In the "Customers" section you can find useful tools for viewing and editing customer data. This article details how you can add responsibilities for your customers using the "Responsibilities" matrix and how you can create and use customer categories and tags.
Responsibilities
Use the "Responsibilities" tab of the "Customers" section to manage customer and project responsibilities. The matrix shows all employees and the customers for. Clicking the "Projects" checkbox will add projects and their responsibilities to the view. The matrix is a simple way to define and modify responsibilities en masse. Use the select options above the matrix to filter shown data by teams, customers, employees, sellers and customer and project roles.
To add or delete responsibilities in the matrix, simply find the correct row for the customer or project you want to modify. Then find the column of the employee. Clicking the cell where these two meet will set the employee as responsible for the customer or project, or delete their existing responsibility.
Clicking the circled cell would set employee Felecia Pierce as responsible for Langworth Group
If you are using customer and project roles, you can also view the matrix by choosing the "By role" field. Click the "+" sign to add a new customer or project role to an employee. To read more about customer and project roles, see this article: 3.6.6. Customer and project roles
Customer categories
Customer categories are a tool that to divide customers into smaller groups. These categories can be used for instance in reports or when creating assignments for your customers. Customers can belong to only one category at a time.
To create a customer category, click the "+Customer" category button in the "Customers" section.
The category form has three tabs: basic info, sellers and customers.
First, give your category a descriptive name. You can define the start of customer numbering series for the category. For example, inputing the number 1000 in this field will ensure all new customers in the category will get a number in the series starting from 1000. This makes it easier to recognise customers by their numbers when certain numbers belong to a certain customer category. Note that existing customer numbers will not be automatically updated when you create a new category. You can also define accounting accounts and accounting targets if your company is using these features.
In the "Sellers" tab you can define which sellers are allowed to view the customers in the category. The "Customers" tab allows you to select which customers are included in this group. Remember that customers can only belong to one category at a time.
Finally click the Save button and the customer category will be formed. The selected customers will be under this category in the "Customers" section.
To view and edit customer categories, click the "Categories" tab. By clicking the row or the "Edit" button you can edit or delete a customer category. If you delete a customer category, all customers that belonged to this group are now labeled "Uncategorised". You can also export data into excel by customer category by clicking the "Customers" button on the desired row.
Tags
Tags can be used to group customers more freely for reporting purposes. One customer can have multiple tags. To create a tag, click the "+Tag" button on the "Customers" section.
Give the tag a descriptive name and, if needed, a description. Choose the customers that will have this tag. Then click "Save".
You can view and edit or delete tags on the Tags tab in the Customers section. Click the row that you want to edit or delete. You can also export data into excel by clicking the "Excel" link.
You can use tags and categories to filter results when looking at reports on the "Reporting" section of Koho.
