Tracking Customers in Rental Management

Tracking customers in EZRentOut

At EZRentOut we take pride in introducing features that focus on making you successful. An important part of it is making your customers happy. We do so by enabling you to better interact with all of them.

Add Customers

From the Customers tab on the side navigation bar, you can view all of your customers, send them emails, and pull up their details.

1. Customers page

If you’re migrating to EZRentOut from excel sheets or some other software, all the customer details can be imported using an Excel Sheet.

2. import customers

Please note that Customer IDs act as identifiers in EZRentOut so your excel file should include this field prior to the import. If you haven’t assigned Customer IDs to your customers, make a column in your excel sheet and assign unique identifiers to all customers prior to the import. Here’s what it should look like:

customers csv

Cater to walk-in customers

If you entertain new customers day in – day out, the quickest way is to add a new customer is while you are creating an order for them. Go to the Orders Tab Add Order Add Customer.

3. Add new customer

A New Customer form will appear with a list of information to add for the new entry but only the First and Last names are mandatory. You can choose to record more details such as phone number, category or address (click on the Advanced Fields to expand the form).

You can also choose whether the new customer should be able to log in to see his/her orders, pay online, and receive emails.

4. New customer form

Read more: How to pull up a list of Customers subscribed to Email Alerts?

Enable login and lead to the customer portal

When adding a customer, you can choose if they can log in or not by checking the ‘enable customer to log in’ option. When selected, it’s mandatory to provide the email address.

Login customers can log in to EZRentOut Customer Portal, see their orders, and pay online.

Customer Portal Settings can be configured from Settings Customer Settings Customer Portal.

In order to get a customer to the Customer Portal, add them as a login customer. Once you do this, they will automatically be sent an invitation email with directions to choose a password.

If you’ve added a login customer but for some reason, the email has been misplaced, ask the customer to:

  1. Go to ezrentout.com and hit the Sign In button.
  2. Click the Forgot Password link towards the end of the Sign In form.
  3. Enter the email address to receive an email with directions to choose a password.
  4. Choose a password and get started.

Categorize customers

You can group customers into categories as well. Set up the categories from Settings Customer Settings Categories.

5. Customer categories

You can filter the Customer Listing by categories to segment the customers. Discount rules can also be created based on customer categories e.g. all customers in the corporate category get 10% off (Go to More Rules & Coupons).

Hide customer details that you don’t require 

You can disable certain fields on the Customer Details Page if you won’t be using them. This way, you can speed up data entry for your staff.

In order to use this feature, you’ll have to enable it from your settings. Go to Settings Company Settings Fields to hide for customers. Choose “Enabled” and select all the attributes that you would like to hide.

6. fields to hide for customers

Here is a complete list of fields that you can disable for the Customer Details Page:

  • First name
  • Description
  • Identification number
  • Category
  • Business/Account
  • Department
  • Display Picture
  • Phone number
  • Fax

Communicate with your customers

Email alerts (e.g. informing a customer that their order is due) can be configured from More Alerts  Customer Alerts. Learn More.

Other than these automated emails, you can send marketing material or offers to your customers. On customers listing, select the customers you’d want to send email to and from Actions, choose ‘Send Email’.

7. Send customer emails

You can also send an email for an order to a customer from the Order Details Page using the Mail button in front of the customer name.

Email from order details page

Apart from general emails, you can send Invoices, Payment Due reminder etc.

Send templates

These options are only available if the customer has an email address and is subscribed to the email alerts (options on the Customer Details Page).

Read More: Get Customers to sign Order Printouts seamlessly

a) Send alerts to multiple customer email addresses

In some cases, you may want to send the same email or alert to multiple email addresses of the same customer. For example, one email address is of the person of contact, while the second one can be of the Finance Department which also needs to be CC-ed in on the conversation.

You can do so by adding a secondary email on the Customer Details page. Simply go to Customers → Choose relevant Customer → Edit → Contact Information → Secondary Email Addresses and type in the addresses.

add secondary email addresses

You can add as many secondary email addresses as you want by simply separating all of them with a comma.

If you select the checkbox ‘CC- secondary email addresses in customer alerts’, then all the alerts being sent to the Customer will be CC-ed to the secondary email addresses as well.

Note: When searching/looking up the Customer, you will have to use the primary email address only. None of the secondary email addresses can be used for searching the Customer.

Upload documents such as undertakings

You can upload images and documents such as contracts, signed invoices, undertakings etc. to a customer’s details. Go to Customers Customer Detail Documents in order to do so.

Use our other features

Some of the other popular features in the customer module are:

  • Credit Card on file
  • Comments with customers
  • Configuring which customers are not taxed
  • Customer’s photo

Customize customer listing

Use a customer listing that works for you. You can customize the Customers Listing to show columns that are important to your workflow. This can be done using the edit icon:
edit customer listing page

About EZRentOut

We are EZRentOut, a rental software solution that helps companies track their rental fleet, manage customers, schedule maintenance, and much more. Try us out today!

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