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Customer Management

Manager Admin

The admin panel provides a full-featured customer management interface where you can view your complete customer list, search and filter accounts, edit customer details, review purchase histories, and generate customer codes. This page covers all customer management tasks available from the admin panel.

Customer management list

Accessing Customer Management​

  1. Log in to the Admin Panel at yourstore.brotherpos.ca.
  2. Navigate to Customers in the navigation bar.
  3. You will see the Customer List -- a paginated table of all customer accounts in your store.

The Customer List​

The customer list displays all registered customers, sorted by most recently created. Each row shows:

ColumnDescription
NameCustomer's full name (or auto-generated name like "Customer C10015")
EmailEmail address on file
PhonePhone number on file
LoyaltyCurrent points balance and tier badge (only shown when loyalty is enabled in store settings)
PurchasesTotal number of completed transactions
Total SpentTotal amount spent across all completed sales
ActionsEdit and Delete buttons for managing the customer

The list is paginated with 25 customers per page. Use the page navigation at the bottom to browse through large customer lists.

Searching and Filtering​

Use the search bar at the top of the customer list to find specific customers. The search checks across multiple fields simultaneously:

  • Name -- Partial and case-insensitive matching
  • Email -- Partial matching
  • Phone -- Partial matching (ignores formatting)
  • Customer Code -- Exact or partial matching
  • Loyalty Card Number -- Exact or partial matching

Examples:

  • Searching 306 finds all customers with "306" in their phone number
  • Searching gold would match customers named "Goldman" (it searches names, not tiers)
  • Searching C100 finds all customers with codes starting with C100
Quick lookup by code

If a customer presents a loyalty card or you have their code, type the full customer code (e.g., C10015) for an instant exact match.

Viewing a Customer Profile​

Click on any customer in the list to open their profile page. The profile is read-only -- you must click Edit to modify any information.

Customer Details​

  • Name, phone, email -- Contact information (read-only on the show page)
  • Customer code -- Their unique C##### identifier
  • Loyalty card number -- Physical card number (if assigned)
  • Created date -- When the account was first created

Loyalty Information​

  • Current points balance -- How many points the customer has available
  • Loyalty tier -- Their current tier with color badge
  • Lifetime spend -- Total revenue from this customer
  • Visit count -- Total number of completed sales

Purchase History​

The profile shows the customer's recent completed sales in a table with the following columns (in order):

ColumnDescription
Receipt NumberClickable link to the full sale record
DateWhen the sale was completed
ItemsNumber of items in the sale
TotalSale amount
PaymentPayment method used
CashierWho processed the sale

This is useful for resolving customer inquiries ("What did I buy last Tuesday?") or verifying return requests.

Editing a Customer​

Step-by-Step​

  1. Navigate to Customers in the admin panel.

  2. Find and click on the customer you want to edit.

  3. Click the Edit button.

  4. Update any of the following fields:

    FieldNotes
    NameThe customer's display name. Can be changed at any time.
    PhoneAccepts various formats. Stored as-is but displayed formatted.
    EmailMust be a valid email format if provided.
    Loyalty Card NumberMust be unique across all customers in your store.

  5. Click Save to apply changes.

Some fields cannot be edited here

Customer code, loyalty points, loyalty tier, lifetime spend, and visit count cannot be manually changed from the edit form. Tier changes happen automatically based on spending thresholds.

Creating a Customer from the Admin Panel​

While customers are typically created at the POS during a sale (see Creating Customers), you can also create them from the admin panel:

  1. Navigate to Customers.
  2. Click New Customer (or the "+" button).
  3. Fill in the customer details:
    • Name (optional -- auto-generates if blank)
    • Phone (optional)
    • Email (optional)
    • Loyalty Card Number (optional)
  4. Click Create Customer.

A unique customer code is automatically generated. The customer starts with 0 loyalty points, $0 lifetime spend, and 0 visits.

Customer Codes​

Every customer has a unique code in the format C##### (e.g., C10001, C10002, etc.). These codes are:

  • Auto-generated when the customer account is created
  • Sequential -- each new customer gets the next available number
  • Permanent -- codes cannot be changed or reassigned
  • Scannable -- can be printed as barcode labels for fast POS lookup

Generating a Code for an Existing Customer​

If a customer was created before the code system was implemented and does not have a code:

  1. Open the customer's profile.
  2. Click Generate Code.
  3. A code is assigned and saved immediately.

Printing a Loyalty Card Label​

From the customer's profile:

  1. Click Print Card.
  2. A barcode label is sent to your configured label printer.
  3. The label includes the customer's code as a scannable barcode and their name.
Label printer required

The Print Card feature requires a label printer configured under Admin > Hardware > Label Printers. If no label printer is set up, the print button will not function.

Bulk Code Generation​

If you have many customers without codes (e.g., after migrating from another system), contact your system administrator. A bulk code generation utility exists for backfilling codes across all customer records.

Deleting a Customer​

To delete a customer account:

  1. On the customer list page, find the customer you want to delete.
  2. Click the Delete button in the Actions column.
  3. Confirm the deletion.

Note: The Delete button is on the customer list page, not the customer profile page.

Deletion is permanent

Deleting a customer removes their account and all associated data, including loyalty points, loyalty transaction history, and store credits. Sales that were associated with the deleted customer will have their customer reference removed but the sale records themselves are preserved. Consider whether editing the customer or deactivating their account might be more appropriate.

Common Tasks​

Merging Duplicate Customers​

Brother POS does not currently have an automatic merge feature. If you discover duplicate accounts for the same customer:

  1. Identify which account should be the "primary" (usually the one with more purchase history).
  2. Note the loyalty points and store credit balances on the duplicate account.
  3. Contact Brother POS support to have the duplicate account's points transferred to the primary account.
  4. Transfer any store credit information if needed.
  5. Delete the duplicate account.

Exporting Customer Data​

Customer data can be viewed and managed through the admin interface. For bulk data needs, consult with your system administrator about export options.

Viewing All Customers in a Specific Tier​

Use the loyalty tier information displayed in the customer list to identify customers by tier. You can visually scan the Loyalty Tier column or search for customers and check their tier individually.

Audit Trail​

Brother POS maintains an audit trail for customer records. Every change to a customer account is tracked, including:

  • Who made the change
  • When the change was made
  • What fields were modified (before and after values)

This is accessible to admins through the Activity Logs in the admin panel. See Activity Logs for details.

Best Practices​

  1. Keep information current. If a customer reports a new phone number or email, update their record immediately. Accurate contact information makes future lookups faster.
  2. Encourage customer codes. Print loyalty card labels for regular customers so they can be scanned quickly at the POS instead of searched by name.
  3. Review purchase history for returns. Before processing a return, check the customer's purchase history to verify the original transaction.
  4. Watch for duplicates. Periodically scan the customer list for potential duplicates (same phone number, similar names). Merge them proactively to keep data clean.
  5. Do not delete unless necessary. Deleting a customer removes valuable historical data. Prefer editing or deactivating over deletion.

What's Next?​