Managing Customers

The Customers space brings together everyone who has signed up, bought, booked or joined with you: an overview, a searchable list, and a full profile for each person. You can call these people whatever fits your business — customers, clients, members or students — and the word you pick is used across the space.

The first time you open it as the owner, a short five-step setup explains what the space does, lets you choose your word and how people sign in, offers to import a spreadsheet of the people you already have, and ends with a look at the list. You can skip it; everything it asks can be changed later in the space itself.

Overview

The Overview tab shows five figures at a glance: how many people you have, how many joined this week, your sales in your main currency (any other currencies are named beside it, never added in), your returning rate, and how many were active today.

Below that, a leaderboard ranks people by what they have spent, how many orders they have placed, or how often they have visited, over this week, this month or all time. Anyone who has only bought in another currency is listed apart, unranked, so the ranking never mixes currencies. Treat it as a way to notice who your regulars are rather than as an accounting figure. If you need money you can rely on, the order totals on your Shop page are the ones calculated for that purpose.

People

The People tab is your list, searchable by name, email or phone and sorted by lifetime value, 25 people to a page. On a phone it becomes a set of cards.

Filters narrow the list by tag, lifetime value, when someone was last seen, where they came from, whether they asked for your newsletter, and the modules you run. A filter you use often can be saved as a segment, which then sits above the list with a live count. Segments are built from a fixed set of conditions, up to 50 per business.

Tick people to tag or untag them, export them, or delete them. Select all can tag and export, but it never deletes: deleting is always people you ticked by hand, up to 100 at a time, and only an owner can do it, typing the number to confirm.

On a phone, owners and editors tap Select beside Filters, then tap people to tick them: the bar at the bottom tags, exports or deletes them, and Clear ends it. When you aren't selecting, a bar in the same place holds Import, Export and Add, and its Export offers the list or segment you are looking at, or everyone.

Tags are yours to define: up to 200 per business, 20 on any one person, 40 characters each. Renaming or deleting a tag changes it everywhere it is used.

Signing in

The Sign-in tab is where the owner chooses how people sign in on your site: with an email link, a password, or both. One of the two always stays on. You can also write your own wording for the "keep me posted" line shown when someone signs up; each yes or no is recorded with the exact words that were on the screen. A preview shows the account page your customers see.

Import and export

Import a CSV of up to 5,000 people and 5 MB, matching your columns to the right fields as you go. Anyone already on your list is matched by email and updated rather than added twice, and nothing is deleted. Importing never emails anyone and never signs anyone up to anything.

Export goes the other way: everyone, the list or segment you are looking at, or just the people you ticked, with your choice of columns.

A customer's profile

A profile shows the person's name, email, phone and tags at the top, where you can add or remove a tag, alongside six figures: lifetime value, orders, first seen, last seen, where they came from, and whether they asked for your newsletter.

• Timeline — everything the person has done across the modules you run, newest first, grouped into today, this week and earlier: orders, bookings, loyalty stamps, quizzes, lessons, community posts, form messages and waitlist requests (these two matched by their email), access you gave them, newsletter consent, notes, tag changes, emails sent, and merges. A quiz opens to show their answers, in the words of the quiz version they took.
• Notes — private to your team. Owners and editors write them; only the author or an owner can edit or delete one.
• One tab per module you run — Shop (their orders with their stage, and saved addresses), Bookings (upcoming and past), Loyalty (their card and its history), Courses (their progress) and Community (their posts, comments and points). A module that is off has no tab.

Beside these, an About card shows how they sign in, when they last did, the language they read in, how many addresses they have saved, their phone, and when they became a customer. Where you run courses, community, coaching or personal training, an Access card shows what they have access to. The owner gives access by kind or by one of your offerings, with an optional end date, and takes it away again; the rest of the team can see it. If you have analytics on, a Visits card shows how many pages they have viewed and when they last visited.

From a profile you can also:

• Edit their name and phone (owner or editor). Their email is how they sign in, so only they change it.
• Merge another record into this one (owner). You choose which name, email and phone to keep, everything else moves across, and it cannot be undone.
• Export everything held about them (owner).
• Suspend or reactivate them (owner or editor).
• Delete them (owner), typing their email to confirm.

On the Bookings tab, Book for them lets an owner or editor make a confirmed booking in one of your spaces on a day you choose, with a note for your team and, if you like, a confirmation email to them. On the Loyalty tab, the owner can Add a stamp, under the same rules as your staff app. On an empty Courses tab, the owner can Give course access. None of these are offered for someone who is suspended.

Suspending an account

Suspending is the control to reach for when something is wrong but you don't want to erase a customer. Open their profile and choose Suspend.

A suspended customer cannot sign in, place an order, make a booking, use any membership or course access you have granted them, or reset their password to get back in. Their record and their history stay exactly where they are, and reactivating them restores everything at once — nothing has to be rebuilt.

Deleting an account

Deleting is for the owner. Open the person's profile, choose Delete and type their email to confirm, or tick up to 100 people on the People tab and type how many. The Delete box also shows how many form messages, and how many attached files, will go with them.

It is worth knowing what removal means first. Your sales records survive — the customer's orders and bookings stay in your history, no longer attached to a person. What goes is the account itself and everything personal to it: their sign-in, their loyalty card and stamps, their course progress, their membership access, their back-in-stock requests, the messages they sent through your forms (with any files attached), and any posts, comments or points they had in a community area. Messages are matched by the email address on them, and the notification emails you already received stay in your own mailbox. That part cannot be undone, which is why suspending is usually the better first move.