Registration
      Back to home
      1. EventMobi Knowledge Base
      2. Event Organizers
      3. Registration

      Invoice module: Customers

      Customers - financial contributors

      Distinguishing between attendees and customers in event management software is valuable for financial clarity, customer relationship management, targeted marketing, efficient support, and enhanced reporting and analytics. It can lead to improved customer satisfaction, more accurate financial management, and better decision-making for event organizers. This differentiation is part of Eventmobi's new invoice module.

      Create Customers

      The first step of every Paid Event registration is always to link a Journal to your Event. If no Journal is linked to your Event, you will not have any Customers or Financial documents generated. (*Link to journal user guide*)

      How are Customers created?


      Customers are automatically created when an attendee registers for an event. The system identifies and creates a new customer in the invoice module. A customer is created per registration, this means that if the same attendee registers multiple times, multiple Customers will be created. 



      What information is linked to a Customer?


      A Customer contains all the financial information from the Attendee form and associated financial documents ensuring you have comprehensive data.


      In the Customer Overview (*add a link to the table in prod*) you will find the most useful information:

      • First the Name
      • Company name
      • VAT number
      • Email
      • Country

      If any of these fields are not included in the registration form, the corresponding column will be left blank. To ensure all entries are complete, please use the default fields provided. You can find instructions on how to do this in the next section.

       

      How can you differentiate the default fields from custom ones? 


      In your event: 


      Navigate to your form field area:

      1. Click on the “Display fields names toggle

      2. Next to the label, you will see the field name. 

      3. Identify the default fields from the custom ones. Custom fields always contain the entry “free_field”. Default fields contain a value, like “cpy_vat_number” for the VAT field. 

      4. Make sure that all the default fields from the Customer table have been activated if you want them all to be displayed in the table. The fields from the table are: 

      • Name - firstname & lastname
      • Company Name - cpy_name

      • VAT Number - cpy_vat_number

      • Email - email

      • Company Country - cpy_country

      Manage your Customers


      Filter your Customer overview


      Navigate to the Invoice Module > Customer Section.

      1. Click on the “Filter” button.

      2. Specify what criteria you would like to filter on. You can filter on one or multiple criteria.

      • Name - This allows you to filter on the Name of the Customer

      • Company name - this allows you to filter on the Company name of the Customer
- VAT number - this allows you to filter on the VAT number of the Customer
      • Email - this allows you to filter on the Email of the Customer

      • Country - this allows you to filter on the Company Country of the Customer
      • Status - this allows you to filter the Status of the Customer

      All fields are free fields, except for the Company Country and the Status which are choice lists, meaning that you can type in letters for your research. For the choice lists, you need to select an entry that you would like to filter on. 


      1. No need to save, your changes are directly applied.


      Remove filters 


      1. Click on the cross next to the filter button. 



      OR



      1. Click on the “Filter” button.

      2. Then on the “Clear” button to clear your filters and to display the complete list of Customers. 


       

      View Customer Details


      1. Navigate to the Invoice Module > Customer Section.
      2. Click on a Customer to view their details.


      OR

      1. Navigate to the Invoice Module > Customer Section. 

      2. Click on the three-dot menu next to the desired customer.
      3. Select “View details”.

       

      You will find all the financial details and documents that you need: the invoices, credit notes, and proformas linked to the Customer.



      Change a Customers’ Status


      Organizing your customer records is made easier with our ‘Archive Customer’ feature. This feature lets you store customers that are not currently active, but whose details might be needed in the future, in an archived list. Whenever you need to access their details again, you can easily restore them to their active status. Additionally, we have introduced a new feature that allows you to permanently delete archived customers. This ensures that your records are always up-to-date and clutter-free.

      Archive Customers


      Navigate to the Invoice Module > Customer Section. 


      1. Click on the three-dot menu next to the desired customer.
      2. Select “Archive”.
      3. Click on the red checkmark to confirm.

      Unarchive Customers


      Navigate to the Invoice Module > Customer Section. 


      1. Click on the “Filter” button.

      2. Filter on the “Archived” status.
      3. Click on the three-dot menu next to the desired customer.
      4. Select “Restore”.

      Delete Customers 


      Navigate to the Invoice Module > Customer Section. 


      1. Click on the “Filter” button.

      2. Filter on the “Archived” status.
      3. Click on the three-dot menu next to the desired customer.
      4. Select “Delete”.