Customer Data Management: Responsibilities, Groups and Responsible Persons

Customer management tools

This guide covers the most important tools in the Customers section of Koho's management side:

• Use of the responsible person matrix

• Manage customer groups and special groups

• Review of persons in charge

Content of the instructions:

1. Responsibilities (Matrix)

2. Customer groups

3. Special groups

4. Persons in charge

Responsibilities (Matrix)

Functionality

On the "Responsibilities" tab, you can define and track:

• Persons in charge of customers

• Project managers (by selecting the "Projects" button)

  

Use

The matrix shows:

• On the line: Customers or projects

• In the columns: workers

Cell click:

• Add an employee as a customer/project manager

• Remove the employee from the position of responsible person

  

Example: By clicking on the cell under Example customer – John Smith, Matt is set (or removed) as the responsible person.

Filtration options

The view of the matrix can be limited as follows:

• Customer group

• Team

• Employee

• Salesperson

• Role

• Search field (customer name)

Role-specific review

If roles are enabled, you can:

• Select the "By role" button

• Use the "+" button to add roles to an employee (customer or project roles)

  

Customer groups

Functionality

With the help of customer groups, customers can be divided into smaller entities:

• Reporting

• To allocate work orders

Create a group

• Go to the Customers menu

• Select Categories

• Click on "+ Group"

  

Group definition

Basics tab:

• Name: Group name

• Start of customer numbering: Specifies the starting point of the customer numbers (does not change old information)

• Possible ledger account or calculation objects

Salesperson tab:

• Define which employees can see the customers of the customer group (salesperson role)

Customers tab:

• Select the customers to include in the group

Note: One customer can only belong to one customer group at a time.

• Finally, save.

Control

• Groups can be found on the "Groups" tab

• Click next to the group row to edit or delete the group

• When deleting, customers will go to "No group" mode

• You can upload customers to Excel on a group-by-group basis by clicking the "Customers" button next to the group row

Special Groups

Functionality

Special groups offer a more flexible customer classification:

• A customer can belong to several special groups

• Available in reporting and search

Create a group

• Go to the Special Groups tab

• Press "+ Special Groups"

Fields:

• Name: Group name

• Legend (optional)

• Customers: Select the customers to add to the group

• Save

Control

• Click a group row to edit or delete a group

• Use the Excel button to export the group's customers to an Excel file

Special groups can also be found under the customer group menu, e.g. in the reporting views.

Persons in charge

Functionality

The Assignees tab shows all assigned custodians for customers.

Filtering options

• Customer

• Employee

• Show archived customers (dot)

• Show project participants (dot)

Data export

• Click on the "Excel" button to download the listing

Navigation

• Clicking on the name of the client or project will take you directly to that card

Column description (left to right)