Customer Management
Customer Management — Quick Guide for Claimed Shop Owners
A straightforward, non-technical guide to using the Customer Management area in your shop dashboard — how to add, find, update, and safely remove customers. Designed for store owners, managers, and counter staff.
What is Customer Management?
Customer Management is where you keep track of people who buy from your shop: their names, contact details, addresses, and purchase history. It helps you:
Look up customers quickly at the counter.
See a customer’s past purchases (useful for returns, loyalty and relationship-building).
Keep contact details up to date for invoices, receipts and promotions.
Who can use this?
Only users who have claimed the shop and have an active owner/manager role can create, edit or delete customers. If you see the Customers area in the dashboard, you have access.
When to use it
When a new customer signs up for your loyalty program or places an order.
When a returning customer’s contact details change.
When checking a customer’s past sales before issuing a refund, credit note or exchange.
Occasionally to clean up duplicate or invalid customer records (carefully).
Quick step-by-step: Common tasks in the UI
1) Find customers
Open Dashboard → Customers. Use the search and filters at the top to locate customers by:
Name, Email, or Phone.
Results are paginated; change pages to see more.
2) Add a new customer
Click Create Customer.
Fill required fields:
Name (required)
Email (optional but must be unique if provided)
Phone, Address, City, State, Country (optional)
Save. The customer will appear in the list.
3) View a customer profile
Click a customer from the list to see their profile page. You’ll see:
Contact details and address.
Recent sales and purchases associated with that customer (useful for returns or credit notes).
For each sale, the system shows products sold and basic product details (name, SKU, category).
4) Edit customer details
On the customer’s page click Edit:
Update name, email, phone, address etc.
If you change the email, make sure it’s not already in use by another customer (emails must be unique if entered).
Save to apply changes.
5) Delete a customer
Use Delete only when you are certain the customer record is not required.
You cannot delete a customer who has associated sales — this prevents losing important sales records.
If deletion is allowed, confirm the action (it’s permanent in most systems).
Important rules & validations (what the system enforces)
Name is required and limited in length.
Email, if provided, must be a valid email format and unique across your shop.
Phone and address fields are optional but useful for contact and delivery.
You cannot delete customers who have recorded sales — handle such cases via anonymization or contact support if you need special cleanup.
Viewing purchase details (why it matters)
When you view a customer’s purchases, you can:
Confirm what they bought before accepting returns or issuing credit.
See product details for each item (SKU, category, description) — helps in warranty or service situations.
Best practices
Always ask for an email when possible — it makes sending receipts and credit notes much easier.
Use consistent formatting for phone numbers and addresses (country codes where applicable).
When a customer changes email, update the record rather than creating a duplicate.
Don’t delete customers with sales history — mark them as inactive or update contact details instead.
Use meaningful notes on the customer profile if they have special instructions (e.g., account holds, VIP status).
Common questions (FAQ)
Q — Can I have two customers with the same email? A — No. If an email is entered it must be unique. Leave email blank if the customer doesn’t have one.
Q — A customer wants to change their email. Can I update it? A — Yes — open their profile, edit and save. The system will prevent the change if the new email is already used by someone else.
Q — Why can’t I delete this customer? A — If the customer has sales recorded, deletion is blocked to protect transaction history. Consider marking the record as inactive or contact support for special requests.
Q — How do I handle duplicate customers? A — Manually merge information: pick the most complete record, copy missing fields from the duplicate, and then delete the duplicate only if it has no sales. If both have sales, contact support for a merge option.
Q — Will customer edits affect past sales? A — Edits update the current customer record. Past sales keep a snapshot of the data at sale time, but future lookups will show the updated customer info.
Day-to-day checklist for counter staff
When to contact support / accounting
Need to merge customer accounts that both have sales.
Need help removing or anonymizing a customer with historical sales for legal/privacy reasons.
You suspect data corruption or duplicate records across the system.
You need a bulk import/export of customers.
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