Customers & assets

The Suite distinguishes between the customer (the client placing the order) and their assets (the equipment or installations the technicians work on). Properly filling out these records ensures a reliable history and targeted interventions.

Personal data (GDPR)

Customer and contact records contain personal data. Limit access to only the relevant users and comply with the confidentiality rules (GDPR).

Customers & contacts

A customer is an entity: a company or a client placing orders. A contact is an individual (point of contact, site manager, lead technician) who can be linked to a customer. You first create the customer, then their contacts.

Customer directory: contact details, city, and history accessible in one click.

Create a customer (company)

Use this to register a new company that entrusts you with interventions.

1. Open Customers & assets and click New.
2. Enter the company name.
3. Fill in the address (head office or billing).
4. Add the phone number.
5. Add the email.
6. Enter the VAT number if applicable.
7. Click Save.

Customer record: company name, address, contact details, and VAT.

Result: the company appears in the directory and can receive contacts, locations, assets, and service orders.

Create an individual contact

Use this to add a person linked to a company (or a private individual).

1. Click New.
2. Enter the person’s name.
3. If needed, link them to the relevant company.
4. Fill in their contact details (phone, email, role).
5. Click Save.

Contact record: name, link to the company, and contact details.

Result: the contact is available as a point of contact on service orders and communications.

Tip

Always link your contacts to the right company: this way you’ll find all of a customer’s points of contact by opening their record.

Assets (customer equipment)

An asset represents a specific piece of equipment: boiler, elevator, machine, air conditioning, etc. It carries its own intervention history, which allows for targeted monitoring and maintenance.

Asset list view: reference, type, customer, and location at a glance.

Create an asset

Use this to register a new piece of equipment your teams will work on.

1. Open the Customers & assets section, then click New.
2. Select the customer who owns the equipment.
3. Select the installation location / site.
4. Choose the product / model.
5. Enter the serial number or reference.
6. Fill in the installation date and warranty if available.
7. Click Save.

Asset record: customer, location, model, serial number, and warranty.

Result: the asset is linked to the customer and can be selected as the relevant equipment when creating a service order.

An asset’s tabs

Each asset record gathers its information across several tabs:

Tab	Content
Installation	Installation date, warranty, technical specifications
Maintenance	Preventive schedule and recurring operations
Fault history	Incidents and defects found on the equipment
Installed materials	Sub-assemblies and components mounted on the asset
Service orders	All interventions related to this equipment
Photos	Pictures of the equipment and the interventions
Notes	Internal remarks and instructions for the technicians

Kanban view of assets: grouped by status or by customer.

Tip

Fill in the serial number and the installation date right from creation: this data drives warranty tracking and triggers preventive maintenance.

Going further

• Link your assets to the right locations from Locations & sites.
• Schedule preventive servicing via Maintenance contracts.