Customers

The Customers area is the center of Scoutello CRM. It lists the people, companies, suppliers, members, partners, guests, leads, and other entities an organization tracks for sales, hospitality, events, memberships, support, or operational follow-up.

Route: /organizations/:id/customers

Customer detail route: /organizations/:id/customers/:customerId

What A Customer Record Represents

A customer record can be a classic contact, but it can also represent more operational concepts:

• A person who attends an event, receives a newsletter, or logs into a private web app.
• A company or account with related people and projects.
• A supplier, partner, guide, sponsor, speaker, venue, association member, repeat guest, or internal stakeholder.
• A record created manually, imported from a file, copied from another permitted organization, scraped/enriched, or generated by a guest-facing form or event flow.

The customer is the best starting point for support because many CRM and guest-facing flows eventually attach to it.

Important Fields

Customer records can include:

• Identity: first name, last name, title, department, job title, company name, type, linked user account.
• Contact details: email, phone, second phone, website, LinkedIn, Facebook, Instagram, YouTube, XING, Bluesky, and other social links.
• Classification: type, status, source, tags, custom fields, notes, descriptions, and order.
• Personal profile fields: age, date of birth, gender, pronouns, spoken languages, images, and profile visibility settings.
• Organization context: owning organization, associated organization, responsible customer, role, permissions, invited/accepted state, and member access.
• Network context: customer relations, referrals, responsible-for links, project participation, assigned projects, assigned events, assigned tours, assigned landing pages, assigned offers, and assigned newsletters.
• Communication context: inbound emails, sent mails as sender, personal sender local part, contact email, email signature, newsletter subscriptions, and email opt-out state.
• Operational context: tasks, protocols, documents, event participants, invoices, contact form submissions, saved entries, short links, and landing page access.

Not every field is visible in every form. Visibility depends on customer type, permissions, organization setup, and the current tab.

Types And Statuses

Customer types used by the dashboard:

• Person: individual contact, guest, member, attendee, team member, or stakeholder.
• Company: company or customer account.
• Supplier: vendor or supplier contact.
• Other: fallback for records that do not fit the standard categories.

Customer statuses used in CRM lists:

• prospect
• first_contact
• proposal_sent
• in_negotiation
• low_confidence
• won
• lost

Support should treat these statuses as operational labels. They help teams filter and understand pipeline or relationship state, but they do not by themselves grant access, send emails, or change event participation.

List Views And Filters

The customer list supports table behavior, mobile list behavior, and kanban-style views. Common list controls include:

• Search and column filtering.
• Status and type display.
• Last-updated date range filtering.
• Show externally added records.
• Show records with permissions.
• Show only assigned records.
• Bulk selection and bulk edit where permitted.

If a user says a customer is missing, check the active organization, permissions, assigned-only scope, search text, quick filters, date filter, and whether the record exists in another organization.

Creating And Importing Customers

Users with the right permissions can create customers manually or import them.

Common entry points:

• Create: create a new customer record.
• Import from file: upload customer data from a file import flow.
• Import from organization: copy permitted records from another organization.
• Scrape/import leads: use a scraping flow where enabled.

When creating or updating person-type customers, Scoutello can link an existing user account by email in supported flows. Duplicate email checks are organization-aware, so support should verify the organization before assuming a duplicate belongs to the same CRM dataset.

Customer Detail Tabs

Existing customer records can show multiple tabs:

• Overview: high-level contact context and quick actions.
• Advanced: detailed customer form fields and newsletter subscription controls.
• Relations: direct relationships to other customers.
• Referrals: who referred this customer and who this customer referred.
• Protocols: interaction history for the customer.
• Documents: files linked to the customer.
• Tasks: follow-up work linked to the customer.
• Emails: inbound or outbound email context for the customer.
• Events: event participation and event links for person records.
• Access: profile, role, permissions, and web app access settings for person records where editable.

Tabs appear only when the user has the relevant module permissions and when the customer type supports the tab.

Quick Actions

From customer lists and detail pages, users may be able to:

• Create a protocol.
• Create a task.
• Compose an email.
• Add the customer to a newsletter.
• Add the customer to an event.
• Add the customer to a project.
• Add a relation.
• Clear externally added flags.
• Bulk edit or delete selected customers.

The available actions depend on the active user's role, blocked state, customer type, organization membership, and entity permissions.

How Customers Connect To Other Modules

• Protocols explain what happened with the customer.
• Tasks show what still needs to happen.
• Documents store files relevant to the customer.
• Projects show longer-running initiatives involving the customer.
• Newsletters show subscription and campaign-list context.
• Email shows conversations and sender/recipient context.
• Events show invitations, participation, tickets, check-in state, and assigned-customer context.
• Landing pages and tours can use customer access and assignment records for private or targeted experiences.

Permission Notes

The customer sidebar item appears when the user can list or read customers. Create, edit, delete, and assigned-only behavior is controlled separately by organization permissions.

Important support implications:

• Assigned-only users may see only records connected to their responsible or assigned context.
• A user may be able to read customers but not create, edit, delete, bulk edit, or import them.
• Access/profile fields are sensitive because they can affect member roles, private web app access, and what information appears in public or member profiles.
• Platform admins may see admin-only controls that normal organization users do not see.

Common Support Scenarios

A customer is missing from the list

Check:

1. Active organization in the URL.
2. Search, quick filters, date filters, and assigned-only filter.
3. Customer permission scope for the user.
4. Whether the customer belongs to another organization.
5. Whether the record is externally added or hidden by a filter.
6. Whether the user is viewing a project, event, newsletter, or customer-specific subset rather than the full organization customer list.

A duplicate customer cannot be created

Check whether another customer in the same organization already uses the email address. Person-type records can link to users by email, so email uniqueness and user linkage are often involved.

A tab or action is missing

Check the entity permission for the tab or action. For example, missing protocols usually points to protocol list/read permissions; missing task actions may point to task create/edit permissions; missing documents points to document list/read/edit permissions.

A customer does not appear in a newsletter, event, or project

Check whether the customer has been explicitly assigned or subscribed, whether the customer type is supported by that flow, and whether assigned-only filtering is active.

Related concepts: Protocols, Documents.