View history and find customers
Search customers by name, email, phone, city, or state, then open a customer to see their deals, documents, tasks, and communications in one place.
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The Customers list is your search box. Each customer's page is the full history: every deal, document, task, and logged call or note in one place.
Find a customer
- Go to Customers.
- Type in the Search name, email, phone… box at the top of the list.
- The list filters as you type. It matches against first/last name, email, phone, city, and state.
- Click any row to open that customer.
You can also narrow the list with the State filter, choose which columns show with Columns, and click Export to download the current (filtered) list as a CSV. The Export button is for owners, admin managers and accounting. Sales does not see it.
Search runs in your browser across the customers already loaded on the page. There's no Enter to press and no page reload. It's a "contains" match, so typing part of a name, number, or email is enough.
See a customer's history
Open a customer (click their row) to see everything on one page, in this order:
- Contact: email, phone, mobile, and date of birth.
- Driver license: license number and issuing state.
- Address: line 1, line 2, city, state, postal code, and country.
- Notes: your team's dated notes about the customer, with the Notes box from their details on top. See Keep notes on a customer.
- Deals: every deal this customer is on, plus a lifetime-stats strip.
- Documents: files attached to this customer.
- Tasks: to-dos linked to this customer.
- Communications: the log of calls, emails, and notes, newest first.
Click Edit (top right, next to the customer's name) to change the customer's contact, license, or address details.
Read the Deals section
The Deals section shows three numbers and a table:
- Total deals: every deal the customer is on, in any status.
- Sold: how many of those have a sold status.
- Lifetime spend: the selling price added up across sold deals only. Drafts, pending, cancelled, and unwound deals are not counted (so the number won't jump around before a deal closes).
The table lists each deal with the Vehicle, the customer's Role (Primary buyer or Co-buyer), Type, Status, and Selling price. Click a deal row to jump to that deal.
A customer shows up here whether they're the primary buyer or a co-buyer. A co-signed loan still counts as a vehicle they're on.
Keep notes on a customer
The Notes card holds what your team should know about the customer, like "wants the payment under $400" or "co-signer is his brother, coming Tuesday".
- Add a note: type in the box and click Add note (or press Ctrl+Enter, Cmd+Enter on a Mac). A note is plain text, up to 2,000 characters, and keeps its line breaks.
- Pin a note with the pin button to keep it at the top. Anyone on the team can pin or unpin a note.
- Remove a note with the bin button. It shows on your own notes only: only the person who wrote a note can remove it. The audit log keeps a line saying it was removed.
- Each note shows who wrote it and when.
Notes are private to your team. They never appear on your website or in the website chat.
The Notes box on the customer's Edit page stays as it was. What's in it shows at the top of the card, marked From the customer's details, with an Edit link. Keep what stays true about the customer there, and add a note for what happened and when.
A note is not a logged communication, so it doesn't count as contact with the customer. To record a call, a text or an email, use the Communications card.
Log a call, email, or note
Keep the history complete by recording every touch:
- On the customer's page, scroll to the Communications card and click Log communication.
- Pick a Type: Phone, Email, Website chat, AI chat, In person, SMS, or Other.
- Pick a Direction: Outbound or Inbound.
- Add a Subject (optional) and Notes (optional) if you want.
- Click Log.
The entry appears at the top of the list (newest first) with its type, direction, and the date and time.
Type and Direction are both required. If you click Log without choosing them, you'll see "Choose a type and direction". Subject and Notes can be left blank.
FAQ
My search isn't finding a customer I know exists.
Search matches first/last name, email, phone, city, and state, but not driver-license number, address line, or notes. Try a different field (e.g. their phone or email). Also confirm the customer was actually saved under your dealership.
Why is Lifetime spend lower than I expect?
It only adds up deals with a sold status. Deals still in draft or pending aren't included, and neither are ones that were cancelled or unwound. The Total deals number, by contrast, counts every deal regardless of status.
Can I edit a deal from the customer page?
No, the Deals table is read-only here. Click a deal row to open the deal, where you make edits.
Who can view customers?
Any signed-in team member can open the Customers list and any customer's history. There's no role restriction and no extra permission to turn on. As long as you're logged in to your dealership, you have access.
Can I export my customer list?
Yes, if you are an owner, an admin manager or accounting. Sales does not see the button. Use Export in the list toolbar to download a CSV. If you've checked specific rows, only those export; otherwise it exports everyone currently matching your search box and State filter.
Ask the assistant
In the AI chat, "did Jane Doe get back to us?" or "what's the history with Bob?" reads this same Communications log (plus any text-message thread) and tells you when they last wrote in, when you last reached out, and whether they are waiting on a reply. Before it drafts an email or a text for you, it checks that history first and says what it found. "Log that I called Jane, she wants to come Saturday" prepares a log entry for you to approve; it is never written on its own, because a logged contact counts as working the lead.
Ask "any notes on Jane Doe?" and it reads her notes: the Notes box from her details and your team's notes, with who wrote each. Ask it to note something ("note on Jane that she wants the payment under $400") and it prepares a card; the note is added when the card is approved and shows as Assistant (for Sam), naming the person it acted for. Undo on the card removes it. A note that quotes a customer never tells the assistant what to do.