Introduction
The screen headed Customers to be approved lists every customer record that nobody has checked yet. It is a single table with the columns Customer number, Invoice name, Phone, Email, is company and Lookup name, with a filter box under most headings and a pencil icon at the right-hand end of each row. The pencil opens the customer's form, where you check the details and mark the customer as verified.
Every new customer starts out as not verified, however the record was made: typed in at the desk, booked on your website, created in the customer app, or sent in by another system. A customer leaves this list only when someone with a company administrator account sets is verified to Yes on their form.
You will use this when:
- you go through the customers who booked online since yesterday and check their details
- a new business customer was created at the desk and someone else should check it before the first invoice
- you want to clean up incomplete records before they reach a booking or an invoice
- you are checking whether a particular customer has been approved yet
Words used on this screen
| The screen says | It means |
|---|---|
| is verified | A colleague has checked this customer's details by hand. Set on the Other tab of the customer form |
| Lookup name | The short name the app uses to find the customer quickly |
| is company | Yes for a business customer, No for a private person |
Every way to do this task
| Route | What you get |
|---|---|
| Customers menu, To be verified tile | The list of customers not yet verified, each with a pencil icon |
| Customers menu, Customers tile | The full customer list. Verified is a hidden column there; switch it on in the column menu to filter on it |
Use the To be verified list for a regular check of new customers. Use the full customer list when you are looking for one customer in particular.
How to use
Configuration
There is nothing to switch on. The list fills itself with every customer whose is verified is No and who is not archived.
Before you start: the To be verified screen and the is verified field on the customer form need a company administrator account. Ordinary staff do not see the tile or the field.
Using the To be verified list
From the main menu open Customers, then click the To be verified tile. The screen headed Customers to be approved opens.
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Find the customer. Type part of the name under Invoice name, or part of an address under Email, or set is company to show only business customers.
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Click the pencil icon at the right-hand end of the row. The customer's form opens, headed Customer # and the customer number.
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Check the details and correct anything that is wrong. The table below says where each one is and what to look for.
What to check Where on the form What to look for Name and Invoice name Top of the form Spelled as on the licence, or the registered company name for a business Email and Phone Top of the form Both filled in, so confirmations and reminders reach the customer Address The address block under the personal details Street, house number, Postal code, City and Country all filled in Iban, BIC and VAT number Financial tab No Iban not valid, BIC not valid or VAT Not valid warning under the box Driving licence and passport Identification tab Number and expiry date filled in; see Record a customer's driving licence and passport Duplicates The full customer list No second record with the same name or e-mail address; if there is, see Merge duplicate customer records -
Click the Other tab and set is verified to Yes.
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Press Save at the top right of the form.
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Click Back. The customer is no longer on the list. If you still see them, close and reopen the To be verified screen.
To take the approval back, open the customer, set is verified to No on the Other tab and press Save. The customer returns to the list.
Key details
A worked example. On Monday morning the list holds three customers who booked on your website over the weekend. The first has every detail filled in: you set is verified to Yes and save, and the list is down to two. The second gave no phone number: you ring the e-mail address, add the number, then verify. The third turns out to be a second record for an existing customer with the same e-mail address: you leave it on No and ask a colleague to merge the two. After the merge the duplicate is archived and leaves the list by itself, and the original record keeps its own is verified setting.
Approving changes nothing else. is verified is a note for your own team. A customer who is not yet verified can still be booked, confirmed and handed a vehicle; the app does not refuse anything because a customer is not yet verified. What does stop a customer is a block; see Find blocked and inactive customers.
It is not the identity check. The Know your customer button at the top of the customer form, and an identity-document scan, show whether the customer passed screening. Neither of them sets is verified, and setting is verified does not mark the customer as screened. See Screen a customer before renting and Record a customer's driving licence and passport.
Archived customers are left out. A duplicate that was merged into another record is archived, and it disappears from this list even if nobody verified it. Verify the record it was merged into instead.
Where verified shows elsewhere. The full customer list and the customer picker you use when you choose a customer for a booking both have a Verified column.
What to do next: once a customer is verified, carry on with their booking; see Confirm a booking. For a customer whose details you could not check, leave is verified on No so the next colleague still sees them here.
Q&A
Why is a customer I created myself on this list? Every new customer starts with is verified on No, including the ones you type in at the desk. Set it to Yes once you have checked the record.
Why did a customer pass the identity check but still show here? Screening and document scans do not set is verified. Set it to Yes by hand on the Other tab.
Why can I not find is verified on the Other tab? The field needs a company administrator account. Ask your administrator.
Why is there no To be verified tile on my Customers screen? The tile is only shown to a company administrator account. Ask your administrator.
Why is a customer still on the list after I set is verified to Yes? The form was not saved, or the list was not refreshed. Open the customer again, check is verified on the Other tab, press Save, then close and reopen To be verified. If pressing Save gave an error, such as an invalid bank account, correct it and save again; see Create a customer record.
Why did a customer disappear from the list without anyone approving them? They were archived, for example by a merge. Look on the Inactive tab of the customer list; see Find blocked and inactive customers.
Related pages: Create a customer record for the rest of the customer form, Screen a customer before renting for the identity check, and Merge duplicate customer records for duplicates you find while checking.