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AENTE

Managing Customers

Updated on: 26/09/2024

With the Customers feature within the Aente portal, managing your customer list becomes easier. You can add, manage, delete, and protect your customers’ information through access permissions, aiding in the protection of sensitive data.

Adding customers to your list can be done in the following ways:

  1. Through the Customers feature, where if the user has the necessary permissions, they can register a new customer.
  2. Through the “Create Appointment and Customer” feature in the Appointments module, used to create a new customer and schedule a service for them.
  3. As soon as a customer schedules a service provided by the company, they will automatically enter the customer list.

Creating Customers

To begin creating a customer, certain prerequisites must be met, as outlined below:

  1. You must have a provider account.
  2. Your provider account must be assigned a role with the appropriate permissions for creating customers, including the following:

Once all necessary configurations are in place, you can proceed with the steps below to create a customer:

  1. Click on the module labeled “Accounts.”
  2. After entering the module, select the option “Customers.”
  3. Click the blue button to initiate the creation of a new customer.
  4. Click on the Nationality field and select the nationality of that user.

Note: Depending on the chosen nationality, the fields for sensitive data will adapt to meet the norms of each country.

  1. Upon viewing the creation form for customers, begin filling out the required fields, including: Name | E-mail | Password | Confirm your password | SSN | Date of birth | Mobile | Mother’s maiden name | Occupation | Address line 1 | State | City

Note: Although filling out the optional fields is not mandatory, doing so is important for ensuring your business benefits from a wider range of essential validations.

  1. Click the blue button labeled “Create Customer.”
  2. Done! Your customer is now properly registered and saved in your customer list.

Creating Customer (Appointment and Customer)

As explained earlier, besides the Customers feature in the Accounts module, you can also create a customer within the appointment creation feature.

To begin creating a customer, certain prerequisites must be met, as outlined below:

  1. You must have a provider account.
  2. Your provider account must be assigned a role with the appropriate permissions for creating customers and making appointments, including the following:

Once all necessary configurations are in place, you can proceed with the steps below to create a customer:

  1. Click on the module labeled “Appointments.”
  2. After entering the module, select the option “Create Appointment.”
  3. Click the button “Create Appointment and Customer.”
  4. Click the “Select Category” button.
  5. Select a category from the available options and click “Select and Proceed.”
  6. Select one or more services that the customer wishes to book from the options shown and click Continue.

Note: If no service is shown at this stage, the selected category does not have any services linked to it. Try selecting another category.

  1. Click the Location button and choose a location from the available options.
  2. Click the Provider button and select the provider who will attend the customer’s appointment.
  3. Click the Time Slots button and choose the date and time for the appointment.
  4. Click Continue.
  5. Now that you are viewing the customer creation form, fill out the required fields: Nationality | Full name | Gender | Date of birth | E-mail | Mobile | Postal code and click Continue.
  6. Review the provided data, click “I’ve read and accept the terms and conditions”, and then click Create Booking.
  7. Done! Both the customer and the appointment are now properly registered in your system and can be searched at any time with your authorization.

Editing Customers

To begin editing a customer, you must first meet the following prerequisites:

  1. You must have a provider account.
  2. Your provider account must be assigned a role with the appropriate permissions for editing customers, including the following:

Once all necessary configurations are in place, you can proceed with the steps below to edit a customer:

  1. Click on the module labeled “Accounts.”
  2. After entering the module, select the option “Customers.”
  3. When the list of customers appears, enter the name of the customer you wish to edit in the search field.
  4. If a customer matching the searched name exists, the system will display options corresponding to your search.
  5. After locating the desired customer, click on it.
  6. At this point, the system will display the customer’s form, pre-filled with the information provided at the time of its creation.
  7. Now, simply delete the information from the desired field and enter the new data.

Example: If the “postal code” field needs to be changed because the customer has a new address, just delete the old information and provide the new one.

  1. Once all the necessary information has been edited, click the blue button labeled “Update Customer” and that’s it! Your customer will be successfully updated in the system.

Deleting Customers

Note: Nothing is deleted from the system and everything that is “deleted” is actually a status change. Once an item has been deleted your may recover and change the status back to active.

To begin deleting a customer, you must first meet the following prerequisites:

  1. You must have a provider account.
  2. Your provider account must be assigned a role with the appropriate permissions for deleting customers, including the following:

Once all necessary configurations are in place, you can proceed with the steps below to delete a customer:

  1. Click on the module labeled “Accounts.”
  2. After entering the module, select the option “Customers.”
  3. When the list of customers appears, enter the name of the customer you wish to delete in the search field.
  4. If a customer matching the searched name exists, the system will display options corresponding to your search.
  5. After locating the desired customer, click on it.
  6. At this point, the system will display the customer form, pre-filled with the information provided at the time of its creation.
  7. Now, simply click on the “Delete Customer” option, and that’s it! The customer will be successfully removed from your list of customers.

Example: If the deleted customer has made any appointments, they will not be automatically unlinked due to audit and action log requirements.

Restoring Customers

To begin restoring a customer, you must first meet the following prerequisites:

  1. You must have a provider account.
  2. Your provider account must be assigned a role with the appropriate permissions for restoring customers, including the following:

Once all necessary configurations are in place, you can proceed with the steps below to restore a customer:

  1. Click on the module labeled “Accounts.”
  2. After entering the module, select the option “Customer.”
  3. At this point, you will need to adjust the filter to display only deleted customers by selecting the option “Only Trashed.”
  4. After completing the previous step, the system will display all customers that were once part of your operations but are now deleted. Enter the name of the customer you wish to restore in the search field.
  5. When you locate the desired customer, click on the option shown in the list.
  6. Upon seeing the yellow card above the form, click on “Restore.”
  7. That’s it! The customer that was previously deleted has now been restored to your list of active customers and can be used without issue.