Customer profiles

A customer is a person; a lead is one opportunity with that person. MotoDealerHQ keeps one customer record per shopper and attaches every lead, appointment, trade-in, message and invoice to it. When someone fills in a second form, they are matched by email address, then phone number, so you do not end up with duplicates.

Find a customer #

1. Open Sales › Customers.
2. Type a name, email or phone into Search. Use Consent to list only customers who agreed to email or texts.
3. Select Search, then select a name to open the profile.

(open full size)

1. Search and consent filter.
2. Consent shows at a glance who you may email or text.

Read a customer profile #

(open full size)

1. Leads: every lead for this person that you are allowed to see. Select + New lead at the top to start another one.
2. Communication log: emails and texts to and from this customer.
3. Contact: email, phone, address and preferred contact method.
4. Consent: whether they agreed to email and texts, with the full history. See consent.

The profile also lists Appointments and Trade-ins, and has a New invoice button (see invoices and payments). Private files and videos you attach to a customer are visible to staff only.

Edit contact details #

1. Open the profile and select Edit.
2. Change First name, Last name, Email, Phone, Address, City, State, Postal code or Preferred contact.
3. Select Save.

Export customers #

1. Open Sales › Customers and set the search and consent filters.
2. Select Export CSV.

The export follows your visibility (salespeople who see only their own leads export only their own customers) and is recorded in the audit log. Values that a spreadsheet could run as a formula are escaped.

Erase a customer's personal data #

Use this when a customer asks you to delete their information.

1. Open the profile and scroll to Erase personal data.
2. Type ERASE in Type ERASE to confirm.
3. Select Erase personal data.

This removes their name, contact details, address, form answers, message contents, live chats and anything staff wrote that names them. It also stops any follow-up sequences and deletes the sensitive details of their credit applications. Leads, appointments and trade-ins stay as anonymous records so your reports keep working.

For data exports and erasure across the whole account, see data export and erasure.

Tips #

• Always record how consent was given (for example "Verbal on phone call 3/4"). It protects you if a customer later disputes it.
• Fix a typo in an email address on the profile, not on the lead. The lead uses the customer's details.

Permissions #

Limitations #