Add New Customer Documentation

Menu Location: Customers > Add New Customer

Access Level: Customer Service and above

Last Updated: 2026-03-01

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Overview

The Add New Customer page allows you to manually create new customer accounts in the admin system. This is used when adding customers over the phone, for bulk imports that need individual entry, converting leads, or setting up test accounts. The form walks through all essential customer information needed to create a functional subscription account.

Primary Functions:

• Create new customer accounts manually
• Set up initial subscription details
• Assign delivery routes and schedules
• Configure customer preferences
• Generate login credentials
• Apply promotional codes during signup

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Page Layout

Header Section

• Page Title: "Add New Customer" with breadcrumb navigation
• Action Buttons: Create Customer (submit), Cancel (return to customer list)

Account Information Section

Form fields for basic customer data:

• First Name, Last Name
• Phone Number
• Email Address
• Password (for customer login)

Delivery Address Section

Address autocomplete and manual entry:

• Street address (with Google autocomplete)
• Apartment/Unit number
• City, State, Zip Code
• Latitude/Longitude (auto-populated)

Subscription Details Section

(Varies by configuration - may not show for some business types)

• Box Type
• Box Size
• Schedule (weekly, bi-weekly, monthly)
• Start Date
• Shipping Notes

Optional Sections

• Discount/Promo Code
• How Did You Hear About Us
• Co-op Assignment (if co-ops enabled)

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Form Fields Reference

Field Name	Type	Required	Description	Validation
First Name	text	Yes	Customer's first name	Max 255 characters
Last Name	text	Yes	Customer's last name	Max 255 characters
Phone	text	No	Customer phone number	Format: XXX-XXX-XXXX
Email Address	email	No*	Customer email for login	Valid email format, must be unique
Password	text	No*	Customer account password	Min 6 characters recommended
Street Address	text	Yes†	Delivery street address	Max 50 characters
Apartment/Unit	text	No	Secondary address line	Max 50 characters
City	text	Yes†	Delivery city	Max 50 characters
State	select	Yes†	Delivery state	2-letter state code
Zip Code	text	Yes†	Delivery zip code	5 digits or 9 digits with hyphen
Shipping Notes	textarea	No	Special delivery instructions	Max 500 characters
Box Type	select	No†	Subscription box category	Select from active box types
Box Size	select	No†	Box size selection	Select from active box sizes
Schedule	select	No†	Delivery frequency	Weekly, bi-weekly, monthly, etc.
Start Date	date	No†	First delivery date	Must be future date
Discount Code	text	No	Promotional code to apply	Must be valid active code
How Did You Hear	select	No	Marketing source tracking	Select from predefined options

*Required if customer will access their account online †Required depends on business configuration

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Creating a New Customer

Basic Workflow

1. Navigate: Customers menu > Add New Customer
2. Enter Account Info: Fill in name, contact details
3. Enter Address: Use autocomplete or manual entry
4. Set Subscription: Choose box type, size, schedule
5. Add Notes: Include delivery instructions if needed
6. Apply Discounts: Enter promo code if applicable
7. Create: Click "Create Customer" button
8. Complete Setup: Redirected to customer detail page to finalize

Step-by-Step Process

Step 1: Account Information

1. Enter First Name (required)
2. Enter Last Name (required)
3. Enter Phone Number (recommended for contact)
4. Enter Email Address
5. Leave blank to auto-generate "noemail" address
6. System creates random email if none provided
7. Enter Password
8. Provide secure password if customer will log in
9. Can be reset later if needed

Email Guidelines:

• Unique email required per customer
• System checks for duplicates
• Auto-generated format: [email protected]
• Can update email later in customer detail page

Step 2: Delivery Address

Using Address Autocomplete (Recommended):

1. Start typing address in "Autocomplete Address" field
2. Select matching address from dropdown
3. Address fields auto-populate
4. Verify accuracy
5. Add apartment/unit number if needed
6. Latitude/longitude filled automatically

Manual Entry:

1. Enter Street Address
2. Enter Apartment/Unit (if applicable)
3. Enter City
4. Select State from dropdown
5. Enter Zip Code
6. Latitude/longitude may not populate (okay for non-delivery routes)

Step 3: Subscription Setup

(This section varies based on business configuration)

Box Type:

• Select subscription category (Produce Box, Meal Kit, etc.)
• Determines available products

Box Size:

• Small, Medium, Large, XL, Custom
• Affects pricing and quantities

Schedule:

• Weekly: Every week
• Bi-weekly: Every other week
• Monthly: Once per month
• Custom: Set specific pattern

Start Date:

• Select first delivery date
• Must be future date
• Coordinates with weekly cycle

Step 4: Additional Options

Shipping Notes:

• Gate codes
• Building access instructions
• Where to leave box
• Preferred delivery time
• Special handling

Discount Code:

• Enter promo code if applicable
• System validates code
• Applies credit or special pricing
• May assign promotional terms

How Did You Hear:

• Track marketing source
• Helps measure campaign effectiveness
• Optional but recommended for analytics

Co-op Assignment: (If co-op feature enabled)

• Assign to pickup co-op location
• Overrides delivery route
• Special handling for co-op orders

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Actions & Operations

Create Customer

Purpose: Save new customer account

Steps:

1. Complete all required fields
2. Review information for accuracy
3. Click "Create Customer" button
4. Wait for processing (1-2 seconds)
5. Automatically redirected to Customer Detail page

What Happens:

• Customer account created in database
• Subscription record initialized
• User login created
• Customer ID assigned
• Activity logged
• Promotional codes applied
• Email verification triggered (if configured)

Requirements:

• At minimum: First name, last name
• Address required if setting up delivery subscription
• Email required if customer needs online access

Cancel

Purpose: Abandon customer creation and return to customer list

Steps:

1. Click "Cancel" button
2. Return to Customers page
3. No data saved

Use when:

• Entered wrong page by mistake
• Customer changed mind
• Need to gather more information first

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Common Use Cases

Use Case 1: Phone Order Signup

Goal: Customer called to sign up for subscription

Steps:

1. Answer customer call
2. Navigate to Add New Customer
3. Ask for and enter name
4. Ask for phone number (for future contact)
5. Ask for email address
6. If they don't have one or don't want to provide, leave blank
7. Ask for delivery address
8. Use autocomplete as they give address
9. Verify address with customer
10. Ask for apartment/unit if applicable
11. Ask for delivery notes (gate code, etc.)
12. Ask which box type/size they want
13. Ask how often (weekly, bi-weekly, etc.)
14. Ask when they want to start
15. Ask how they heard about you
16. Ask if they have a promo code
17. Read back summary to confirm
18. Click "Create Customer"
19. On customer detail page: Set up payment method
20. Confirm first delivery date
21. Thank customer and provide login info if needed

Example: "Hi, I'd like to sign up for the weekly produce box." Create account: Jane Smith, [email protected], 555-123-4567 Address: 123 Main St, Apt 2B, Anytown, CA 94501 Weekly Medium Box, start next week Promo code: WELCOME10 Create → Set up payment → Confirm details → Done

Use Case 2: Converting Lead to Customer

Goal: Converting interested lead from contact form to full customer

Steps:

1. Review lead information from contact form
2. Navigate to Add New Customer
3. Enter name from lead
4. Enter email from lead
5. Enter phone from lead
6. Enter address from lead (or ask if not provided)
7. Generate temporary password
8. Select box type based on interest noted
9. Choose appropriate schedule
10. Set start date based on conversation
11. Apply any promo code from campaign
12. Create customer
13. Complete payment setup
14. Email customer with login credentials and next steps

Use Case 3: Creating Test Account

Goal: Set up test account for training or development

Steps:

1. Navigate to Add New Customer
2. Enter test name: "Test Customer [Purpose]"
3. Use test email: test+[purpose]@yourdomain.com
4. Enter test phone: 555-0000
5. Use test address in your delivery area
6. Select typical box type/size
7. Choose weekly schedule
8. Set start date to current week
9. Add shipping note: "TEST ACCOUNT - DO NOT DELIVER"
10. Create customer
11. Mark account appropriately in notes
12. Use for testing order flows, payment processing, etc.

Important: Mark test accounts clearly to avoid actual charges or deliveries

Use Case 4: Bulk Entry from Spreadsheet

Goal: Manually enter customers from imported spreadsheet

Steps:

1. Open spreadsheet with customer data
2. For each customer row:
   • Navigate to Add New Customer
   • Copy/paste name from spreadsheet
   • Copy/paste email from spreadsheet
   • Copy/paste phone from spreadsheet
   • Copy/paste address components
   • Set subscription details based on spreadsheet
3. Apply any promo codes noted
4. Create customer
5. Mark as processed in spreadsheet
6. Continue until all customers entered
7. Review all new customers in customer list
8. Export for verification

Tips:

• Process in batches of 10-20
• Double-check address formatting
• Verify email addresses are unique
• Take breaks to maintain accuracy

Use Case 5: Setting Up Gift Subscription

Goal: Create gift subscription recipient account

Steps:

1. Navigate to Add New Customer
2. Enter recipient name (gift receiver)
3. Enter recipient email (or leave blank)
4. Enter recipient phone
5. Enter recipient delivery address
6. Select gift subscription box type
7. Set schedule to match gift duration
8. Add shipping note: "Gift from [Gifter Name]"
9. Add admin note with gifter information
10. Enter gift discount code if applicable
11. Create customer
12. On customer detail page:
    • Set payment method to gifter's payment
    • Or mark as prepaid if paid separately
    • Set end date if gift is limited duration
13. Send welcome email to recipient
14. Send confirmation to gifter

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Troubleshooting

Email Address Already Exists

Symptoms: Error message: "That email address is already associated with another account"

Solutions:

1. Search for existing customer with that email
2. If duplicate signup attempt, use existing account
3. If legitimate new customer with shared email, use +tag: [email protected]
4. Leave email blank to auto-generate
5. Use alternate email if customer has one

Common Causes:

• Customer signing up again (forgot they have account)
• Shared family email address
• Typo in email address

Address Not Found in Autocomplete

Symptoms: Address doesn't appear in autocomplete suggestions

Solutions:

1. Try typing address differently (abbrev vs full: St vs Street)
2. Use manual entry instead
3. Enter each field separately
4. Verify address exists and is deliverable
5. Check with customer if address is correct

Common Causes:

• New construction not in mapping database
• Rural address
• PO Box (use manual entry)
• Incorrect address from customer

Cannot Create Customer - Missing Required Fields

Symptoms: Form validation error preventing creation

Check:

1. First name filled in
2. Last name filled in
3. If address shown, all address fields complete
4. Email is valid format if provided
5. Required fields vary by configuration

Solutions:

• Fill in all marked required fields
• Remove invalid characters
• Use valid email format
• Provide all address components

Customer Created but Missing Information

Symptoms: Customer created successfully but needs additional details

Solutions:

1. Click on customer ID to open detail page
2. Click "Edit" button
3. Add missing information
4. Save changes
5. Set up payment method if needed
6. Verify subscription settings

This is normal - the Add New Customer page creates basic account, then you complete details on customer detail page.

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Related Pages

• Customers Page (customers.php) - View and search all customers
• Customer Detail (customer_info.php) - Complete customer profile and settings
• Subscriptions - Manage customer subscription details
• Payment Methods - Set up customer payment information
• Orders - View and manage customer orders

Typical Workflow:

1. Add New Customer → Create basic account
2. Customer Detail → Complete profile and payment setup
3. Subscriptions → Configure subscription settings
4. Orders → Verify first order generated correctly

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Permissions & Access

Required Access Level: Customer Service

Access Level Capabilities:

• Customer Service: Can create new customers + add basic information
• Manager: All Customer Service capabilities + assign advanced settings
• Administrator: All features + bulk import + special configurations
• Kiva Admin: All features + system-level settings

Restricted Features:

• Discount Code Application: May require Manager approval
• Manual Account Editing: Some fields restricted to Administrator
• Test Account Creation: Should be limited to avoid confusion

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Best Practices

Data Entry Accuracy

1. Verify spelling of names with customer
2. Read back phone number for confirmation
3. Confirm email address character by character
4. Use address autocomplete when possible
5. Verify address with customer before creating
6. Double-check all fields before clicking Create

Customer Communication

1. Explain what information you're collecting and why
2. Confirm customer understands subscription terms
3. Provide login credentials if customer wants online access
4. Explain first delivery date and timing
5. Offer to email confirmation with account details

Account Setup

1. Create account with minimum required info first
2. Complete additional details on customer detail page
3. Set up payment before first delivery
4. Verify first order generates correctly
5. Send welcome email with account information

Organization

1. Use consistent naming format
2. Fill in "How Did You Hear" for tracking
3. Add admin notes about conversation or special requests
4. Apply promo codes during creation (easier than later)
5. Mark test accounts clearly

Things to Avoid

• ❌ Creating duplicate accounts for same customer
• ❌ Using fake email addresses that could bounce
• ❌ Skipping address verification
• ❌ Forgetting to set up payment method
• ❌ Not confirming details with customer before creating
• ❌ Creating account without customer consent

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Quick Reference Card

Task	Action/Location
Create new customer	Fill form → Click "Create Customer"
Use address autocomplete	Type in autocomplete field → Select match
Enter address manually	Fill individual address fields
Apply promo code	Enter code in "Discount Code" field
Set delivery schedule	Select from "Schedule" dropdown
Choose box type/size	Select from respective dropdowns
Add delivery notes	Type in "Shipping Notes" field
Leave email blank	System auto-generates noemail address
Cancel creation	Click "Cancel" button
Track marketing source	Select from "How Did You Hear" dropdown
Set start date	Choose date from calendar picker
Complete setup	Create → Redirected to customer detail

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FAQs

Do I need to collect email address?

Email is optional but recommended. If customer will access their account online, email is required. Otherwise, system can auto-generate an email address.

What if customer doesn't have an email?

Leave the email field blank and the system will automatically generate a unique email address in the format: [email protected]

Can I create a customer without a password?

Yes, but the customer won't be able to log in online. You can set or reset the password later from the customer detail page.

What happens after I click Create Customer?

The customer account is created and you're automatically redirected to the Customer Detail page where you can complete the profile, set up payment methods, and configure additional settings.

Can I edit information after creating the customer?

Yes! All information can be edited later from the Customer Detail page. It's common to create the basic account first, then complete details on the detail page.

How do I know what start date to choose?

Choose the first delivery date the customer wants to receive their box. This should align with your weekly cycle schedule. Check with manager if unsure about available start dates.

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Change Log

2026-03-01

• Initial documentation created
• All core sections completed
• Form fields documented with validation rules
• Common use cases with detailed workflows
• Troubleshooting guide for common issues
• Best practices for data entry and customer service

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End of Documentation

For additional help, contact your system administrator or Kiva Logic support.