Managing Customers – ZYNOFF

Overview

The Customers feature in ZYNOFF allows you to manage your customer database efficiently. You can add new customers manually, import multiple customers via CSV file, and maintain detailed information including contact details and multiple site addresses for each customer.

Getting Started

To access the Customers feature, navigate to Customers from the left sidebar under the LIBRARIES section. You must have appropriate user permissions to add, edit, or delete customer records.

Step 1: Adding a new customer manually

Adding customers manually is ideal when you need to create individual customer records with complete information.

Accessing the add customer form

Navigate to Customers from the left sidebar
Click the green + Customer button in the top right corner

Basic information

The Basic Information section captures the essential details of your customer's company.

Account Name: Enter the company or organisation name (required field)

Contact details

The Contact Details section stores the primary contact information for the customer.

Title: Select the contact person's title from the dropdown (e.g., Mr, Ms, Mrs, Miss)
First Name: Enter the contact person's first name
Last Name: Enter the contact person's last name
Phone Number: Enter the contact's phone number
Email: Enter the contact's email address

Address information

The Address Information section allows you to manage customer site details and locations for accurate records.

Navigate to the Address section and complete the following fields:

Search Address: Use this field to quickly search and populate address details
Building Name: Enter the building name if applicable
Street Number: Enter the street number
Street Name: Enter the street name
Suburb: Enter the suburb
City: Enter the city
Region: Enter the region or state
Postal Code: Enter the postal code
Country: Select the country from the dropdown

Saving the customer

Once you've completed all required fields, click the green Save button at the bottom of the page. A success message will appear confirming the customer has been created.

Step 2: Importing customers in bulk

Importing customers via CSV file is the fastest way to add multiple customers to your ZYNOFF account at once.

Preparing your import file

Before importing, ensure your CSV file follows the correct format. Click Download Sample in the import modal to obtain a template file with the correct column structure.

Starting the import process

Navigate to Customers from the left sidebar
Click the dropdown button (three dots icon) next to the green + button
Select Import from the dropdown menu
Click Import Customers or drag and drop your CSV file into the upload area

Uploading your file

Select your CSV or Excel file from your computer
Wait for the upload to complete (progress notifications will appear)
Once uploaded successfully, the message "File uploaded successfully! Please set up column mapping" will appear
Click the green Set Up Mapping button

Step 3: Mapping your import columns

Column mapping ensures your CSV data is correctly matched to ZYNOFF's customer fields.

Mapping required fields

The left panel displays ZYNOFF's field names. Select the corresponding column from your CSV file for each field:

Account Name: Select the column containing company names (required)
Title: Select the column containing contact titles
First Name: Select the column containing first names (required)
Last Name: Select the column containing last names (required)
Email: Select the column containing email addresses (required)
Phone: Select the column containing phone numbers
Notes: Select any additional notes column (optional)

Mapping site addresses

ZYNOFF supports multiple site addresses per customer. Expand the Site Address 1 section to map location fields:

Map the following address fields:

Street Number: Select the column containing street numbers
Street Name: Select the column containing street names
City: Select the column containing cities
Region: Select the column containing regions
Suburb: Select the column containing suburbs
Postal Code: Select the column containing postal codes
Country: Select the column containing countries

Adding additional site addresses

If your customers have multiple locations, click + Add Another Site Address to map additional address fields (Site Address 2, Site Address 3, etc.).

Reviewing your mapped data

The right panel shows an Imported File Preview with your mapped data. Review this carefully to ensure all fields are correctly aligned.

At the bottom of the screen, the Full Imported CSV File section displays all columns from your upload with highlighted data.

Completing the import

Once you've verified the column mapping:

Click the green Upload Customers button at the bottom right
You'll be redirected to the Customers page
A notification will appear: "Queuing import job... Please wait"
Another notification will confirm: "Customer import has been queued and will be processed in the background. You will be notified when it completes"

Step 4: Editing customer information

You can modify existing customer records to update contact details, addresses, or other information.

Accessing the edit customer page

Navigate to Customers from the left sidebar
Locate the customer you wish to edit
Click the three dots icon in the Actions column
Select Edit from the dropdown menu

Alternatively, click on the customer's name in the list to open their profile, then select edit options.

Updating customer information

The Edit Customer page displays all customer information organised into sections:

Basic Information: Modify the Account Name
Contact Details: Update title, first name, last name, phone number, and email
Sites: Manage site addresses (covered in Step 5)
Notes: Add or edit notes about the customer (covered in Step 6)

Make your changes in the relevant fields, then click the green Save button at the bottom of the page.

Step 5: Managing customer sites

The Sites section allows you to add, edit, and view multiple locations for each customer.

Adding a new site

Open the customer's edit page
Scroll to the Sites section
Click the green + Site button

Complete the address fields:
- Search Address: Type to search and auto-populate address details
- Building Name: Enter building name if applicable
- Street Number: Enter street number
- Street Name: Enter street name
- Suburb: Enter suburb
- City: Enter city
- Region: Enter region or state
- Postal Code: Enter postal code
- Country: Select country from dropdown
Click the green Save button to add the site

Managing existing sites

Each saved site displays as a card showing the full address. Click the three dots icon on a site card to access additional options:

Show on Map: View the site location on an interactive map
Edit: Modify the site address details
Site Information: View detailed site information in a modal

Step 6: Adding notes to customers

The Notes section allows you to record important information, preferences, or reminders about each customer.

Adding a new note

Open the client's edit page
Scroll to the Notes section
Click the green + Note button
Enter your note text in the Note field
Optionally, upload files by dragging and dropping or clicking the upload area (up to 5MB)
Click the green Save button

Viewing and managing notes

Each note displays with:

Timestamp showing when the note was created
Note content
Three dots icon for additional actions

Click the three dots icon on a note to:

Edit: Modify the note content
Delete: Remove the note

Step 7: Viewing customer profiles

The customer profile page provides a comprehensive overview of all information and activity related to a specific customer.

Accessing a customer profile

Navigate to Customers from the left sidebar
Click on a customer's name in the list

Customer profile overview

The customer profile displays:

Customer name: Shown at the top of the page
Contact information: Primary contact name, phone number, and email
Actions button: Access to additional customer actions

Overview section

The Overview section contains tabs for viewing all customer-related activities:

Ongoing Work: Active jobs and projects
Enquiries: All enquiries from this customer
Quotes: Quotes created for this customer
Jobs: All jobs associated with this customer
Invoices: Invoices generated for this customer

Use the Status dropdown to filter records by their current status.

Creating new items from customer profile

Click the New Item dropdown to quickly create:

New Enquiry: Record a new enquiry from this customer
New Quote: Generate a quote for this customer
New Job: Create a job for this customer

Sites and notes sections

The profile page also displays:

Sites: All site addresses associated with the customer, with the option to add more
Notes: All notes saved for this customer, with the option to add new notes

Step 8: Viewing and managing customers

After adding or importing customers, you can view, edit, and manage your customer database.

Viewing the customers list

The Customers page displays all your customers in a table format with the following columns:

Account Name: The customer's company name
Contact Name: The primary contact person
Email: Contact email address
Phone: Contact phone number
Sites: Site addresses associated with the customer
Actions: Options to view, edit, or delete the customer

Customer actions

Click the three dots icon in the Actions column to access the following options:

View: Open the customer's full profile
Edit: Modify customer information
Delete: Remove the customer from your database

Searching and filtering

Use the Search field at the top of the page to quickly find specific customers by name, email, or other details. The All Customers dropdown allows you to filter customers by category or status.

Viewing upload history

To review your import history:

Click the dropdown button next to the green + button
Select Upload History
View all previous imports with details including date, file name, item count, uploaded count, status, and error reports

Step 9: Exporting customer data

You can export your customer database for reporting or backup purposes.

Exporting customers

Navigate to Customers from the left sidebar
Click the dropdown button next to the green + button
Select Export
A success message "Customers export successfully" will appear
Your browser will prompt you to save the CSV file

Best Practices

Consistent formatting: Ensure phone numbers, postal codes, and email addresses follow a consistent format across all customer records for better data quality
Use the import template: Always download and use the sample CSV template when preparing bulk imports to avoid mapping errors
Verify before importing: Review your CSV file thoroughly before uploading to minimise errors and ensure all required fields are populated
Multiple site addresses: Take advantage of the multiple site address feature for customers with several locations rather than creating duplicate customer records
Verify site locations: Use the "Show on Map" feature to confirm site addresses are correct before scheduling jobs or deliveries
Update customer profiles regularly: Keep contact details and site information current to avoid communication issues and ensure accurate job scheduling
Leverage the customer profile: Use the customer profile page to view all enquiries, quotes, jobs, and invoices in one place for better relationship management

Troubleshooting

Import file not uploading

Ensure your file is in CSV or Excel format (.csv, .xlsx, .xls)
Check that the file size does not exceed the system limit
Verify that your file contains data and is not empty

Column mapping errors

If required fields show as unmapped, ensure your CSV file contains columns for Account Name, First Name, Last Name, and Email
Check that column headers in your CSV file match the expected format from the sample template

Import completed but clients not appearing

Refresh your browser page to ensure the latest data is displayed
Check the Upload History to verify the import status shows as "Completed"
Review the Error Report column in Upload History to identify any rows that failed to import
Verify you're not filtering the clients list, which may hide imported records

Missing site address information

If site addresses aren't showing after import, verify you mapped the address fields correctly during the column mapping step
Ensure your CSV file contains complete address information in separate columns
Re-import the file with corrected column mapping if necessary

Map not displaying site location

If the "Show on Map" feature doesn't display the location, verify the address is complete with all required fields
Check that the street address, city, region, and postal code are correct
Try editing the site and using the "Search Address" field to auto-populate accurate address details

Customer profile showing "No records available"

This is normal for new customers who don't yet have any enquiries, quotes, jobs, or invoices
Create new items using the "New Item" dropdown on the customer profile page
The overview tabs will populate as you create related records for the customer

Need More Help?

If you encounter any issues managing clients, please contact our support team or refer to our other help articles for more guidance on using ZYNOFF.