Find, add and check a customer

How to search for a customer, add a new one without creating a duplicate, and check their record.

Where: web · Who can use it: Everyone signed in can search and open customers. Deleting, merging and GDPR erasure are limited (see below).

Screens may differ slightly from what you see.

What it is for

Every person you quote, survey or fit for is a customer. The Customers page is where you find them, add them and see everything linked to them: their jobs, quotes and payments.

Who can use it

• Everyone signed in: search, open and view customers, and add a new customer.
• Owners, Directors and people with merge rights: merge two records that are the same person (the Merge… button).
• People with the delete-records right: delete a customer (the Delete Customer button).
• Owner only: GDPR Erase. This removes the customer's personal data permanently.

You only see customers for the brands you are allowed to see. If a customer you expect is missing, check the All brands filter first, then ask a manager.

How to use it

Find a customer

1. Open Customers from the menu.
2. Type in the search box, Search by name, ref, phone, or email....
3. Use the All brands dropdown to narrow the list to one brand.
4. Click a row to open that customer.

The list shows Ref, Name, Phone, Email, Town and the date created. A Possible duplicate badge next to a name means IBIOS has spotted a likely match. Open that customer to review it.

Add a new customer

1. On the Customers page, click New Customer.
2. Fill in First Name and Last Name (both required). Add a Phone and an Email if you have them.
3. If there is a partner or second contact, fill in Second Contact (Optional - e.g., Partner/Spouse).
4. Complete the rest of the form and click Create Customer.

When you click Create Customer, IBIOS checks for likely matches before it saves. If it finds one, a Possible duplicate found panel appears and lists the matching customers. Nothing is saved until you choose.

• Click a match to open it and check whether it is the same person.
• If it is the same person, use that record. Do not create a second one.
• If it really is a new person, click Create new anyway. Click Back to change the details instead.

Nothing is merged automatically. You make that decision.

Check a customer record

1. Open the customer. The Customer Information panel shows their contact details.
2. To change details, edit the fields in Customer Information, then click Save Changes.
3. Create Folder sets up the customer's document folder, if it does not exist yet.
4. The Jobs panel lists every job for this customer. Click the job to open it, or use Edit job on that row to change it.
5. New Job adds a job for this customer. The job form asks for the job details, and Create Job saves it.
6. Under each job you can see its quotes. Click a quote to open it.

Add a quote photo from the customer page

1. On a job, click Upload Order Form Photo and choose the photo.
2. The screen shows Processing Quote Photo while IBIOS reads it.
3. When it has finished, the quote appears under the job. Check the items before you send anything to the customer.

Tips

• Search by phone number first. It is the quickest way to find someone who rang the showroom.
• Always search before you create. Two records for one person split their jobs, quotes and payments.
• A Possible duplicate flag is a prompt to look, not a verdict. Two people can share a name, so match on phone or email.
• The customer's ref (for example CUST-0123) is a permanent reference. Use it when you talk to the office.

Things to know

• Merging and deleting cannot be undone from the customer page. Ask a manager before you merge or delete.
• GDPR Erase is permanent. Only the owner can do it, and only after a written request has been checked.

Related articles

• Work with a quote
• Find and manage jobs
• Record a payment