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How Do I Use the Customer Address Book in the FleetSharp Portal?

The Customer Address Book provides a dedicated space to manage your customer information and provides a range of functionality:

  • Easily report on customer visit history and time spent on Customers’ job sites
  • Automatically send a visit wrap-up summary to Customers’ email addresses to verify work complete

To access the feature, begin by clicking on the Customers button at the top of your portal.

To add a new customer:

  1. Click the yellow Add a New Customer button at the top right corner of the screen.
  2. A window will open, this is where to enter the Customer Name and Customer Address. These fields are required to create a customer listing in the Customer Address Book.
    -OR-
    You can also click Switch to Coordinates to enter latitude and longitude instead of street addresses.
  3. Additional optional fields include: Email, Phone, and External ID. The External ID is the customer's account number or other unique identifiers.
  4. Note that New Customer entries can be added to an existing or new group.
  5. The system will automatically create a circular geofence. You can also make this address a landmark or switch geofence type to polygon and draw it on the map.
  6. The optional Notes field is for adding additional instructions or directions for the customer's job site.
    For example: "Please close back gate after service."
    Notes are visible to all user types but only appear at the customer level (not by location).

To add a new group:

  1. Click the Add Customer Group button at the top right corner
    -OR-
    choose Add New while entering a new group on a customer.
  2. Enter a name for your group.
  3. Choose a color for the Group's map indicators.
  4. Click Save to finish creating the new group.
    -OR-
    Cancel to exit.
  5. Groups can be added to customers when adding a customer, editing a customer, or in a bulk upload of customer data.

To do a bulk upload of customer data using a template:

  1. Click the black Bulk Customer Upload button at the top right corner.
  2. Click Download Blank Template to download an Excel spreadsheet template. Open the template, and follow the instructions provided at the top of the page to complete all the fields.
  3. Return to your portal and click Upload Spreadsheet to load the data.
  4. Approve the upload.

To do a bulk upload of customer data using an export from financial software:

  1. Export your customer data from financial software into an excel spreadsheet.
  2. You may choose any names for the columns. However, it is required to align your columns in the following order:
    1. Required:
      1. First Name and Last Name (2 columns) or Full Name (1 column)
      2. Segmented Address (4 columns - Street Address, City, State, Zipcode) or Full Address (1 column in the format Street Address, City, State Zipcode) or Coordinates (1 column in the format Latitude, Longitude) or Latitude and Longitude (2 columns)
    2. At this time, add this information on the first upload. If you add these, these fields can not be changed in the subsequent uploads.
      1. Email Address
      2. Phone Number
      3. External ID
      4. Notes
  3. Click the black Bulk Customer Upload button at the top right corner.
  4. Click Upload and select the completed template (Excel file) from your computer to upload your data.
  5. Match your columns to the required and optional columns available and choose to Ignore the others. If you use the same column names, then the next time that you upload, you will not have to do this again.
  6. Review the data and approve the upload. You may see the following, which is to make sure the system can use the data:
    1. Unmappable Addresses - this is an address verification process. It will assist in finding a mappable address or choose to enter coordinates for unmappable addresses.
      1. Click the Verify button to look for verified address options.
      2. The Use Suggestion button will become available when a verified address is available.
      3. If there are many addresses to verify, you can verify each or use the Apply Suggestions button to verify all of them at once.
    2. Duplicate Matching- Find duplicate addresses or names and determine if they are the same or different customers. You will be given the options to:
      1. Merge
        1. If addresses match, but the name does not match, this will change your customer's name.
        2. If the name matches, but the address does not match, this will add the address to the customer.
      2. Click Discard and then no data will be added to the system.
      3. Add New will create a new customer with that name and address. This option is recommended if two customers (with different names) are at the same address. This scenario will create a visit for both customers each time you go to that address.

    To bulk upload changes to customer data using an export from the portal with existing customers:

    1. Click the black Bulk Customer Upload button at the top right corner.
    2. Click Download Current Customers to download an excel spreadsheet of existing customer data and begin updating the data according to the following:
      1. Please note the columns that say Do Not Edit. Making changes to these could compromise the data. Also, if sorting, be careful to sort all columns together.
      2. Add new customers by adding a line with the name and location. If there are multiple addresses, add those on a separate line without the name below that new customer.
      3. Add a new location for an existing customer by adding a line below the existing locations. Locations cannot be deleted/archived from a bulk upload. We recommend only adding locations rather than changing them on an existing line. You can archive a location from the portal.
      4. Save your excel sheet.
    3. Click the black Bulk Customer Upload button at the top right corner.
    4. Click Upload and choose your excel sheet from your computer to load your data.
    5. Review the data and approve the upload. You may see the following steps to make sure the system can use the data:
      1. Unmappable addresses - use this address verification process to find a mappable address or choose to enter coordinates for unmappable addresses.
        1. Click the Verify button to look for verified address options.
        2. The Use Suggestion button will become available when a verified address is found.
        3. If there are many addresses to verify, you must go through each, but you can use the Apply Suggestions button at the time to use all of them at once.
      2. Duplicate matching - Find duplicate addresses or names and determine if they are the same or different customers. You will be given the options to:
        1. Merge
          1. If addresses match, but the name does not match, this will change your customer's name.
          2. If the name matches, but the address does not match, this will add the address to the customer.
        2. Discard - no data will be added to the system from this line.
        3. Add New - this will create a new customer with that name and address. This option is recommended if two customers (with different names) are at the same address. This scenario will create a visit for both customers each time you go to that address.

    To review customer data:

    1. Click My Customers on the left side menu.
    2. For each customer, you will see addresses, # of visits, average visit duration, last visit, date added, and notes (if available).
    3. Use the filters at the top for date range, customer group, tracker, and driver (if available) to search for specific data.

    To edit or remove customers:

    1. Click the edit Pencil Icon next to any customer to edit the data.
    2. Click the Archive button next to a customer to remove that customer from the list. The historical data on this customer will be retained for reporting purposes.

    To review customer visit data:

    1. Click Customer Visits on the left side menu.
    2. View visit dates, last visit, duration, tracker, and driver (if available).
    3. Use the filters at the top for the date range, customer group, tracker, driver (if available), or customer to search for specific data.
    4. Export or print the data via the buttons at the top right corner of the page.

    To view customer data on the map page:

    1. Click the Customers button in the gray bar above the map.
    2. Customer geofences will open on the right sidebar.
    3. You can edit customer data from here or click Visits to view the Customer Visits page. You can also add new customers from this sidebar.
    4. Customers will be arranged by the group you have created or as No Group.
    5. Filter by group or by a customer using the Filter Customers text box.
    6. Please Note: Customer address book-created geofences will not appear in the geofence sidebar on the map. You must click Customers in the gray bar to view these geofences.

    To send a visit wrap-up summary to a customer:

    1. Set Visit Threshold (optional)
      1. In the customer visits section, click Set Visit Threshold to edit the length of time in the customer geofence required to be considered a visit.
      2. Default is 5 minutes.
    2. Edit Visit Summary
      1. Click Edit Visit Summary in the top right corner.
      2. Add the company name and logo.
      3. Edit the body of the email if desired.
      4. Choose whether to automatically deliver the summary.
        1. The default is off.
        2. Turn on this setting and all customers will receive the automated report if any tracker enters or leaves that customer geofence with the visit threshold. This communication is automatically sent to the customer if an email is on file.
      5. Click Save
    3. Upload Photos (optional)
      1. Next to an existing visit is the option to upload photos for that visit. Click the Plus Sign Icon and upload.
      2. These will be included in the visit wrap-up summary.
    4. Send Visit Wrap-up summary.
      1. Click the Mail Icon on the line with the visit.
      2. Photos from that visit will be included automatically.
      3. Add an email address if needed.
      4. Click Send
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