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Customers

The Customers module allows you to build and manage a database of your clients. This centralized hub helps you track purchase history, manage contact details and shipping addresses, and monitor marketing subscription statuses.

Location: Customers

What Are Customers?​

The Customers module is your store's built-in CRM (Customer Relationship Management) system. It aggregates every individual who has interacted with your business — whether they placed an order online, signed up in-store, or were manually added by your team.

  • Contact Management - Store names, emails, phone numbers, and addresses
  • Purchase Tracking - View total spend, order count, and last order details
  • Marketing Control - Track email and SMS subscription consent
  • Organization - Use tags, notes, and custom views to categorize customers
For Store Owners

Most customers are created automatically when they place an order. You only need to manually add customers for phone orders, in-store sign-ups, or B2B relationships.

Customers Overview​

Customer Dashboard​

Upon navigating to Customers via the main sidebar, you are presented with the Customer List View. This dashboard provides a high-level snapshot of your client base.

Data Columns​

The main table displays essential identification metrics for every record:

  • Customer Name: The full name of the client.
    • Action: Clicking on a name will open that specific customer's detailed profile.
  • Email: The primary email address associated with the account. This is the unique identifier used for login and order notifications.
  • Email Subscription: A status badge indicating the customer's marketing consent level.
    • Subscribed : Customer has explicitly agreed to receive marketing communications.
    • Unsubscribed: The customer has either actively unsubscribed or did not sign up for marketing emails.
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Use the pagination arrows (← →) located at the bottom of the list to navigate through large databases.

Quick Start Guide​

If you're managing customers for the first time, follow these steps:

  1. Review existing customers — If orders have been placed, customer profiles already exist
  2. Add a customer manually — Use the Add Customer form for phone or in-store sign-ups
  3. Apply tags — Label high-value or special customers with tags like "VIP" or "Wholesale"
  4. Create a custom view — Save filtered tabs for frequently accessed customer groups
  5. Check marketing consent — Ensure marketing checkboxes are only checked with explicit customer permission

For detailed instructions, continue reading below.

Searching and Sorting​

To efficiently manage a growing customer base, Soppiya provides robust tools to locate specific records or reorganize the view.

Locate the Search icon (🔍) in the top-right toolbar.

  • Function: Typing in this field queries the database by Name or Email Address.
  • Usage: Ideal for quickly pulling up a profile when a customer is on the phone or requesting support.

Sorting Data​

Click the Sort icon (⇅) to change the order in which customers appear. This does not remove data; it simply reorders the list.

Available Sort Criteria:

  • Id: Sort by the system-generated unique identifier.
  • First Name / Last Name: Alphabetical sorting (A-Z).
  • Language: Group customers by their preferred interface language.
  • Tax Collectable: Group customers based on whether they are liable for tax.
  • Created At: Sort by join date (Useful for finding new sign-ups).
  • Updated At: Sort by the most recently modified profiles.

Sort Direction:

  • Ascending (↑): A-Z or Oldest-Newest.
  • Descending (↓): Z-A or Newest-Oldest.

Advanced Filtering​

Filters allow you to narrow down the visible list to only show customers matching specific criteria.

  1. Click the Add filter (+) button located above the column headers.
  2. Select a filter category from the dropdown (e.g., Tax Collectable).
  3. Define the condition.
    • Example: If selecting "Tax Collectable," a checkbox menu appears. Checking the box will filter the list to only show customers who are flagged to pay tax.
  4. Clear Filters: To remove a filter, click the X on the filter chip, or select Clear to reset the dashboard.

Custom Views (Saved Segments)​

A Custom View allows you to save a specific combination of filters as a permanent tab. This is highly recommended for workflows you perform daily, such as checking for new VIPs or reviewing tax-exempt customers.

How to Create a View​

Follow this specific order of operations to ensure the view is saved correctly:

Step 1: Create the Tab

  1. Click the + (Plus) sign located next to the "All" tab.
  2. A modal titled Create new view will appear.
  3. Name: Enter a descriptive title for your view (e.g., "Taxable Customers").
note

Maximum 40 characters allowed.

  1. Click the Create view button.

Step 2: Configure the View

  1. You will automatically be switched to your new tab (e.g., "Tax Collectable"). Initially, it will show all customers.
  2. Apply Filters: Click Add filter (+) inside this new view.
  3. Select your criteria (e.g., select Tax Collectable and check the box).
  4. Then click Save button and system will automatically associate this filter with the active tab.

How to Add a New Customer​

While most customers are added automatically when they place an online order, there are times when you need to manually create a customer profile. This is common for phone orders, in-store sign-ups, or B2B relationships.

Step 1: Initiate the Process​

  1. Navigate to the Customers dashboard.
  2. Click the Add customer button located in the top-right corner.

Step 2: Customer Overview​

This section captures the essential identity information for the client.

  • First Name & Last Name: Enter the customer's legal name.
note

Both fields are generally recommended for accurate record-keeping, though a single name can sometimes suffice depending on your region's norms.

  • Language: Select the customer's preferred communication language from the dropdown menu (e.g., Bengali, English). This ensures that any automated emails (like order confirmations) are sent in a language they understand.
  • Email: Enter a valid email address.
important

This serves as the unique user ID for login and is required to send digital receipts.

  • Phone Number:
    1. Select the country flag/code from the dropdown (e.g., the Bangladesh flag for +880).
    2. Enter the remaining digits of the phone number.
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This number will be used for SMS notifications or delivery coordination.

Step 3: Marketing & Tax Configuration​

These checkboxes determine legal compliance and communication permissions.

  • Customer agreed to receive marketing emails:
    • Check this only if the customer has explicitly said "Yes" to receiving newsletters and promos.
    • Uncheck to respect their privacy; they will still receive transactional emails (receipts).
  • Customer agreed to receive SMS marketing text messages:
    • Check this to allow promotional texts. Ensure you have documented consent as SMS regulations can be strict.
  • Collect tax:
    • Check this box (Default) if the customer is located in a taxable region.
    • Uncheck this box if the customer is tax-exempt (e.g., a charity organization or a B2B wholesaler with a valid tax ID).
important

You should always ask your customers for permission before subscribing them to marketing channels.

Step 4: Notes and Organization​

Use these fields to add internal context that helps your team serve the customer better.

  • Notes: A free-text field for administrative details.
    • Examples: "Prefers delivery to the back door," "Call before 10 AM," or "Refund processed manually on Jan 20."
    • Visibility: These notes are private to your staff and not visible to the customer.
  • Tags: Keywords used for segmentation and filtering.
    • Type a tag name (e.g., VIP, Wholesale, Local) and press Enter.
    • Benefit: Later, you can search for "VIP" to instantly pull up a list of all high-value clients.

Step 5: Meta Fields​

This section allows for capturing custom data points specific to your business logic.

  • Date of Birth: Click to select the date from a calendar picker.
    • Use Case: Sending automated birthday discount codes or verifying age for restricted products.

Step 6: Save the Profile​

Once all information is entered, scroll to the top of the page and click the Save button. The new profile is created immediately and is ready for use in orders.

Managing Customer Profiles​

Once a customer is added to your database, you can view and manage their comprehensive profile. Clicking on a customer's name from the main dashboard opens the Customer Details Page. This view aggregates purchase history, contact information, and administrative notes into a single interface.

Profile Insights & Metrics​

The top section of the profile provides immediate visibility into the customer's value and activity:

  • All Time Stats: Displays the total Amount Spent and the total number of Orders successfully placed. This helps in identifying high-value or frequent buyers.
  • Last Order Placed: Provides a quick link to the most recent transaction for reference.

Editing Core Details​

To update the customer's personal information, contact methods, or marketing preferences:

  1. Locate the Contact information card on the right-hand side.
  2. Click the Edit icon (pencil).
  3. The Edit customer modal will appear with the following fields:
    • Customer Overview: Update the First Name, Last Name, and preferred Language.
    • Contact Info: Modify the Email address or Phone number.
    • Marketing & Tax: Update consent checkboxes for Email/SMS marketing and toggle the "Collect tax" setting.
  4. Click Save to apply the changes.

Internal Notes and Tags​

The bottom right section of the profile contains tools for internal organization:

  • Notes: A text field where staff can write administrative details (e.g., "Customer requested to ring the doorbell twice"). These notes are invisible to the customer.
  • Tags: Add keywords (e.g., VIP, Wholesale) to categorize the user. Type the tag name and click the + button to assign it.

Managing Addresses​

A single customer profile can store multiple addresses (e.g., Home, Office, Warehouse). Accurate address management is crucial for shipping calculations and tax collection.

Adding a New Address​

  1. Locate the Default address card on the right sidebar.
  2. Click the Edit icon (pencil).
  3. In the Manage addresses pop-up, click Add new address.
  4. Fill in the required shipping details:
    • Country/Region: Select the nation first to load relevant regional options.
    • Contact Name: First and Last name for this specific location.
    • Company: (Optional) Business name if applicable.
    • Address: Enter the street address, including apartment or suite numbers.
    • City & Postal Code: Ensure these are accurate for delivery zones.
    • Phone: A specific contact number for delivery drivers at this location.
  5. Click Save to store the address.

Setting a Default Address​

The "Default" address is the one automatically pre-filled during checkout. To change the default:

  1. Click the Edit on the Default address card to open the Manage addresses list.
  2. Locate the specific address you wish to prioritize.
  3. Click the Options button (...) associated with that address card.
  4. Select Set Default.
note

You can also use this menu to Edit an existing address or Delete an obsolete one.

Deleting a Customer​

If a customer profile is a duplicate, created in error, or if a customer has exercised their right to be forgotten (data removal request), you can permanently remove their account.

Deletion Process​

  1. Navigate to the specific Customer Profile.
  2. Click the Options button (...) located in the top-right corner of the page header (next to the customer's name).
  3. Select Delete customer from the dropdown menu.
  4. Confirmation: A modal will appear asking you to confirm the action. It will state: "Are you sure you want to remove the [Customer Name] customer?"
  5. Click the Yes, remove button to finalize the deletion.
warning

Deleting a customer removes their personal contact information, address book, and login credentials. Ensure you have backed up any necessary data before proceeding. If the customer has existing orders, those financial records may be preserved for accounting purposes, but the link to this specific customer profile will be severed.

Real World Examples​

To help you understand how customer management works in practice, here are common scenarios.

Example 1: Adding a B2B Wholesale Customer

Goal: Register a wholesale buyer who orders by phone and is tax-exempt.

Configuration:

FieldSetting
First NameKarim
Last NameHassan
Emailkarim@wholesaleco.com
Phone+880 1912-345678
LanguageEnglish
Marketing EmailUnchecked
Collect TaxUnchecked
TagsWholesale, B2B
Notes"Tax-exempt — ID on file. Orders via phone, invoices monthly."

Why this works:

  • Tax collection is disabled for the exempt wholesale account
  • Tags enable quick filtering of all wholesale customers
  • Notes provide context for staff handling future phone orders
Example 2: VIP Customer with Multiple Addresses

Goal: Track a high-value customer with separate home and office delivery addresses.

Setup:

  1. Create the customer profile with full contact details
  2. Add two addresses: Home (default) and Office
  3. Tag as "VIP" for easy identification
  4. Add a note: "Prefers morning delivery, call before arriving"

Benefits:

  • Multiple addresses streamline checkout for repeat customers
  • VIP tag enables creating custom views and targeted marketing
  • Notes help delivery staff provide personalized service
Example 3: Creating a Custom View for Marketing

Goal: Build a saved view showing only customers who have subscribed to marketing emails.

Setup:

  1. Click + next to the "All" tab → Name it "Email Subscribers"
  2. Apply filter: Email Subscription = Subscribed
  3. Click Save

Why this works:

  • One-click access to your marketing audience
  • List updates automatically as customers subscribe or unsubscribe
  • Useful for estimating email campaign reach

Troubleshooting​

Common issues and how to fix them:

I can't find a customer in the list

Possible causes:

  • An active filter is hiding the customer
  • The customer name is spelled differently than expected

Solution:

  1. Clear all active filters by clicking Clear
  2. Try searching by email address instead of name
  3. Check if the customer was deleted recently by another team member
Customer's marketing status shows "Unsubscribed" even though they agreed

Possible causes:

  • The marketing checkbox wasn't checked when the profile was created
  • The customer unsubscribed via an email link

Solution:

  1. Open the customer profile and click the Edit icon on the contact card
  2. Check the relevant marketing consent checkbox
  3. Click Save
warning

Only re-enable marketing if the customer has genuinely given consent. Re-subscribing without permission may violate regulations.

I accidentally deleted a customer

Possible causes:

  • The deletion was confirmed in the modal

Solution:

  1. Customer deletion is permanent — the profile cannot be recovered
  2. If the customer places a new order, a new profile will be created automatically
  3. You can also manually re-create the profile using the Add customer button
  4. Historical order records may still be preserved in the Orders module
Customer's address isn't pre-filling at checkout

Possible causes:

  • No default address is set
  • The customer hasn't logged in

Solution:

  1. Open the customer profile → click Edit on the Default address card
  2. Click the Options button (...) next to the correct address
  3. Select Set Default
  4. Ensure the customer is logged into their account during checkout
Need More Help?

If you're still experiencing issues, contact Soppiya support with the customer name or email, and a description of the problem.

Best Practices​

Customer Management Best Practices

Data Quality

  • Complete all fields: Fill in email, phone, and address for every customer
  • Verify email addresses: Incorrect emails prevent order notifications and marketing
  • Use proper names: Enter the customer's legal name, not nicknames, for accurate records

Organization

  • Tag consistently: Use a standard set of tags (e.g., VIP, Wholesale, Local, International)
  • Create custom views: Build saved tabs for your most-used customer segments
  • Add notes: Document special requests, preferences, or important history for each customer

Marketing & Compliance

  • Respect consent: Only check marketing boxes when the customer has explicitly agreed
  • Review subscriptions regularly: Audit marketing consent statuses periodically
  • Handle data requests promptly: Process "right to be forgotten" deletion requests promptly

Common Mistakes to Avoid

  • ❌ Subscribing customers to marketing without explicit consent
  • ❌ Leaving the tax collection box unchecked for taxable customers
  • ❌ Deleting customers without backing up necessary information
  • ❌ Creating duplicate profiles — always search first before adding a new customer

Summary​

The Customers module is your centralized CRM for managing every client relationship. It tracks contact details, purchase history, marketing consent, and addresses in one place.

Key takeaways:

  • Most customers are created automatically from orders — manual creation is for phone/in-store sign-ups
  • Always verify marketing consent before checking subscription checkboxes
  • Use tags, notes, and custom views to organize and segment your customer base
  • Multiple addresses can be stored per customer with a configurable default
  • Customer deletion is permanent and severs the link to their order history
  • Regularly review and update customer data to maintain quality

If you're just getting started, review the customers that were auto-created from orders, apply tags to your most important clients, and create a "VIP" custom view for quick access to high-value buyers.