Customers and Locations | Customers

Customers: Each customer registered in CheckOP can have a location associated with it, allowing precise identification of where operational tasks should be performed.

Linking to Operational Tasks: Although not all tasks need to be associated with a specific customer, in many cases it is critical. For example, when a technician must perform a repair or maintenance at a customer's facility, the module allows the task to be linked to that particular location, providing geo-referencing and other relevant details for execution.

Flexibility:

• The module is optional on tasks, as not all operations need to be associated with a customer
• Some tasks can be internal or general and do not require this relationship.

Objective

Configure and manage customer information and geographic locations.

Process:

1. Go to the Clients module
2. Click New
3. Fill in the fields:
   • Status: active or inactive. Active by default
   • Code: tax ID or your own code (e.g. 001). Optional
   • Client name: required (e.g. ACMIC)
   • Assigned User and Shared users: users responsible for the client. Optional
   • Country and City: required. State / Department: optional
   • Client geographic location: on by default. See Assign Geographical Location
   • Additional address data, Postal Code - ZIP and DVP Code: optional
   • Client custom fields, if the account has them set up in Dynamic Fields
4. Click Save

Process:

1. When you create or edit the client, the client geographic location option is on by default
2. Type the address in the search field and click Search
3. The system automatically generates the GPS coordinates

Important: while the option is on, you must set a location to save the client. If you don't need it, turn it off; the Address field then appears so you can type it manually.

Functionality:

• Geolocates the exact client location
• Makes it easier to assign tasks to a specific location
• Improves route planning for field technicians

Process:

1. Find the client in the list
2. Click Actions and select Edit
3. Change the fields you need, including the geographic location
4. Click Save

The Actions menu also has Resync with HubSpot, for accounts with the HubSpot integration.

Process:

1. Find the client in the list
2. Click Actions and select Delete
3. Confirm the deletion

Bulk actions: for several clients at once, click Select, check the clients, choose Reassign, Sync with HubSpot or Delete in Bulk actions, and click Apply.

Considerations:

• Deleting affects the references in associated tasks
• Consider deactivating the client instead of deleting it if it has task history

Process:

1. When you create or edit the client, select the responsible user in Assigned User
2. If other users also work with the client, add them in Shared users
3. Click Save

Only users registered in CheckOP are listed. The form indicates that the assigned user must exist in HubSpot with the same email.

Functionality:

• Defines responsibility for specific accounts
• Helps organize by territory or specialty
• The User (owner or shared) filter shows each user's clients
• To change the owner of several clients, use Select > Bulk actions > Reassign

Process:

1. Access the Clients module.
2. Select Options > Import records
3. Download the Excel template provided
4. Complete the template with the following information:

Template Fields:

• Client Code (optional): tax ID, document or your own code
• Client Name (required)
• Country (required)
• State / Department (optional)
• City (required)
• Address and Additional address data (optional)
• Assigned user (optional): email of an existing user
• Latitude and Longitude (optional): as text and with the exact coordinates (e.g. 4.86436 and -74.04347)
• Postal code and DVP code (optional)
• HubSpot ID (optional): client identifier in HubSpot
• Shared users (optional): emails separated by semicolons (;)
• Dynamic fields (optional): one column per field, in the order they were created. For selection fields, use a valid option

Obtaining GPS Coordinates:

1. Go to Google Maps
2. Locate the customer's address
3. Right click on the exact location
4. Select the coordinates that appear
5. Copy the latitude (first number) and longitude (second number)
6. Enter these values in the corresponding columns of the template

Upload the file:

1. Save the completed template
2. Use the "Load Data" button
3. Select the Excel file
4. Confirm the import

Validations:

• The system will not allow the import if there are errors in required fields.
• The assigned user emails must exist in the system.
• If there are failures, the system will show exactly which records have problems.

To change existing clients in bulk, click Options > Update records and download the template. It is similar to the import template, but it includes the required UUID column, which identifies each client in CheckOP.

In an update, an empty Shared users cell removes the client's shared users.

In Options > Uploads you can see the history of bulk imports and updates, with the date, type, user, number of records and status of each upload.

Map View activation:

1. In the Customer module.
2. Activate the "Map View" option
3. A map will be displayed with the locations of all geo-referenced customers.

Map functionalities:

• Applicable filters: the list filters also apply to the map
• Information per client: Hovering the mouse over a marker displays:
  • Customer title
  • Identification number
  • Customer details
  • Status (active/inactive)
• Navigation: "How to get there" option that opens Google Maps with the location
• Controls: Zoom in, zoom out, clear map filters.

Color Codes:

• Green dots: Active customers
• Other colors: Inactive customers

Filter options (Filters panel):

• Status: active or inactive clients
• HubSpot synchronization
• User (owner or shared): clients of a specific user
• Order By
• Base data: country, state or department, city, address, additional address data, postal code and DVP code
• Custom fields: those with Add to module filters turned on in Dynamic Fields

General search: type in the search box and press Enter. The search doesn't include custom fields; to filter by them, use the filters panel.

On the map:

• The applied filters are also reflected in the map view
• Only clients that match the selected criteria are shown as markers