Customer Overview: Find and Manage Your Registered Customers

The Customer Overview lists all customers who have created a profile in your online store. You can find it in the menu under Customers, Registered Customers. The page itself is titled "Customers."

From here, you can search for a customer, see how many orders they’ve placed and how much revenue they’ve generated, edit their information, create an order for them, and log in to the store as that customer. You can also download the entire customer database as a spreadsheet or import new customers from a file.

Registered customers are not the same as guest customers

Shoporama has two customer lists, and it’s important to understand the difference before you wonder why a customer isn’t on the list:

• Registered customers are those with a real profile—that is, an email address and a password they can use to log in. These are the ones you’ll find in the customer overview.
• Guest customers are those who have made a purchase without creating a profile. They are listed under Customers, Guest Customers, where they are grouped by their email address. See the article on guest customers.

A customer is registered when they create an account in the store, check the “Create account for faster checkout in the future ” box during checkout, are added via a file import, or are created as a user under a business account. There is no “Create Customer” button in the admin panel, so if you need to add customers manually, you’ll need to use the import or copy function.

How to Read the Columns in the Overview

The table has one column per piece of information, and several of them are clickable:

• Name: the customer’s name. Click the name to edit the profile.
• Company: The company name the customer has entered in their profile. If you’ve enabled VAT number validation and the customer has a VAT number, a small icon will also appear showing whether the number has been verified in the EU’s VIES registry: green for valid, red for invalid, and a gray question mark if it hasn’t been checked yet.
• Company: the company account the customer belongs to, if you’re using B2B with multiple users per company. The name links directly to the company, and if there’s a small “admin” label, the customer is the company administrator.
• Customer Group: the group under which the customer actually makes purchases. If the customer does not have their own group but belongs to a company with a group, the company’s group is displayed and used.
• Email: Click to open a new email to the customer in your email program.
• Phone: The customer’s phone number as listed on their profile.
• Active Points: The customer’s balance in the loyalty program, and a link to the customer’s points overview. This column is always displayed; if you do not run a loyalty program, it will simply show 0 for all entries.
• Number of Orders: The number of orders associated with the profile.
• Total Revenue: The sum of the order totals for the orders associated with the profile, displayed in the store’s currency. The order total includes shipping and sales tax.
• Created: The date and time the profile was created.

Please note one thing about the two number columns: an order is only counted if it is linked to the profile. This happens when the customer was logged in while placing the order, when the customer created their profile during checkout, or when you created the order yourself from the customer overview. If the same person has also shopped as a guest, those orders are listed under “Guest Customers” and are not included here. The numbers are a good indicator of who shops the most, but they are not accounting figures.

Search for Customers

The search field at the top is labeled “Search for customers,” and you can search by clicking the “Search” button. The search looks for your keyword across multiple fields at once:

• name, email, and phone number
• address, ZIP code, and city
• company name and CVR or VAT number on the customer’s profile
• name and CVR or VAT number on the company account to which the customer may belong
• the customer’s ID number, if you enter the number exactly

You don’t need to type the entire word. If you search for “jens,” you’ll find both “Jens Hansen” and “jensen@eksempel.dk.” And because the company account name is also searched, you can find all users under a specific company by searching for the company name. However, the search does not include the “Personal ID” field, so you cannot find a customer here using your own customer number from the accounting department.

If you’re using B2B companies, there’s also a drop-down list next to the search field, which is set to “All Companies” by default. If you select a company, the list is filtered to show only that company’s users, and the filter remains active while you scroll and sort. The drop-down list appears only if you have at least one company.

Sorting and Number per Page

Four of the column headers are links you can use to sort by: Name, Number of Orders, Total Revenue, and Created. Click once to sort, and click the same header again to reverse the order. A small triangle in the header indicates the current sort order of the list. If you do not sort manually, customers are listed in the order they were created, with the oldest first.

Above the table on the right is the “Show” option with choices of 25, 50, 100, or 250 per page. This setting is saved for next time and is shared with the order list and the guest customer list; so if you set it to 250 here, you’ll also see 250 rows on the order list.

You can do this directly from the list

At the far right of each line are three icons.

Create Order

The shopping cart icon is labeled “Create Order.” It creates a new, empty order for the customer and takes you directly to the order, where contact information, billing address, and any shipping address are already filled in from the profile. This is the quickest way to process an order when a regular customer calls or emails an order. The order is linked to the customer, so it’s included in the customer’s order history. Read more in the article about creating orders from the customer overview.

Edit

The pencil icon is labeled “Edit” and opens the customer’s profile, where you can edit the name, address, shipping address, customer group, company affiliation, and any profile fields you’ve created yourself. You can also set a new password for the customer there.

Log in as this customer in the store

The third icon is labeled “Log in as this customer in the store ” and opens your online store in a new tab, where you’re logged in as the customer. This is invaluable when a customer says, “I can’t see my prices,” because you’ll see exactly what the customer sees, including customer group prices, order history, and wish lists. The customer won’t be logged out of their own session when you do this. However, everything you do in that tab is done as the customer, so don’t complete a purchase unless you intend to, and close the tab when you’re done.

Points and Companies

The number in the Active Points column is also a link. It leads to the customer’s points overview, where each entry is listed with the date, order, amount, points, status, and note, and where you can use Assign Points, Approve Selected, and Delete Selected. The statuses are Approved, Pending, Revoked, and Expired. More on this in the article about the loyalty program. The company name in the “Company” column links to the company account, where you manage users, roles, and the company’s general information.

Bulk Actions: Delete or Copy Multiple Customers

At the far left of each row is a checkbox. The checkmark in the table header selects all rows on the page at once, and you can do the same using the keyboard by pressing Cmd + A on Mac or Ctrl + A on Windows. Once you’ve selected some customers, you can use the two buttons below the table:

• "Delete Selected " deletes the selected customers. You’ll first be asked, "Delete the selected customers? This action cannot be undone." Along with the profile, the customer’s point entries, wish lists, and the contents of your own profile fields for that customer will also be deleted. The customer’s orders will remain, as they store the name and address exactly as they appeared when the order was placed.
• "Copy Selected " creates a new customer with the same address. The name will have "(copy)" added to it, and the email will be assigned a temporary address, because two profiles in the same store cannot have the same email address. Edit the email address on the new profile afterward. This is useful when a company needs to have multiple buyers at the same address.

Download and Import Customers

The last two buttons below the table work with the entire customer database.

"Download All Customers " retrieves a CSV file—that is, a spreadsheet with semicolons separating the fields—containing all of the store’s registered customers. The file contains ID, your own customer number, email, name, company name, CVR or VAT number, address, ZIP code, city, phone number, country, shipping address, creation date, active points, and your own profile fields. Please note that the entire customer database is included, not just the results you’ve viewed on the screen.

"Import Customers " takes you to the upload page, where you can import customers from a file in the same format. If the email address already exists, the existing customer record will be updated instead of creating a new one, and you can choose to send a welcome email to those who are added. See the article on importing customers for details on fields and pitfalls.

How to Get the Most Out of the Overview

The customer overview isn’t just a contact list. It’s also a handy sales tool, and here are three ways to use it:

1. Find your most valuable customers. Sort by Total Revenue with the highest amounts first, and set the page limit to 250. Now you have your list of top loyal customers. You can assign them to a customer group with better prices or call them before launching a campaign.
2. Take a phone order in 30 seconds. Search for the customer by name or phone number, click on the shopping cart, and the order will appear with the addresses already filled in. No typos in the address, and the customer receives their order confirmation as usual.
3. Resolve support issues without guesswork. If a business customer writes that the prices are incorrect, log in as that customer and see for yourself. The “Customer Group” and “Company” columns immediately show whether the customer is even in the correct group. Learn more about customer groups and B2B pricing.

Frequently Asked Questions

I can’t find a customer I know has shopped with me. Where is she?

She likely made a purchase without creating a profile. Look under “Customers,” “Guest Customers,” where customers without profiles are grouped by their email address. That list only includes paid orders with the status “Shipped,” so if the order hasn’t reached that stage yet, she won’t be on the list. In that case, search for her email in the order list, where all orders are included regardless of status.

How do I manually create a new customer?

There is no “Create Customer” button in the customer overview. You have three options: let the customer sign up in the store, use “Import Customers” with a file, or select an existing customer and use “Copy Selected,” then edit the name and email on the copy. If you’re using B2B, users are also created when you add them to a company account.

Can I use “Total Revenue” for accounting purposes?

No. This figure is the sum of the order totals for all orders linked to the profile, regardless of the order’s status, so both canceled orders and orders that were never paid are included. Use it as a guide to see who is shopping the most, and retrieve the figures for bookkeeping from the order list, statistics, or your accounting software.

A customer requests to be deleted. What happens to her orders?

When you delete the profile, the profile itself, her point entries, her wish lists, and the content in your own profile fields for her will disappear. The orders remain because they contain their own copy of the name and address as they appeared at the time of ordering. This is also what you need, since accounting documents must be able to be traced back.

Will the customer be logged out when I use “Log in as this customer in the store”?

No. The customer’s own session is not interrupted. You’ll get your own tab where you’re logged in as the customer. Keep in mind, however, that everything you do in that tab is done as the customer, so do not complete a purchase unless you intend to. Close the tab when you’re finished.

Why is there a company name listed in both the “Company” column and the “Firma” column?

The two columns are not the same. “Organization” is the company name the customer entered in their profile. “Company” refers to an actual company account in the store, which multiple users can be associated with, and where the company name, CVR, and EAN are managed in one place. If the customer is associated with a company account, their information is inherited from the company.

Can I send a newsletter to the customers on the list?

Not directly from here. The customer overview is a directory, not a subscription list, and a profile does not in itself constitute consent to marketing. Subscriptions are handled under “Newsletter ” or in your mailing list integration. If you need to use customer data in another system, you can download it using “Download All Customers.”

What does the green or red icon next to a company name mean?

It’s the result of a lookup in the EU’s VAT number registry (VIES), and it only appears if you’ve enabled VAT number validation in the shop’s settings. Green means the number is valid, red means the number was rejected, and a gray question mark means the number hasn’t been checked yet. The number is checked when the customer’s profile is saved.

Can I search by customer number?

Yes, if you’re referring to Shoporama’s own ID number for the customer. If you enter the number, the search will find that exact customer. However, if you’ve entered your own customer number from your accounting system in the “Custom ID” field, you cannot search for it. Instead, search by name, email, phone number, or address, where a partial match is sufficient.