Customers & vehicles
Keep complete customer records in one place
Create, maintain, import and safely retire customer records while keeping vehicles, jobs, loyalty and portal access connected.
The customer record is the commercial and communication anchor for vehicles, bookings, jobs, invoices, loyalty and portal access. Accurate names, contact details and ownership relationships reduce duplicated records and make reminders or documents easier to send to the right person.
The Customers page supports normal records and a deleted-record view. Deletion is a controlled retirement workflow rather than a reason to erase connected operational history.
Information shown on a customer
- Identity and contact information used by the workshop.
- Vehicles linked through ownership.
- Related bookings, jobs and financial records where the workflow uses the customer.
- Loyalty balance, transaction history and available rewards when loyalty is enabled.
- Portal invitation action for secure customer access where configured.
Create and edit a record
- Search existing customers before creating a new record, using more than one known detail where possible.
- Enter the customer's real contact information and save the record.
- Create or locate the vehicle and link the customer as owner.
- Use the saved customer when creating a booking, quote or job rather than typing an unlinked name.
- Update the existing record when details change so history remains connected.
Import customers
The import workflow separates preview from confirmation. Upload the supported file, inspect the detected columns and validation issues, and use assisted mapping only as a draft that still requires review. Confirmation is the point at which accepted rows become customer records.
Correct source data where practical instead of repeatedly accepting ambiguous mappings. After import, check a sample of records containing different names, phone formats, email addresses and optional fields before using the data for communication.
Delete and restore
Before a customer is retired, MotoDesk can show connected information so the user understands the impact. The normal delete workflow is soft deletion: the record leaves active working lists but remains available in the deleted view and can be restored.
Use this for duplicates or customers who should no longer appear in day-to-day selection. Do not use deletion to rewrite legitimate workshop or financial history. If two customer records need consolidation, confirm the supported process with MotoDesk rather than deleting history blindly.
Portal and loyalty side effects
Sending a portal link starts a customer access journey; verify the intended recipient before sending. Loyalty redemptions change the customer's balance and create history. A qualifying job can award configured points once when it first reaches collected status.
These actions should follow a real customer request or workshop event. They are not merely labels on the customer card and can affect what the customer sees or can redeem later.
Mobile use
On narrow screens, customer information is presented as compact cards rather than relying only on a wide table. Search and open the record first, then use the available actions. For large imports, duplicate review and detailed history, use a desktop-sized screen where comparison is clearer.