Modify next to each field. You can also click the pencil icon to change the rewards program a customer is in and the program start date.
The remaining fields are for alternate contact information, a Tax Exempt ID, which you can use to remove taxes for purchases including in the POS, communication preferences, and a button to Reset Game Stats.
Communication settings can reflect a customer's preferences, including whether they want to opt out of any types of marketing. Customer Ad-Hoc Reports have filters for this information and you can get a summary of it in the Business Intelligence Tool.
The Relationships tab defines parent/child relationships between customers. The top half of the tab is for associating customers who are parents of the current customer, and the bottom is for customers who are children of the current customer.
Clicking either Add A New Parent Relationship or Add A New Child Relationship will bring up a customer search field. After selecting a customer, they will be added to the appropriate section, and their entry will display their name and relationship to the current customer.
For parent relationships you can also choose Guardian, Auth Pickup For, Contact, or Other if these terms are a better fit.
For child relationships, you can also choose Dependent, Auth Pickup For, Contact Of, or Other if those fit better.
Each relationship also has the following buttons:
- Notes: This button opens a window to add more details about the relationship. When an entry has notes, the button will appear yellow.
- Search: Prompts a customer search window, to select a different customer for this relationship.
- Remove: Deletes the parent/child association.
- Go To Customer: Saves any changes made to the current customer and open the linked customer’s record. This requires a confirmation, so you don't leave the current customer by accident.
The Cards tab lists each player/gift card associated with the customer, including its number and whether it is active. There is a Credit Linked field to show any credit cards linked to it. There is also a Delete button to remove lost or discontinued cards, and a Card History button to see usage history of the player/gift card. At the bottom is the Add Card Number button, which can add additional cards to the customer account if they are swiped or manually entered.
The Passes tab lists any passes the customer has on file, which you can filter by whether they are active. Each pass displays its Description, Status, Expire Date, and its # Of Uses.
You can expand any pass to see its Date Issued, Uses Today, Days Used, Buddies Used, Buddies Today, and Reprint the pass if necessary. Below this, you can Change the Issue Date, Suspend/Release the pass, or Cancel the Pass.
This tab is used to display and add a picture of the customer, which you can acquire by clicking Edit... and taking one with a web cam or uploading an image file. If you are using Advantage Kiosk, you can also capture the picture from its camera when a customer takes one.
You can Delete the picture or, if you have a card printer attached, you can print a customer ID card by clicking Print Card.
This tab lets you add up to three Emergency Contacts. Select Custom from the Emergency Contact field to manually enter the information or select Link To Customer, if you want an existing customer to serve as the contact. Clicking the magnifying glass icon lets you search for and select that customer.
In contrast, if you click Copy Contact Info From Another Customer, it will copy another customer's Emergency Contacts to this record.
This tab lets you manage the customer's accounts receivable and contains the same basic functions as accounts accessed via Manager Console or Groups.
This tab has options for entering various types of notes about the customer and it will display in yellow if notes exist. At the top, General Notes, and POS Notes fields are available to enter overall notes that don't have a time or employee attached.
Clicking Add a New Note adds a new line to the table below, which will record the time and date it was added and who added it under the Created On/By column. Future changes to the content of the note will be recorded in the Modified On/By field.
Custom Fields Tab
On this tab you can enter or select a value for any Custom Fields you have set up.
The sales tab gives a history of customer sales, which you can filter By Date Range or you can choose to Show All sales data. You can see the date, item, and quantity information for each and expand it to view the receipt from the transaction or copy the receipt number to the clipboard.
This tab will appear differently depending on if you are using Legacy Memberships or the new Advantage Memberships. The below displays the button you click in Advantage Memberships to access the customer's information.
Once you click the button, the customer's membership information will open in a new window as displayed below.
Credit Cards Tab
This tab lists any tokenized credit cards the customer has if they are using Legacy Memberships.
This tab lists any class information for the customer including its Class Date/Time, Description, Instructor, Purchase, Date/Time, and Status. You can filter to view only Future Classes or All classes, including past classes.