Customers

The Customers area is where your organization keeps its client records — names, contact details, addresses, and notes — along with all the equipment (assets) and jobs tied to each one. Each customer’s detail page is a hub: their assets, jobs, files, comments, and (on the Pro plan) the people they can invite into the Customer Portal.

You can reach it from Customers in the left navigation. The list is searchable, sortable, and shows a job count for each customer.

Note

The Customers area is for internal staff. Members, leads, and admins can all add, edit, and comment on customers. A few actions — merging, deleting, restoring, and inviting portal users — are limited to certain roles, noted below.

Adding a customer

1. Open Customers from the left navigation.
2. Click New Customer (top right).
3. Enter the Customer Name (required).
4. Optionally fill in Email, Phone, Address, Contact Information, and Notes.
5. Click Create Customer. You’re taken straight to the new customer’s detail page.

The customer name must be unique among your active customers. If you reuse a name that’s already in use, you’ll see “Customer with this name already exists.” Any optional field you leave blank is simply saved empty.

Importing a lot of customers?

You don’t have to add them one at a time. Use Import CSV to bring in many customers at once — see CSV import. Customers also arrive automatically from connected systems like Jobber and Trello, and those carry a small origin badge (for example, “via Jobber”).

Finding and opening a customer

1. Open Customers from the navigation.
2. Type in the Search customers… box to filter by name (results refresh after a short pause).
3. Click a column header — Name, Email, or Created — to sort, and click again to flip ascending/descending.
4. Click a row (or the View button) to open that customer’s detail page.

The list shows 20 customers per page. The Jobs column tells you how many jobs are linked to each customer.

The customer detail page

Open any customer and you’ll find everything about them in one place:

• Contact Information & Details — name, email, phone, address, and notes.
• Assets — the equipment this customer owns, each with its QR label and any issue-flag counts. See Assets.
• Jobs — the work linked to this customer. See Jobs.
• Active Flags — open issue flags grouped by asset, worst severity first.
• Files — uploaded documents (only appears when file storage is enabled for customers).
• Comments — internal staff notes on this customer.

Editing a customer

1. Open the customer’s detail page.
2. Click Edit in the header (or the Edit item in the actions menu on mobile).
3. Update any field in the Edit Customer dialog.
4. Click Save Changes.

The name must stay unique among active customers. The Edit button is hidden when a customer is archived.

Adding a comment

1. On the detail page, scroll to the Comments section.
2. Type your note in the Add a comment… box.
3. Click the send (arrow) button, or press Cmd/Ctrl+Enter.

Each comment shows who wrote it and when. Comments are internal notes — customers don’t see them.

Linking assets and jobs

You can create equipment and work that’s already tied to this customer, without leaving the page:

• In the Assets card, click New Asset to create an asset prefilled to this customer.
• In the Jobs card, click New Job to create a job prefilled to this customer. (Jobs always belong to a customer, so this link is automatic.)
• In the Assets card, click an asset’s Flag button to log an issue — pick a severity (Must Fix, Watch, or FYI), add a description, and click Flag Asset. Issue flags require the Basic plan or above.

Merging duplicate customers

If the same client ended up in your list twice, merge one into the other instead of deleting. Merging is non-destructive: it moves everything to the customer you keep, then archives the duplicate.

Note

Merging requires the lead or admin role — the Manage menu only appears for those roles.

1. Open the detail page of the customer you want to merge away (the source).
2. Click Manage in the header, then Merge into another customer….
3. In the dialog, pick the target customer to keep, then click Continue.
4. Review the side-by-side summary of how many jobs, assets, files, comments, and external users will move, then click Merge into <target>.

The source customer’s jobs, assets, files, comments, pending invitations, and external users all move to the target, and the source is archived. If the source came from an integration, the dialog warns that the next sync may recreate it.

Restoring a merged-away customer

1. On the Customers list, tick Show archived (visible to leads and admins), then open the archived customer — or open it directly.
2. Read the amber This customer is archived banner at the top of the page.
3. Click Restore as empty customer.

Caution

A restored customer comes back empty. Everything the merge moved stays on the target — restoring doesn’t pull it back. Restore also fails if another active customer is now using that same name.

Deleting a customer

Deleting is permanent and there’s no undo. It also cascades to that customer’s jobs and assets. When in doubt, merge instead.

Note

Deleting requires the lead or admin role.

1. Open the customer’s detail page.
2. Click Manage in the header, then Delete customer.
3. Confirm the prompt.

A customer that was merged into another can’t be deleted directly — restore it first, or delete the merge target instead. If the customer came from an integration, a warning notes the next sync may recreate it.

Inviting a customer to the Customer Portal

From the Manage menu you can also give a customer’s people access to their own maintenance tasks through the Customer Portal. This is an admins-only action and is available on the Pro plan and above.

Open Manage → External Users to invite by email, resend or revoke pending invitations, and revoke active users. For the full walkthrough, see Managing external users and the Customer portal overview.

The Maintenance button on the customer header (also Pro and above) opens that customer’s maintenance schedule — see Maintenance plans.