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Customers Page Documentation

Menu Location: Customers > Customers

Access Level: Customer Service and above

Last Updated: 2026-03-01

Overview

The Customers page is the primary interface for viewing, searching, filtering, and managing customer accounts in the KlCode admin system. This is one of the most frequently used pages in the admin interface.

Primary Functions:

  • Search and filter customer accounts by multiple criteria
  • View customer lists with key account information
  • Bulk operations on filtered customer lists
  • Export customer data
  • Send mass emails/SMS to filtered customers
  • Quick access to individual customer details

Page Layout

Header Section

  • Search Bar: Quick search by name, email, phone, address
  • Filter Controls: Multiple filter dropdowns and options
  • Action Buttons: Export, Email, SMS, and other bulk actions

Customer List Table

Displays customers matching current filters with columns:

  • Customer Name (clickable to customer detail page)
  • Email Address
  • Phone Number
  • Subscription Status
  • Account Type
  • Last Order Date
  • Lifetime Value
  • Current Balance
  • Tags/Flags

Pagination

  • Results per page selector (25, 50, 100, 500)
  • Page navigation controls
  • Total customer count display

Search & Filtering

Located at the top of the page, searches across:

  • First Name
  • Last Name
  • Email Address
  • Phone Number
  • Street Address
  • Business Name
  • Username
  • Salesforce ID
  • ActiveCampaign ID

Usage: Type search term and click "Search" button or press Enter

Advanced Filters

Status Filters

  • Active: Currently subscribed customers
  • Cancelled: Customers who cancelled subscription
  • Paused: Temporarily paused subscriptions
  • Expired: Subscriptions that have expired
  • Dead: Archived/inactive accounts

Account Type Filters

  • Individual
  • Business
  • Wholesale
  • Gift Subscription

Date Range Filters

  • Start Date: Filter by account creation date
  • Stop Date Range: Filter by subscription stop/pause dates
  • Last Order Date: Filter by when customer last received order

Subscription Filters

  • Box Type: Filter by subscription box type
  • Box Size: Filter by subscription box size
  • Schedule: Weekly, Bi-weekly, Monthly, etc.
  • Route: Delivery route assignment
  • Pack Day: Which day orders are packed

Financial Filters

  • Balance Less Than: Filter customers owing money
  • Balance Greater Than: Filter customers with credit
  • Credit Greater Than: Filter by account credit amount
  • Subscription Price: Filter by recurring subscription price

Behavioral Filters (Misc Menu)

Many specialized filters available in the "Misc" dropdown:

Order History:

  • "At least one order" - Has received at least one order
  • "No orders at all" - Never received an order
  • "No order this week" - No order scheduled this week
  • "No order 8 weeks" - No order in last 8 weeks
  • "No order 3 months" - No order in last 3 months
  • "No order 6 months" - No order in last 6 months

Pricing & Discounts:

  • "Box price is less" - Subscription price below current box prices
  • "Never discount" - Never used a discount code
  • "No more discount" - Had discount over a year ago

Communication:

  • "Unsubscribed" - Unsubscribed from emails
  • "Is subscribed" - Subscribed to emails
  • "Has cell phone" - Accepts SMS messages

Account Details:

  • "No phone number" - Missing phone number
  • "No shipping notes" - No delivery/shipping notes
  • "No first name" - Missing first name in account

Special Flags:

  • "No plastic" - Customer requested no plastic packaging
  • "Cardboard only" - Customer requested cardboard only
  • "Order alert" - Has order alert flag set
  • "Show 303 PayProfiles" - Technical payment profile filter

Payment Info:

  • "No Stripe CC info" - No credit card on file
  • "Yes, has Stripe CC info" - Has credit card on file

Recurring Items:

  • "Recurring Food by lb" - Has recurring food items
  • "No recurring" - No recurring items

Schedule:

  • "No schedule adds next 4 weeks" - No scheduled additions
  • "No schedule adds next 6 weeks" - No scheduled additions
  • "Has schedule adds next 4 weeks" - Has scheduled additions
  • "Has schedule adds next 6 weeks" - Has scheduled additions

Other:

  • "Stop date older than 30 days" - Stop date set 30+ days ago
  • "Cancelled in last 21 days" - Recently cancelled
  • "Delivery fee > zero" - Charged delivery fee
  • "Show boxes" - Display box information in results

Tag Filters

  • Special Tags: Filter by customer tags (promotions, segments, etc.)
  • Show Tags: Display customer tags in results
  • Not Tag: Exclude customers with specific tag

Integration Filters

  • Synced Status: Filter by ActiveCampaign sync status
  • Verified: Email verification status
  • Online Market: Filter by online marketplace customers

Sorting Options

Located in "Sort By" dropdown (only one can be selected at a time):

  • Alphabetical by Last Name (default)
  • Alphabetical by First Name
  • Date Created (newest first)
  • Date Created (oldest first)
  • Last Order Date (most recent first)
  • Last Order Date (oldest first)
  • Balance (highest to lowest)
  • Balance (lowest to highest)
  • Lifetime Value (highest to lowest)
  • Lifetime Value (lowest to highest)
  • Subscription Price (highest to lowest)
  • Subscription Price (lowest to highest)

Bulk Actions

Email Customers

Send mass email to all filtered customers:

  1. Apply desired filters to select recipient list
  2. Click "Email" button
  3. Select or create email template
  4. Preview email
  5. Send sample to yourself for testing
  6. Send to all filtered customers

Best Practices:

  • Always send a sample first
  • Double-check filter selection
  • Use templates for consistency
  • Review unsubscribe status

SMS Customers

Send mass SMS to filtered customers with cell phones:

  1. Apply filters
  2. Click "SMS" button
  3. Compose message (160 character limit recommended)
  4. Preview recipients
  5. Send

Requirements:

  • Customer must have cell phone number
  • Customer must have SMS opt-in flag

Push Notifications

Send push notifications to customers with the mobile app:

  1. Apply filters
  2. Click "Push" button
  3. Enter notification title and message
  4. Optional: Add URL for tap action
  5. Send

Export Data

Multiple export options available:

Export Options:

  • Basic CSV: Name, email, phone, address
  • Full Details: All customer fields
  • Orders Export: Include order history
  • Custom Fields: Select specific fields to export

Export Process:

  1. Apply filters to select customers
  2. Click "Export" button
  3. Select export option
  4. Choose fields (if custom export)
  5. Download CSV file

Other Bulk Actions

Give Credit:

  • Apply credit to all filtered customers
  • Specify amount and reason
  • Credits appear on customer accounts immediately

Set Stop Dates:

  • Bulk pause subscriptions
  • Set stop date for filtered customers
  • Add optional note

Delete Customers:

  • WARNING: Permanent action
  • Requires confirmation
  • Only available to administrators
  • Use "Set to Dead" instead for safety

Customer List Actions

Individual Customer Actions

Click on customer name to access full customer detail page:

  • View/edit account information
  • View order history
  • View email log
  • View account activity log
  • Manage subscription
  • Process payments
  • Add notes

Quick Actions (from list view)

Some quick actions available directly from customer list:

  • Click email to compose message
  • Click phone to call (if phone system integrated)
  • View tags by hovering over tag icon

Common Use Cases

Finding a Customer

By Name:

  1. Type name in search box
  2. Click Search

By Email:

  1. Type email in search box
  2. Click Search

By Phone:

  1. Type phone number in search box
  2. Click Search

By Address:

  1. Type street address in search box
  2. Click Search

Viewing Active Customers

  1. Select "Active" from Status filter
  2. Results show all currently subscribed customers

Finding Customers to Re-engage

Customers with no recent orders:

  1. Select "No order 3 months" from Misc filter
  2. Select "Active" or "Paused" status
  3. Consider sending re-engagement email

Customers who recently cancelled:

  1. Select "Cancelled in last 21 days" from Misc filter
  2. Review cancellation reasons
  3. Consider win-back campaign

Preparing for Route Changes

View all customers on a route:

  1. Select route from Route filter
  2. View customers by delivery schedule
  3. Export list for route planning

Financial Review

Customers with outstanding balance:

  1. Set "Balance Less Than" to 0
  2. Sort by Balance (lowest to highest)
  3. Review past due accounts

Customers with high credit:

  1. Set "Credit Greater Than" to desired amount
  2. Review accounts with unused credit

Compliance & Data Quality

Find incomplete records:

  • Use "No phone number" filter
  • Use "No first name" filter
  • Use "No shipping notes" filter (for delivery customers)

Email list management:

  • Use "Unsubscribed" to find opt-outs
  • Use "Is subscribed" for email campaigns

Filter Combinations & Examples

Example 1: Win-Back Campaign

Goal: Find recently cancelled customers who had been active

Filters:

  • Status: Cancelled
  • Misc: "Cancelled in last 21 days"
  • Misc: "At least one order"
  • Sort By: Last Order Date (most recent)

Example 2: Credit Card Update Needed

Goal: Find active customers without payment info

Filters:

  • Status: Active
  • Misc: "No Stripe CC info"
  • Sort By: Alphabetical

Example 3: Route Optimization

Goal: View all customers on Route 5 for Wednesday delivery

Filters:

  • Route: Route 5
  • Pack Day: Wednesday
  • Status: Active
  • Sort By: Address (for grouping)

Example 4: Promotional Campaign

Goal: Send discount to long-term customers who never used discount

Filters:

  • Status: Active
  • Misc: "At least one order"
  • Misc: "Never discount"
  • Start Date: Before [date from 1 year ago]

Example 5: Data Cleanup

Goal: Find incomplete customer records

Filters:

  • Misc: "No phone number" OR "No first name"
  • Status: Active
  • Sort By: Date Created (newest first)

Integration Points

ActiveCampaign

  • Sync status visible in customer list
  • Manual sync available
  • Filter by sync status

Stripe

  • Payment info status shown
  • Filter by Stripe CC presence

Salesforce (if configured)

  • Search by Salesforce ID
  • View Salesforce sync status

Troubleshooting

Search Returns No Results

Check:

  1. Clear all filters using "Clear Filters" button
  2. Verify search term spelling
  3. Try partial search (first few letters)
  4. Check if customer might be in "Dead" status

Export Fails or Times Out

Solutions:

  1. Apply more restrictive filters to reduce result set
  2. Export in smaller batches
  3. Use "Basic CSV" instead of "Full Details"
  4. Contact admin if consistent issue

Filters Not Working as Expected

Common Issues:

  1. Multiple conflicting filters applied
  2. Status filter overriding other filters
  3. Date range filters excluding desired records
  4. Check "Active Filters" display to see what's applied

Page Loading Slowly

Optimization:

  1. Reduce results per page
  2. Apply more specific filters
  3. Avoid "Show Boxes" filter for initial load
  4. Clear browser cache if persistent
  • Customer Detail - Individual customer account page
  • Customer Orders - Order history
  • Customer Email Log - Email communication history
  • Customer Activity Log - Account activity audit trail
  • Customer Engagement Report - Engagement analytics
  • Customer Longevity Report - Retention analytics

Permissions & Access

Required Access Level: Customer Service or higher

Access Levels:

  • Customer Service: View, search, export (limited)
  • Manager: All customer service + bulk email/SMS
  • Administrator: All features + delete/archive
  • Kiva Admin: All features + technical filters

Best Practices

Daily Operations

  1. Use quick search for individual customer lookup
  2. Save common filter combinations as bookmarks
  3. Always verify filter selection before bulk actions
  4. Check customer count before mass communications

Data Management

  1. Regularly clean up incomplete records
  2. Verify email subscriptions before campaigns
  3. Keep customer tags organized and meaningful
  4. Document bulk action reasons in notes

Communication

  1. Always send test emails before mass sends
  2. Segment carefully to avoid spam complaints
  3. Honor unsubscribe requests immediately
  4. Keep SMS messages concise and valuable

Reporting

  1. Export data for external analysis
  2. Use sort options to identify trends
  3. Combine filters for targeted insights
  4. Document filter combinations for recurring reports

Recent Updates

February 12, 2026:

  • 'Sort By' renamed to 'Misc' and now opens modal window
  • Multiple misc filters can now be selected simultaneously
  • New 'Sort By' filter contains all sorting options (single select)
  • Click 'x' on filter labels to quickly remove filters

Quick Reference Card

Task Filter/Action
Find active customers Status: Active
Find cancelled customers Status: Cancelled
No recent orders Misc: "No order 3 months"
Missing payment info Misc: "No Stripe CC info"
Send mass email Email button after filtering
Export customer list Export button after filtering
View route customers Route filter + Pack Day
Find incomplete records Misc: "No phone" / "No first name"
Recent cancellations Misc: "Cancelled in last 21 days"
Email opt-outs Misc: "Unsubscribed"

End of Documentation

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