A customer is an account you do business with. Other modules — Sales, Support, and 3PL stock — link their own records back to a customer, and the customer's profile brings those records together in one place.
Before you start
Any member of an organization with the CRM module enabled can use this page; there's no separate permission for viewing, creating, or editing customers.
The customers list
Open CRM > Customers. Columns: Customer name (links to the customer's profile), Category, Contact (an email and a phone icon, shown only when the customer has an email address or telephone number), Status, Added by, Date added. The list sorts by Date added, descending, by default; use the search box to find a customer. There's no export or print option on this list.
The toolbar shows a create icon and an Actions menu with:
- Add contact — opens the Add contact screen, not pre-filled with any customer.
- Create support ticket — opens the screen to create a support ticket.
Add a customer
- From the Customers list, select the create icon.
- Complete the fields below.
- Select Create customer.
| Field | Required | What to enter |
|---|---|---|
| Custom ID | No | Leave the Auto checkbox ticked to have OCTO Ops assign one, or untick it to enter your own. |
| Customer name | Yes | Up to 255 characters. |
| Customer code | No | |
| Category | No | Pick from your organization's customer categories. |
| Legal name | No | |
| Tags | No | Pick any number of existing tags. |
| E-mail address | No | Must be a valid email address. |
| Website | No | |
| Mobile | No | |
| Telephone | No | |
| Fax | No | |
| Country | No | |
| Customer since | No | Defaults to today if left blank. |
| Customer status | No | Pick from your organization's customer statuses. |
| Lead source | No | |
| Marketing campaign | No | |
| Industry | No | |
| Description and notes | No | Free text. |
| Tax Identification Number (TIN) | No | |
| VAT number | No | |
| Enable SVAT for tax | No | Checkbox. |
| SVAT number | No | |
| SAP Card Code | No |
There's no Credit limit or Credit period field on this form — see Current limitations below.
On success you see "Your record has been saved successfully" and land on the customer's profile. If a required field is missing or invalid, the field is highlighted and you also see "Check your records before submitting this form again." under "Something went wrong!".
Edit a customer
- Open the customer's profile and select the edit icon.
- Update any of the fields from Add a customer. Custom ID is shown but can't be changed.
- Select Save changes.
On success you see "Your record has been saved successfully" and return to the profile. The same validation and error message apply as on Add a customer.
View a customer (the profile page)
Open a customer from the list to see their profile.
The left card shows a profile photo (you can upload one), the customer's name, status, and their tags as badges — selecting a tag opens everything else tagged with it. Below that, only the fields that have a value are shown: Category, Legal name, Customer code, Customer since, Customer status, Email, Mobile, Phone numbers, Telephone, Fax, Website, and Address (address line 1, address line 2, city, ZIP/post code, and country, with an edit-pencil icon that opens Edit address). Description, Tax Identification Number (TIN), VAT Number, and SVAT Number are always shown, with "-" when not set.
The right side lists everything else in OCTO Ops linked to this customer, each in its own card, loaded automatically with no search or paging:
| Card | Columns |
|---|---|
| Contacts | Name (links to the contact's edit screen), Telephone, Email, Position |
| Opportunities | ID, Opportunity, Value, Status, Created on |
| Work orders | ID, Appointment, Name, Customer name, Status |
| Invoices | ID, Date, Value, Status |
| Sales orders | ID, Date, Value, Items, Status |
| Quotations | ID, Items, Value, Status, Last updated |
| Stock information | SKU, Product name, Qty, Sub qty, Billable qty |
The Opportunities, Work orders, Sales orders and Quotations cards show only what your Sales permissions let you see: with View (own) only your own records, and none without a View permission for that Sales area. Organizations without permission groups see everything.
Support tickets aren't shown on the customer profile, even though tickets can be raised against a customer — see Current limitations.
The toolbar shows a create icon, an edit icon (opens Edit a customer), and an Actions menu with:
- Add location — opens a screen to add another address for this customer.
- Add contact — opens the Add contact screen, pre-filled with this customer.
- Link customer — opens a screen to link this customer to another record.
- Add support ticket — opens the screen to create a support ticket for this customer.
- Create opportunity — opens the screen to create an opportunity for this customer.
- Create quotation — opens the screen to create a quotation for this customer. It appears twice in the menu; both entries do the same thing.
- Create sales order — opens the screen to create a sales order for this customer.
Edit an address
- On the customer's profile, select the edit-pencil icon next to Address (only shown once the customer has an address).
- Update Address line 1, Address line 2, City, ZIP/Post code, or Country.
- Select Save.
On success you see "Address updated successfully" and return to the customer's profile.
There's no field for state or province on this screen.
Errors you may see
| Message | Why | What to do |
|---|---|---|
| "Check your records before submitting this form again." | A required field, such as Customer name, is missing, or a field such as E-mail address or Tags failed validation, when adding or editing a customer. | Fix the highlighted field and submit again. |
Current limitations
- Credit limit and Credit period can't be set from any CRM screen. Sales uses both to decide whether a sales order can be confirmed against the customer (see Credit check), but today they can only be set by calling the API directly.
- Support tickets aren't shown on the customer profile, even though tickets can be raised against a customer.
- Nothing on this page can be deleted. There's no Delete option for a customer.