Customers
Customer records hold the people and businesses your workshop serves. A clean customer record makes communication, vehicle lookup, notes, and history much easier for the whole team.
What customer records include
A customer record should include the customer’s name, contact details, notes, tags, linked vehicles, reminders, work logs, and documents where relevant.
Why it matters
When a customer rings, the team needs to quickly answer: who are they, what vehicles do they own, what work has been done, and what needs follow-up? Keeping this information in one place reduces handover friction.
How to use customers
Create one customer record per customer or business account. Link every vehicle to the correct customer. Use notes for operational context such as preferred contact method, collection instructions, fleet account details, or recurring issues.
Tags and notes
Tags are best for short, reusable labels such as fleet, trade, priority, or account. Notes are better for details that would not apply to many customers.
Best practices
- Check for an existing customer before creating a new one.
- Keep phone and email details current.
- Link vehicles immediately instead of leaving them unassigned.
- Use tags consistently across the workshop.
- Put sensitive or temporary details in the right internal note field only if your workspace policy allows it.
Common mistakes
- Creating duplicates for the same customer with slightly different spellings.
- Using too many one-off tags.
- Recording vehicle-specific details in customer notes instead of the vehicle record.