Customers and Leads

In the Customers section, you manage everyone who is in touch with your business. The admin panel distinguishes between two views:

• Leads have, for example, booked a first appointment through the booking form and haven't been converted into customers yet.
• Customers are people who are members of yours, have a subscription, or have registered for one of your events before.

From the admin panel, you'll find the All customers and Leads views under Customers.

To learn how to import and export customers and leads with a CSV file, see the guide Import and Export.

In this article

• Leads
• Customers
• Add a customer or lead
• Customer details
• Access to the customer portal
• Search and filter customers
• Select customers in forms
• Archive customers
• Delete customers

Leads

Communicating with your leads is an important part of running your business. Every time a lead requests a first appointment / trial class with you, their name and other details are added to your leads list. If there's already an entry with the same email address, the new booking is assigned to that entry.

The leads list shows the number of bookings, the most recent appointment and the Lead status of each person:

• In progress: The lead hasn't been converted yet.
• Converted: The lead was converted into a customer.
• Not interested: The lead is no longer interested.

Use the tabs above the list to show all leads or only those with a specific status. The last tab shows leads without a booking, for example entries you added by hand or imported.

Change the lead status

1. From the admin panel, go to Customers > Leads
2. Click the lead's name
3. In the Overview section, click Edit
4. Select the Lead status
5. Click Save

With the status Converted, the person also appears in the customers view. You can also mark a lead as a customer directly on an attended booking, see Attendance Status. If you start a subscription for a lead, they're marked as a customer automatically.

Customers

A person becomes a customer when you add or import them in the customers view, when they register for an event for the first time, when you start a subscription for them, or when you mark a lead as converted.

Add a customer or lead

1. From the admin panel, go to Customers > All customers or Leads
2. Click Add customer or Add lead
3. Enter the first and last name. Email address and phone number are optional.
4. Click Save

Without an email address, a customer can't sign in to the customer portal and can't receive emails from you.

Customer details

Click a name in the list to open the details view. There you'll find:

• Note: An internal note, for example about preferences or agreements. The note is also shown below the name in the list. After editing, click Save.
• Upload attachments: Store files such as signed contracts or forms with the customer.
• Overview: The contact details. Use Edit to change the name, email address and phone number.
• Billing address: A separate email address and the address for invoices. Without a separate email address, invoices go to the contact email address. Changes apply to new invoices.
• Appointments: The customer's upcoming appointments.
• Subscriptions and Invoices: Use Add to start a new subscription for this customer, see Subscriptions.
• Below that, the history shows changes, messages, invoices and payments.

Use the ellipsis icon in the top right and Add booking to create a new appointment for this person.

Access to the customer portal

Customers with an email address can sign in to the customer portal and book appointments there. Leads don't have access to the customer portal.

The Overview section of a customer shows whether their customer portal account is active and when they last signed in. Click Lock to lock the account: the customer can then no longer sign in to the customer portal and is signed out if they are signed in. Appointments they already booked are kept. Click Activate to lift the lock.

Search and filter customers

Use the Search filter to search the current customer list by name, email address or phone number. You can combine it with other filters, for example Customer account (active or blocked customer portal accounts) and Upcoming bookings. Archived switches to the list of archived customers, and another click switches back. The X on a filter removes it, and Clear all filters resets the list filters. Page navigation and Per page are below the table.

Select customers in forms

Type a name or email address into the selection field and pick the matching customer from the suggestions. In fields with multiple entries, you can remove selected entries with the X. For an optional single selection, the X clears the selection.

Archive customers

Archived customers are hidden from the customer list. Their subscriptions, invoices and customer portal access aren't affected.

1. Open the customer's details view
2. Click the ellipsis icon > Archive customer
3. Confirm

To restore an archived customer, click the ellipsis icon > Restore customer.

Delete customers

You can permanently delete customers and leads that have no bookings, event registrations, subscriptions or invoices. To do so, click Delete Customer or Delete Lead at the bottom of the details view. This can't be undone. If the button isn't there, you can archive the customer instead.