Customers & Loyalty
Customers
Manage customer accounts for credit, gift cards, loyalty points and customer orders.
Can't find what you need? Contact Cinchio:
About
In Cinchio Back Office, a customer is an account for a person or a group, not just someone who buys from you.
Customer accounts can be used for:
Credit accounts
Customers who pay on account.
Gift cards
Holding and spending a gift card balance.
Loyalty points
Earning and redeeming points.
Customer orders
Orders placed through Customer Orders.
A customer can be as simple as a gift card number and balance, or hold full details, such as addresses and account settings, for customer orders. Customers can also be part of gift card and loyalty integrations.
Related setup
Ready to start?
Go to the Create tab.
Create
Add a single customer account.
Adding lots of customers?
Contact the helpdesk using the buttons at the top to talk about importing them.
Steps
1
Start a new customer
Go to Customers & Loyalty > Customers and select NEW CUSTOMER.
2
Fill in the details
Fill in at least:
The customer's first name.
Their surname.
The customer type they belong to.
You can also add:
Their title.
The company they belong to.
Their date of birth.
When they joined.
Their contact numbers.
Their email address.
A unique code that identifies them in any integration between the POS and Cinchio Back Office.
Any notes about them.
3
Save
Select SAVE CUSTOMER. The customer's account opens.
The customer is created. Add more details, such as balances, addresses or tags, if you need to.
Edit
Manage a customer's balances and details.
Open the customer first
Go to Customers & Loyalty > Customers, find the customer and select Edit.
Balances
What do you want to do?
Activate or deactivate
A customer can only use their balance while their record is active.
1
Go to Customers & Loyalty > Customers, find the customer and select Edit.
2
On the Loyalty & Account tab, tick or untick Active.
Check a balance
Go to Customers & Loyalty > Customers, find the customer and select Edit. The balance is on the Loyalty & Account tab.
Loyalty points
Loyalty Points Balance: the current points.
Accounts and gift cards
Account Balance: the current balance.
Account Credit Limit: the credit limit, if there is one.
Available Funds: what they can spend, taking the balance and credit limit into account.
Several customers?
Use the Account Balances report.
Adjust a balance
1
Open the customer
Go to Customers & Loyalty > Customers, find the customer and select Edit.
2
Choose the balance
On the Loyalty & Account tab, select Adjust against Account Balance for accounts and gift cards, or Loyalty Points Balance for points.
3
Enter the adjustment
In the Balance Adjustment window, fill in:
The balance change reason. A message shows whether it increases or decreases the balance.
How much to change the balance by.
4
Add an uplift (optional)
To add an extra amount under a different reason, such as a bonus on large gift card purchases, turn on Add Uplift Amount and fill in:
The balance change reason for the uplift. It must change the balance in the same direction.
The extra amount.
5
Update the balance
Select Update Balance.
The balance is updated, and the change shows in the customer's history.
See balance history
Go to Customers & Loyalty > Customers, find the customer and select Edit. Open the History tab. Each change shows:
When the change happened.
A summary of the change.
The balance change reason, for changes made in Cinchio Back Office.
Who made the change. POS transactions show as System.
A link to the POS transaction, if there is one.
For accounts and gift cards, the amount loaded or spent, with a running total.
For loyalty points, the points earned or spent, with a running total.
Several customers?
Use the Account Balance History report.
Details
What do you want to change?
Customer information
Go to Customers & Loyalty > Customers, find the customer and select Edit. On the Customer Detail tab, you can change:
Their title.
Their name.
The customer type they belong to.
The company they belong to.
Their date of birth.
When they joined.
Their contact numbers.
Their email address.
A site, if they should only be available there for Customer Orders.
Any notes about them.
Customer code
Go to Customers & Loyalty > Customers, find the customer and select Edit. On the Loyalty & Account tab, you can set:
A unique code that identifies the customer in any integration between the POS and Cinchio Back Office. Select Get Customer Code to generate one. Once a customer has a code, it can't be changed.
Optionally, a reference for the customer. It isn't shown at the POS.
Addresses
1
Add an address
Go to Customers & Loyalty > Customers, find the customer and select Edit. Open the Addresses tab and select Add Customer Address.
2
Fill in the address
Fill in at least:
The first line of the address.
The city.
The postcode or ZIP code.
A contact number.
You can also add:
The company name.
The county.
The country.
Tick if it's the default billing address.
Tick if it's the default delivery address.
The address is added. A customer can have several.
Removing an address
Mark it as deleted to hide it. Past orders stay linked to it, and new orders use the new address.
Tags
Tags let several people charge to the same customer account. For example, a family on holiday with wristbands, or employees with charge cards linked to one business account. Tags are managed on the customer's Tags tab.
Adding a tag
Type it in
Enter the tag code in Customer Tag and select ADD TAG.
Scan it
On a device with a camera, select SCAN TAG and scan the QR code on the tag. You may need to allow camera access.
Managing tags
Each tag shows its Customer Tag code and Status. Switch between Enabled Tags and All Tags to show or hide disabled ones, and select Enable or Disable against a tag to change it.
Customer order settings
If the customer uses Customer Orders, set their defaults on the Loyalty & Account tab:
The price level used for their orders. It can't be changed on the order.
The payment media used for their orders. It's filled in, but can be changed on the order.
How defaults combine
These settings override the customer type, site and company defaults. See customer order defaults.
Search
Find customers by name, code, type or site.
Shown straight away
When you open Customers & Loyalty > Customers, every customer is listed.
Searching
Use any of these filters in the Search panel at the top, then select Search:
All or part of the customer's name.
All or part of the customer code.
Customers of the selected types.
The customer's Cinchio Back Office ID.
Whether to include archived customers.
What's shown
Their surname.
Their first name.
Their title, if set.
Their company, if set.
The type they belong to.
Their address, if set.
The code used to identify them at the POS, if set.
Any sites they're restricted to.
Archive
Archive a customer you no longer need. It isn't permanently deleted, so you can restore it.
You have delete rights
If you don't but think you should, find out how to get access.
What do you want to do?
Archive a customer
1
Open the customer
Go to Customers & Loyalty > Customers, find the customer and select Edit.
2
Archive it
Select Delete Customer and confirm.
The customer is archived.
Restore an archived customer
1
Find the customer
Go to Customers & Loyalty > Customers and search with Show Deleted set to Yes.
2
Restore it
Open the customer, select Undelete Customer and confirm.
The customer is available again.
FAQs
Frequently asked questions
QWhy can't a customer use their balance?
Check their record is active. See activate or deactivate a customer. For accounts, also check their Available Funds, which takes any credit limit into account.
Yes. Give each person a tag linked to the customer. See tags.
QCan I add lots of customers at once?
Contact the helpdesk using the buttons at the top to talk about importing them.