Managing Customer Profiles
Overview
The Customers module is your central hub for managing customer relationships, viewing loyalty card activity, and organizing your customer base. Access comprehensive customer information, transaction history, and segmentation tools all in one place.
Accessing the Customers module
Log in to your account
Navigate to the left-hand menu
Click the Customers icon
Customer dashboard
Customer base metrics
At the top of the screen, four tiles display key metrics:
Total customers: Count of all customers in your database
Card transactions: Total number of transactions processed
Reviews: Number of customer reviews received
Feedback rating: Overall average rating from customers
Available actions
Export customers Download your complete customer list to a CSV file:
Click the Export tab
The customer list downloads to your device
Use for backup, analysis, or external tools
Import customers Add multiple customers at once via CSV file:
Click the Import tab
Download the CSV template
Fill in customer information in the template
Upload the completed file
Customers are added to your database
Filters and segments Organize and communicate with customers:
My Filters: Filter customers by available criteria
My Segments: Create custom customer groups for targeted communication
RFM Segments: Automatic grouping by purchase behavior (Recency, Frequency, Monetary value)
Communication: Send messages to filtered or segmented customers
Customer grid
The main customer list displays essential information in columns:
User Name: Customer's full name
Date Created: When the profile was created
Birthdate: Customer's date of birth
Phone: Contact number
Feedback Rating: Customer's review rating
UTM: Source tracking information
Device: Platform used (iOS/Android)
Customer Cards: Cards issued to this customer
Custom Fields: Additional business-specific data
Click any customer name to view their complete profile.
Individual customer profile
Profile information
When you open a customer profile, you'll see:
Customer name and contact details
All cards issued to this customer
Card serial numbers
Custom field data
Important: Pay special attention to card serial numbers and custom fields—these are unique identifiers for each customer's cards.
Card management
Processing transactions Make transactions directly from the customer profile. Available actions depend on card type:
Add stamps (stamp cards)
Add points (reward/cashback cards)
Debit visits (multipass cards)
Apply discounts (discount cards)
Process redemptions
Switching between cards If a customer has multiple cards, you can switch between them to process transactions on the appropriate card.
Card links
Each customer has unique links for:
Card installation: Send to customers who need to install their card
Referral link: Allow customers to share and earn referral bonuses
Click Copy next to each link to copy and send to the customer.
Transaction history
Scroll to the bottom of the profile to view complete transaction history:
All card activity
Dates and details of each transaction
Points earned or redeemed
Visits recorded
Download transaction history: Click the download icon (top-right of transaction section) to export this customer's complete transaction history for a specific card.
Creating a customer profile
Manual customer creation
Step 1: Access customer creation
Navigate to the Customers screen
Scroll to the bottom of the customer grid
Click Add Customer (+ button)
Step 2: Enter customer information
Complete the following fields:
First name Enter the customer's first name.
Last name Enter the customer's last name.
Contact number Enter the customer's phone number.
Email address Enter the customer's email address.
Date of birth Select the customer's birthdate using the date picker.
Step 3: Save the profile Click Add Customer to create the profile. The new customer appears in the customer grid.
Bulk importing customers
Using the CSV import template
Step 1: Download the template
Navigate to the Customers screen
Click the Import tab
Click Download Import Template
Step 2: Fill in customer data Open the downloaded CSV file and enter:
Customer names
Phone numbers
Email addresses
Birthdates
Any custom fields required
Step 3: Import the file
Return to the Import tab
Click Import
Select your completed CSV file
Upload to add all customers at once
Benefits of bulk import:
Save time when adding many customers
Migrate from other systems
Import from external databases
Maintain consistent data formatting
Deleting customer profiles
Important restrictions
Customers with installed cards cannot be deleted directly. You must first delete the card from their profile.
Deleting customers without installed cards
If the card status shows "Uninstalled" or "Deleted":
Navigate to the Customers screen
Select the customer from the list
Click the Actions tab at the top
Select Delete Customer
Confirm deletion
Deleting customers with installed cards
Step 1: Delete the card from the profile
Click the customer's name to open their profile
Locate the card status
Click the pencil icon next to the card status
Click Delete in the pop-up
Confirm deletion
Important: This action does not remove the card from the customer's phone. The customer must manually delete it themselves. However, the card will no longer function even if left on their device.
Step 2: Delete the customer profile
Return to the customer list
Select the customer (card status now shows "Deleted")
Click the Actions tab
Select Delete Customer
Confirm deletion
Warning messages
If you attempt to delete a customer with an installed card, you'll see a warning message. This is normal system behavior to protect active customer data. Follow the two-step process above to complete the deletion.
Issuing cards to customers
From the Actions menu
Select one or more customers from the list
Click the Actions tab
Select Issue Cards
Choose the card template
Configure card settings (points, expiration, etc.)
Choose delivery method (SMS/email)
Send to selected customers
This allows you to issue loyalty cards to existing customers in bulk.
Customer segmentation
Why use segments?
Segments help you organize customers into groups for targeted marketing and communication. Examples:
High-value customers
Inactive customers
New customers
Birthday month customers
Customers from specific UTM sources
Creating custom segments
Navigate to the My Segments tab
Define segment criteria (visit frequency, spending, cards owned, etc.)
Save the segment
Use for targeted communications
RFM segmentation
Automatic customer grouping based on:
Recency: How recently they visited
Frequency: How often they visit
Monetary: How much they spend
The system automatically categorizes customers into segments like:
Champions (high on all metrics)
Loyal customers
At-risk customers
Lost customers
Use RFM segments to identify which customers need attention or rewards.
Best practices
Keep profiles updated: Regularly update customer information to ensure accurate communication and marketing.
Use custom fields: Add custom fields relevant to your business (preferences, notes, membership levels, etc.).
Monitor transaction history: Review customer activity to identify trends and opportunities.
Segment strategically: Create segments that align with your marketing and retention strategies.
Export regularly: Back up your customer database by exporting periodically.
Clean your database: Remove duplicate or inactive profiles to maintain data quality.
Frequently asked questions
Can I edit customer information after creation? Yes, click on any customer profile to edit their information.
What happens to customer data when I delete a profile? The profile and associated data are permanently removed. Transaction history may be retained for reporting purposes.
Can I restore a deleted customer profile? No, deletion is permanent. Export your customer list regularly as a backup.
How many customers can I import at once? This depends on your plan. CSV imports can typically handle thousands of customers in a single file.
Can customers have multiple cards? Yes, you can issue multiple different card types to the same customer.
What if a customer has the same name as another customer? Use phone numbers or email addresses as unique identifiers to distinguish between customers.
Can I see which customers referred others? Yes, referral information is tracked in the customer profile and transaction history.
How do I communicate with specific customer segments? Use the Communication tab after creating or selecting a segment to send targeted messages.
What's the difference between deleting a card and deleting a customer? Deleting a card removes that specific card from the profile. Deleting a customer removes their entire profile and all associated data.
Can deleted cards still be used? No, deleted cards become inactive even if still present on the customer's device.