Use this guide when a customer's contact information, CRM stage, tags, or account status needs to change.

What you will accomplish

You will update the customer record safely so your team keeps accurate history for billing, cars, documents, and portal access. Small edits now prevent wrong emails, missing portal access, and confused customers later.

Customer details change over time. A customer may get a new email address, add a company name, change phone numbers, move to a new address, or move from lead to active customer.

Before you start

• Confirm you are editing the correct customer. Search by email or phone if two names look similar.
• Have the new information ready before you start.
• If you are changing an email address, remember that portal sign-in and invitations use email.
• If the customer has cars, invoices, or documents, review those connections after major changes.

Open the customer detail page

1. Go to All Contacts

   Open All Contacts.

   Expected result: You see your customer list (usually in Table view).

2. Search for the customer

   Use the Search field to find the customer by name, email, phone, or company.

   Why this matters: Two customers with similar names are easy to mix up. Search by email or phone when names match.

3. Open the record

   Click the customer row or View Details.

   Expected result: The customer detail page opens. You can edit most fields on this page without a separate "edit mode."

Edit personal and contact information

Most fields on the customer detail page can be edited directly.

1. Find Personal & Contact

   The Personal & Contact section is near the top of the customer detail page.

2. Click the field you want to change

   Click the value for fields such as name, email, phone, company, address, birthday, or notes.

3. Enter the new information

   Type the correct value. Use the full email address and a complete phone number when possible.

4. Save the field

   Follow the on-screen save action for that field. After saving, the new value appears on the page.

Update CRM information

CRM fields help your team understand where the customer is in your process.

1. Scroll to CRM Information

   Find the CRM Information section on the customer detail page.

2. Update the stage

   Use the Stage field under Current Stage to choose the customer's current step.

   Examples might include lead, customer, former customer, tour scheduled, contract sent, or active storage, depending on your team's settings.

3. Update the source

   Use Customer Source to record how the customer found you, such as referral, website, social media, event, or manual entry.

4. Add source details when useful

   Use Additional Details for helpful notes, such as "Referred by Sam Rivera" or "Met at cars and coffee event".

5. Choose customer groups

   Use Customer Groups to mark broad service types, such as storage, events, detailing, or other groups your team uses.

6. Add tags

   Click Add Tag to add flexible labels such as VIP, winter storage, high touch, fleet, or pending documents.

Add or remove tags

Tags are simple labels that help you find and group customers.

1. Click Add Tag

   In CRM Information, click Add Tag.

2. Search for an existing tag

   Type the tag name. If it already exists, select it from the list.

3. Create a new tag only when needed

   If the tag does not exist, type the new tag name and choose the create option.

4. Remove a tag if it no longer applies

   Click the small remove button beside the tag name. This removes the tag from this customer only.

Add notes for your team

Use customer notes when your team needs context that does not belong in a field.

Good notes are short and useful:

• "Prefers email, do not text unless urgent."
• "Tour completed on May 18. Waiting for signed storage agreement."
• "Assistant handles scheduling. See Contacts section."

Avoid storing sensitive information that should not be visible to staff who do not need it.

Upload or change a profile photo

A photo helps your team recognize the customer quickly in table, card, and board views.

1. Find the photo area

   At the top of the customer detail page, look for the round profile image or placeholder.

2. Click the photo area

   Click the image area to upload a new photo from your computer.

3. Confirm the photo saved

   After the upload finishes, the new photo should appear on the customer record and in list views.

   Expected result: Your team can spot this customer faster in Contacts.

Mark a customer inactive or delete a record

Use the Active / Inactive switch in CRM Information on the customer detail page—not a separate account menu.

1. For inactive customers

   Open the customer, scroll to CRM Information, and turn the Active switch off.

   Expected result: The label shows Inactive. On All Contacts, set Filters & Settings → Status to Inactive to find them again.

2. For migrate or delete

   Scroll to Danger Zone at the bottom of the customer page. Read each option carefully before you click.

   See Handle duplicate or merged customer records for step-by-step migrate, delete, and restore help.

What happens next

After editing a customer, check the parts of the system that depend on that information:

• If you changed email, resend portal invites, invoices, or contract links as needed.
• If you changed CRM stage, review board view in All Contacts.
• If you changed groups or tags, review any marketing lists or filters that use those labels.
• If you changed ownership details, confirm the right cars and documents are still linked.

Troubleshooting