ΕργοθήκηHelp Centre
Sections
How do I find, add and contact customers?
How to find a customer, what their profile shows, how to email them and who can change their details.
On this page
How do I find a customer? How do I add a customer? What does the customer's profile show? How do I email a customer? How do I keep notes about the customer? Who can see customers? Who can change customers?Customers are the people who bring work to the office — private individuals, companies, contractors, local councils. Every project belongs to a customer. The list is under Projects & customers → Customers.
How do I find a customer?
The quick views Everyone, With active projects, No projects and Recent (added in the last 30 days) each show how many there are. Search looks through names, telephone numbers, email addresses, tax numbers, fields of activity and addresses; the Location filter keeps a single area. The Projects column shows how many projects a customer has and how many are active, and Last project takes you straight to it.
How do I add a customer?
+ New customer opens the form. Only the Full name or company name is required; email, telephone, location, tax number, field of activity and notes can go in whenever you have them. For offices in Greece the tax number is checked before it is saved. If the office's plan has a monthly limit on new customers, the list's title shows how many came in this month (for example 3/5 per month). Once it is reached, + New customer is locked and the page says when the limit renews; the customers you already have stay available.
What does the customer's profile show?
| Part | What it shows |
|---|---|
| Details | Telephone, email, address, how long they have been a customer, notes |
| Four figures | Open projects, in progress, running late, upcoming appointments — pressing one opens the matching tab, already filtered |
| Projects | All the customer's projects, with status filters and a search by code or title |
| Appointments | The appointments that concern them |
| Communication | ErgoMail emails and video calls with them in one stream, newest first, by month: All / Email / Video calls filters, a project and a search in subjects and minutes; the next planned video call on top. The emails are shown to whoever reads the office box in ErgoMail (never other people's personal boxes); the video calls, while ErgoMeeting is on |
| Finances | Total, received and still owed, broken down by project — only for people who can see amounts |
A ＋ New offer can be started from the profile with the customer already filled in. When the office has the customer portal switched on, its invitation box is here too.
How do I email a customer?
The profile's Email opens ErgoMail's New message window with the customer already the recipient: files, a CC, the box it is sent from and a project are added there. The conversation stays in ErgoMail and also appears in the customer's Communication tab. It needs an email address on the customer and access to ErgoMail.
How do I keep notes about the customer?
The profile's Notes tab is a flow: each note with who wrote it and when, the newest first and the Pinned ones always on top. A note can be linked to a project and pinned; the All / Pinned / With attachments filters and the search find it again. Whatever you wrote in the registration form's «Notes» field becomes the First note. Notes are internal: the customer never sees them. Only whoever wrote a note corrects it; anyone with the Manage customers and partners permission can delete it, and a deleted note goes to Deleted records and comes back from there.
Who can see customers?
| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
|---|---|---|---|---|---|---|---|
| View customers and their details | yes | yes | yes | no | yes | yes | no |
The list, the profiles (tax number, phones, addresses) and customers in search are seen by whoever has View customers. Without it the Customers menu is not shown; in forms (project, appointment) a customer is chosen by name only.
Who can change customers?
| Permission | Office Owner | Office administrator | Project manager | Technical staff | Secretariat | Accounting | Website manager |
|---|---|---|---|---|---|---|---|
| Create and edit customers | yes | yes | yes | no | yes | no | no |
Adding, editing, deleting and emailing need this permission, which goes together with View customers. Without it these buttons are not shown.
Deleting is not final: the customer goes to Deleted records, where they can be restored.