Maintain Customer Contacts And Booking History

Search The Customer Directory

Open Directory → Customers. The Customer Directory is available to parent operator administrators and staff. Sub-tenant users work with contact details inside their accessible booking workflow instead.

1. Search Before Creating

   Search by name, phone, email or company. Use All, Booked or No Bookings to narrow the list. Check existing contacts before adding another record for the same person.

2. Review A Duplicate Indicator

   A Duplicate badge means another customer of this operator shares the phone number. Compare the names and context; a shared number can be intentional and the badge does not merge records.

3. Open The Customer

   Open the customer to review Contact Details, Internal Notes and the Bookings history. Financial columns such as Completed Spend and booking Price are only visible to users with financial access.

Create A Reusable Contact

1. Start A Customer Record

   Choose New Customer. In Contact Details, enter Full Name and Phone Number. Both are required for a new directory customer.

2. Add Optional Information

   Enter Email Address and Company when known. In Notes & Context, use Internal Notes for private office context such as a billing contact or preferences.

3. Save And Check

   Choose Create Customer, or Create & Add Another when entering several contacts. Check the saved spelling and contact details before reusing the customer on bookings.

Use A Contact On A Booking

1. Choose The Account First

   When creating a partner booking as a parent operator, select Sub-Tenant first. The customer selected for the booking must belong to the same account context.

2. Select Or Add The Contact

   In the booking's Customer Details, search for the customer by name, phone or email. Select it to populate the contact details, or use + to add a customer from the booking form. Review Contact Name, Contact Phone and Contact Email on the booking.

3. Record Travellers Separately

   Use Passenger List for the people travelling when they differ from the contact. Enter Passenger Name and optional phone for each named traveller, then set Passengers to the total travelling, including unnamed companions.

4. Choose The Intended Message Recipient

   When preparing WhatsApp Customer, select the intended contact or passenger if more than one phone is available. Email Customer uses the booking contact email. Check the preview rather than assuming every traveller will receive a message.

Update Details And Review Past Bookings

1. Correct The Customer Record

   Open the customer, edit the contact or internal notes and save the form. For an existing customer with a phone, a replacement must remain a valid non-empty phone number.

2. Check Affected Future Bookings

   Review the contact fields on existing bookings separately. They keep booking-specific details; do not assume changing the directory contact updates every saved trip or message.

3. Review The Booking History

   Use Bookings on the customer record to inspect references, Pickup At and Status. Users with financial access also see Price with the booking's currency. Make operational changes from the relevant booking rather than treating this read-only history as the booking editor.

Archive Or Restore A Customer

1. Archive A Contact You No Longer Use

   Use Delete from the customer actions and review the confirmation. This archives the customer while preserving its record and booking history.

2. Restore A Returning Contact

   Find the customer using the archived-record filter and choose Restore. Check their current contact details before creating another trip.

3. Respect History Restrictions

   Permanent deletion is different from archiving. It is refused when bookings reference the customer because those bookings retain a permanent customer link.