Video Walkthroughs

Customer Address Book

• The Customer Address Book provides a dedicated space to manage your customer information and provides a range of functionality:
  • Easily report on customer visit history and time spent on Customers’ job sites.
  • Automatically send a visit wrap-up summary to Customers’ email addresses to verify work complete.
• To access the feature, begin by clicking on the ‘Customers’ button at the top of your portal.

Adding New Customers

1. Click the ‘Add a New Customer’ button at the top right corner of the screen.

2. A window will open, this is where to enter the Customer Name and Customer Address. These fields are required to create a customer listing in the Customer Address Book.
   • Or you can also click ‘Switch to Coordinates’ to enter latitude and longitude instead of street addresses.
3. Additional optional fields include: Email, Phone, and External ID. The External ID is the customer's account number or other unique identifiers.
   • Note that New Customer entries can be added to an existing or new group.
4. The system will automatically create a circular geofence. You can also make this address a landmark or switch geofence type to polygon and draw it on the map.
5. The optional Notes field is for adding additional instructions or directions for the customer's job site.
   • For example: "Please close back gate after service."
     • Notes are visible to all user types but only appear at the customer level (not by location).

Adding New Customer Groups

1. Click the ‘Add Customer Group’ button at the top right corner.
   • Or choose ‘Add New’ while entering a new group on a customer.
2. Enter a name for your group.
3. Choose a color for the Group's map indicators.
4. Click ‘Save’ to finish creating the new group.
   • Or ‘Cancel’ to exit.
5. Groups can be added to customers when adding a customer, editing a customer, or in a bulk upload of customer data.

Completing a Bulk Upload of Customer Data Using an Export from Financial Software

You can upload new customers, or make changes to customer names or addresses using a spreadsheet from your financial software.

1. Export your customer data from financial software into an excel spreadsheet.
   • Column names do not matter. However, columns will need to be matched to the following:
     • Required:
       • First Name and Last Name (2 columns) or Full Name (1 column).
       • Segmented Address (4 columns - Street Address, City, State, Zip Code) or Full Address (1 column in the format Street Address, City, State Zip Code) or Coordinates (1 column in the format Latitude, Longitude) or Latitude and Longitude (2 columns).
     • At this time, add this information on the first upload. If you add these, these fields can not be changed in the subsequent uploads.
       • Email Address
       • Phone Number
       • External ID
       • Notes
2. Click the black ‘Bulk Customer Upload’ button at the top right corner.
3. Click ‘Upload’ and select the completed template (Excel file) from your computer to upload your data.
4. Match your columns to the required and optional columns available and choose to ignore the others. If you use the same column names, then the next time that you upload, you will not have to do this again.
5. Review the data and approve the upload. You will then begin the customer address and duplicate processing.

How to Do a Bulk Upload of Customer Data Using a Template

1. Click the black ‘Bulk Customer Upload’ button at the top right corner.

2. Click ‘Download Blank Template’ to download an Excel spreadsheet template. Open the template, and follow the instructions provided at the top of the page to complete all the fields.
3. Return to your portal and click ‘Upload Spreadsheet’ to load the data.
4. Review the data and approve the upload. You will then begin the customer address and duplicate processing.

How to Download and Update a Customer List

You can view a list of your customers or bulk upload changes to customer data using an downloaded spreadsheet from the portal with existing customer information.  Additional information will be provided in the download, but only the name and address of the customers can be changed using this tool.

1. Click the black ‘Bulk Customer Upload’ button at the top right corner.
2. Click ‘Download Current Customers’ to download an excel spreadsheet of existing customer data and begin updating the data according to the following:
   •  Please note the columns that say Do Not Edit as making changes to these could compromise the data. If sorting, be careful to sort all columns together.
   • Add new customers by adding a line with the name and location. If there are multiple addresses add those on a separate line without the name below that new customer.
   • Add a new location for an existing customer by adding a line below the existing locations. Locations cannot be deleted/archived from a bulk upload. We recommend only adding locations rather than changing it on an existing line. you can archive a location from the portal.
   • Save your excel sheet.
3. Click the black ‘Bulk Customer Upload’ button at the top right corner.
4. Click ‘Upload’ and choose your excel sheet from your computer to load your data.
5. Review the data and approve the upload. You will then begin the customer address and duplicate processing.

Customer Address and Duplicate Processing

You may see the following, which is to ensure the system can use the data.

1. Unmappable Addresses - Use this address verification process to find a mappable address, or choose to enter coordinates for unmappable addresses.
   • Click the ‘Verify’ button to look for verified address options after making changes.
   • The ‘Use Suggestion’ button will become available when a verified address is available. Hover over the red highlighted fields to see the suggestion.
   • If there are many addresses to verify, you can verify each or use the ‘Apply All Suggestions’ button to verify all of them at once.
2. Duplicate Matching - Find duplicate addresses or names and determine if they are the same or different customers. You will be given the options to:
   • Merge
     • If addresses match but the name does not match, this will change the name of  your customer.
     • If the name matches, but the address does not match, this will add the address to the customer.
   • If you click ‘Discard’ then no data will be added to the system from this line.
   • ‘Add New’ will create a new customer with that name and address. This option is recommended if two customers (with different names) are at the same address. This scenario will create a visit for both customers each time you go to that address.

Reviewing Customer Data

1. Click ‘My Customers’ on the left side menu.
2. For each customer, you will see addresses, number of visits, average visit duration, last visit, date added, and notes (if available).
3. Use the filters at the top for date range, customer group, tracker, and driver (if available) to search for specific data.
4. Export a list of customers using the export function. Or under Bulk Upload, choose to download a customer list.

How to Edit or Remove Individual Customers

1. Click the edit Pencil Icon next to any customer to edit the data.
2. Click the ‘Archive’ button next to a customer to remove that customer from the list. The historical data on this customer will be retained for reporting purposes.

Reviewing Customer Visit Data

1. Click ‘Customer Visits’ on the left side menu.
2. View visit dates, last visit, duration, tracker, and driver (if available).
3. Use the filters at the top for the date range, customer group, tracker, driver (if available), or customer to search for specific data.
4. Export or print the data via the buttons at the top right corner of the page.

How to View Customer Data on the Map Page

1. Click the ‘Customer Map’ button in the gray bar above the map.
   • Customer geofences will open on the right sidebar.
2. You can edit customer data from here or click ‘Visits’ to view the Customer Visits page. You can also add new customers from this sidebar.
3. Customers will be arranged by the group you have created or as No Group.
4. Filter by group or by a customer using the Filter Customers text box.
   • Please Note: Customer address book-created geofences will not appear in the geofence sidebar on the map. You must click ‘Customers’ in the gray bar to view these geofences.

How to Send a Visit Wrap-Up Summary to a Customer

1. Set Visit Threshold (optional)
   • In the customer visits section, click ‘Set Visit Threshold’ to edit the length of time in the customer geofence required to be considered a visit.
   • Default is 5 minutes.
2. Edit Visit Summary
   • Click ‘Edit Visit Summary’ in the top right corner.
   • Add the company name and logo.
   • Edit the body of the email if desired.
   • Choose whether to automatically deliver the summary.
     • The default is off.
     • Turning on this setting means that all customers will receive the automated report if any tracker enters or leaves that customer geofence with the visit threshold. This communication is automatically sent to the customer if an email is on file.
   • Click ‘Save.’
3. Upload Photos (optional)
   • Next to an existing visit is the option to upload photos for that visit. Click the ‘+’ icon and upload.
   • These will be included in the visit wrap-up summary.
4. Send Visit Wrap-up summary
   • Click the Mail Icon on the line with the visit.
   • Photos from that visit will be included automatically.
   • Add an email address if needed.
   • Click ‘Send.’