Customer Registry

Module Overview

The Customer Registry module is a simplified tool for managing clients and customers in your company. Unlike the comprehensive CRM module, it offers an intuitive and simple environment for recording basic customer data with the ability to customize custom fields according to your company's needs.

Key Features:

• Recording basic customer data (name, address, contacts)
• Up to 14 custom fields according to your needs (dates, texts, attachments)
• Automatic deadline monitoring with email notifications
• Adding notes with attachments to each customer
• Integration with the Work Reports module for work recording
• Data filtering and export

Target audience: Small and medium-sized companies that need simple customer records without the complexity of a CRM system. Ideal for service companies, consultants, and service providers.

Settings

Module settings can be found in the menu Settings → Customer Registry. Only users with administrator rights have access.

Custom Fields

The module allows you to define custom fields for recording specific information:

1. Date Fields (3 fields)

• Suitable for deadlines such as "Contract End", "Inspection Date", "Certificate Validity"
• Automatic deadline monitoring can be activated for them
• Displayed in the main customer overview

2. Date + Time Fields (3 fields)

• For recording precise deadlines including time
• For example "Scheduled Meeting", "Installation Date"

3. Text Fields - Short (5 fields, max 100 characters)

• For short text information such as "Company ID", "VAT ID", "Contract Number"
• Displayed in the main overview

4. Text Fields - Long (3 fields, unlimited)

• For longer descriptive texts
• Support formatting using TinyMCE editor
• You can choose whether they should be displayed in the overview table

5. Attachment Fields (3 fields)

• Allow uploading up to 60 files per field
• Maximum file size: 100 MB
• Supports drag & drop using Dropzone
• Suitable for "Contract", "Certificates", "Photo Documentation"

Deadline Monitoring and Notifications

For each date field, you can activate automatic deadline monitoring:

1. Check "Monitor date"
2. Enter the number of days in advance when the notification should occur (e.g., 14 days)
3. Select users who should receive email notifications

The system automatically:

• Displays the "Needs attention soon" panel on the module's main page
• Sends an email to selected users on the notification day
• Highlights customers with expired deadlines in red

User Rights

In settings, you can assign each user one of 5 access levels:

• 0 - No Access: User cannot see the module at all
• 1 - Can Read: View only, without editing capability
• 2 - Read and Add Notes: Additionally can add notes
• 3 - Read, Add Notes and Edit: Can edit customers
• 4 - All Rights: Additionally can delete customers

Basic Operations

Adding a New Customer

1. Open the Customer Registry module
2. Click the green "+ Add Customer" button
3. Fill in the required field Name/Title
4. Complete other data as needed:
   • Address (street, city, ZIP code, country)
   • Contact details (phone, email)
   • Custom fields defined in settings
5. For attachments, you can drag files into the Dropzone area or click and select
6. Click "Save"

Tip: The "Active" field is automatically checked. For inactive customers (e.g., former clients), uncheck it.

Editing a Customer

You can edit a customer in two ways:

Method 1: Edit in Detail View

1. In the overview, click on the customer's name
2. In the detail view, click the blue "Edit" button
3. Make changes and click "Save"

Method 2: Quick Edit in Table

• Directly in the overview table, click on the field you want to change
• The change is saved automatically when you leave the field

Adding a Note

1. Open the customer detail by clicking on their name
2. In the "Notes" section, click "+ Add Note"
3. Write the note text
4. Optionally add attachments by dragging into the Dropzone area
5. Click "Save"

The note automatically includes the date, time, and name of the user who created it.

Recording Work for a Customer

If you have the Work Reports module active:

1. Open the customer detail
2. In the "Work Performed" section, click "+ Record Work"
3. Fill in the work report form (date, description, time, costs)
4. The "Order" field is automatically filled with the customer's name
5. Save the record

In the customer detail, you can see an overview of all recorded work including totals of time and costs.

Advanced Features

Working with Custom Fields

Date Fields with Monitoring:

When the deadline entered in a date field with active monitoring approaches:

• The customer is displayed in the red "Needs attention soon" panel
• Selected users receive an email notification
• After the deadline expires, the customer moves to the "Expired" section

Attachment Fields (Dropzone):

• Drag multiple files at once
• Maximum 60 files per field
• Each file max 100 MB
• Supported formats: all common types (PDF, DOC, XLS, JPG, PNG, etc.)
• You can remove files with the cross in the upper right corner

Long Text Fields:

• TinyMCE editor allows text formatting (bold, italic, lists)
• You can insert images and links
• In settings, choose whether the content should be displayed in the overview table

Filtering Customers

Click on the yellow "Filter" panel and set criteria:

• Active: Only active / only inactive / all
• City: Selection from available cities

Besides the filter, you can use:

• Search: Field in the upper right - searches all columns
• Sorting: Click on the column header for ascending/descending sorting
• Page length: Select the number of displayed records in the upper left (10-100 or All)

Data Export

Click the "Excel" button above the table on the right:

• Exports currently displayed data (respects filters and search)
• Format: XLSX (Excel)
• Contains all visible columns

The "Colvis" button allows you to hide/show individual columns.

Deleting Customers

Only users with level 4 rights can delete:

1. Open the customer detail
2. Click the red "Delete" button
3. Confirm deletion

You can find deleted customers by clicking the "Deleted" button in the main overview.

Integration

Work Reports Module

Customer Registry is fully integrated with the Work Reports module:

Work Recording:

• From the customer detail, you can directly create a work report
• The "Order" field is automatically filled with the customer's name
• Work is displayed in the "Work Performed" section in the customer detail

Work Overview:

• In the customer detail, you see a table of all recorded work
• Totals of time, travel, and other costs
• By clicking on work in the Work Reports module, you see a link to the customer

Tip: For more detailed work analysis, use the Work Reports module, where you can filter by date, employee, and other criteria.

Workflows

Scenario 1: Service Company with Inspection Deadlines

Setup:

1. In settings, create a date field "Inspection Date"
2. Activate deadline monitoring 30 days in advance
3. Add technicians to notifications

Use:

1. For each customer, fill in "Inspection Date"
2. 30 days before the deadline, technicians receive an email
3. The customer is displayed in the red panel
4. The technician performs the inspection and records work through "Record Work"
5. In a note, records the inspection result with photo documentation
6. Updates "Inspection Date" to next year

Scenario 2: Consultant with Client Contracts

Setup:

1. Create text fields "Company ID" and "Contract Number"
2. Create date field "Contract End" with monitoring 60 days in advance
3. Create attachment field "Contract"

Use:

1. Upload the scanned contract to the customer's "Contract" field
2. Fill in "Contract End"
3. 2 months before the end, you receive an email notification
4. Contact the client for renewal
5. Record the negotiation result in a note
6. Record each meeting as a work report

Scenario 3: IT Company with Customers and Certificates

Setup:

1. Create text fields "Server URL" and "License Number"
2. Create date field "SSL Certificate Validity" with monitoring 14 days
3. Create long text field "Infrastructure Notes"
4. Create attachment field "Documentation"

Use:

1. Record access credentials for the customer in notes
2. Upload network diagrams and manuals to "Documentation"
3. Describe server configuration in "Infrastructure Notes"
4. Before SSL certificate expiration, you receive a notification
5. Record each administrative work through "Record Work"

Troubleshooting

I'm not receiving email notifications for deadlines

Solution:

• Check in settings whether "Monitor date" is checked for the date field
• Verify that you are selected in the "Notify users" field
• Check your email in the user profile (Menu → My Profile)
• Email notifications are sent by a CRON job - contact the administrator

I cannot upload an attachment

Solution:

• Check the file size (max 100 MB)
• Check that you're not exceeding the limit of 60 files per field
• Try a different browser (we recommend Chrome or Firefox)
• Disable ad blockers that may block Dropzone

Custom field is not displayed in the table

Solution:

• In settings, check that the field has a filled "Name"
• For long text fields, check the "Display in table" checkbox
• Refresh the page (F5)
• Check the "Colvis" button - the column may be hidden

I cannot edit/delete a customer

Solution:

• Check your access rights in Settings → Customer Registry
• For editing, you need rights level 3 or higher
• For deletion, you need rights level 4
• Contact the administrator to increase access rights

The "Needs attention soon" panel is empty

Solution:

• The panel is displayed only when you have monitoring activated for at least one date field
• Check in settings that "Monitor date" is checked for the date field
• The panel displays only active customers - check the "Active" field
• Check whether date fields are filled in for customers

FAQ

1. What is the difference between Customer Registry module and CRM?

Customer Registry is a simplified version of the CRM module. It does not include features such as business cases, contract proposals, sales pipeline, etc. It is intended for companies that need a simpler tool only for recording customers with custom fields.

2. Can I export all customer data at once?

Yes, use the "Excel" button in the main overview. Before exporting, set the filter to "All" and page length to "-1" (All) to export all records. The export contains all visible columns.

3. How often does the system check deadlines for notifications?

The CRON job runs automatically every morning. If a deadline falls within the set period (e.g., 14 days), an email is sent and the customer is displayed in the notification panel.

4. Can I change the number of custom fields?

No, the number of fields is fixed: 3 date, 3 date+time, 5 short text, 3 long text, 3 attachment fields. If you need more fields, consider using the comprehensive CRM module.

5. Is customer data accessible from the mobile app?

No, the Customer Registry module is only available through the web interface. For mobile access, you can use the responsive web interface on your phone or tablet.

6. Can I import customers from Excel?

Bulk import is currently not available. You must add customers manually one by one. For bulk import, contact support or the system administrator.

Related Documentation

• CRM Module - More comprehensive customer relationship management tool
• Work Reports Module - Recording of worked hours and costs
• User Rights - User access rights management
• Company Settings - Basic system configuration

Abbreviations and Terms

• Active customer: Customer you are currently working with
• CRON job: Automatic system task that runs in the background at regular intervals
• Date field: Field for recording date (without time)
• Date+time field: Field for recording date including precise time
• Dropzone: Area for uploading files using drag & drop
• Export: Saving data to an external file (e.g., Excel)
• Deadline monitoring: Automatic tracking of dates and sending notifications
• TinyMCE: Text editor with formatting capability
• Work report: Record of worked hours and costs

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Last update date: 11.11.2025

Documentation version: 1.0