Creating and Managing Customers
This guide covers how to create new customers and manage existing customer profiles in Pool Office Manager.
Accessing the Customers Module
Click on the Customers icon in the left sidebar to access your complete customer database. You can search for customers by name, filter by status, or use advanced search options.
Creating a New Customer
1. Click the "Create customer" button in the Customers module
2. Fill out the customer information form, which includes 5 collapsible sections:
Contact Info and Custom Fields
- Name (First name and Last/Company name)
- Up to 4 email addresses
- Up to 4 phone numbers with labels
- Enable text message notifications per phone number
- Notification preferences
- Zones for routing
- Status: Lead, Active, or Inactive
- Customer Since date
- Full address with coordinates
- Any custom fields your company has configured
Service, Pool and Hot Tub Details
- Pool specifications
- Equipment information
- Pool/spa type
Billing Information
- Billing address (if different from service address)
- Payment terms and preferences
Service Pricing
- Customer-specific pricing for services
- Override default service type prices
Notes
- Internal notes visible only to your team
Customer Status Options
- Lead: New prospects not yet signed up
- Active: Current customers receiving service
- Inactive: Former customers or paused accounts
Managing Existing Customers
Click on any customer row to open their profile. Customer profiles include multiple tabs:
- INFO: Contact details and basic information
- APPT/SERVICE: Appointment history and service records
- SALES: Quotes and sales information
- PICTURES: Customer location photos
- BILLING/INVOICING: Billing history and invoices
Use the Tags feature to categorize customers for easy filtering and reporting.