Create and manage customer profiles

Overview

• Customer records belong to the Business and can be used across its Stores.
• A profile can contain first/last name, email, phone, POS hint, internal notes, Customer Group, points balance, order history, loyalty information, and an optional Xero contact link.
• First name is required. Email is optional, but when used it is normalized and must be unique within that Business.
• Deleting a customer is a soft delete: the active customer record is removed from normal use while historical orders/audit data remain intact.

When to use this

• Create a customer when you need loyalty, customer history, group benefits, customer-specific notes, or On Account/Xero linkage.

Step-by-step

1. Open Customers and search first.
2. If no correct profile exists, choose Add customer.
3. Enter the name and whichever contact details the customer actually provides.
4. Choose the correct Customer Group or leave it on the default group.
5. Use POS hint for short counter-facing recognition information and Notes for broader internal context.
6. Open Customer Detail later to review recent orders, loyalty summary, point ledger, and Xero linkage.

Common mistakes

• Do not create a second customer just because spelling or contact details changed; edit the existing record.
• Do not type the same email onto a second active customer in the same Business.
• Do not put sensitive information in POS hints merely because they are easy for staff to see.

Troubleshooting

• If save fails with duplicate email, search for the existing profile and update that record instead.
• If a customer is missing at POS, confirm you are in the same Business and that the customer was not deleted.
• If order history looks incomplete, remember Customer Detail currently shows a recent subset rather than every historical order inline.