You can now link every customer to the sales representative responsible for them, chosen from your organisation’s own users. It helps you organise customer follow-up, distribute responsibility clearly across your team, and let each representative focus on their own customers.
The release has six parts: a new field on the customer page, a new table on the user page, a new filter on the customers list, tighter customer lists in documents and reports, an alert when permissions conflict, and a record of every change.
Assigning a representative from the customer page
When you create or edit a customer, pick one or more sales representatives from your organisation’s users, and remove the assignment whenever you need to. Sales Representative is a multi-select field, and it sits between Locations and Pos Customer on the Edit Customer form. Closed, it shows the selected users separated by commas. Open, it gives you a search box, Select All and Deselect All, and a tick beside each selected user.
The picker lists only the users who have access to the customer’s location, so the assignments stay correct from the start.
View full sizeManaging a representative’s customers from the user page
From Settings, then Users, open any user’s page and you will find an Assigned Customers table below their own details, with two columns: Contact Name and Ref. No. Assign customers to that user with Assign Customer, or remove them with Unassign, straight from here, without opening each customer record one by one. This is the faster path when you hand a customer portfolio to a new representative, or redistribute customers across the team.
View full sizeFiltering customers by representative
We added a Sales Representative filter to the Customers page, so you reach all of a given representative’s customers at once instead of searching for them one by one.
View full sizeTighter customer lists in documents and reports
When creating an invoice, a credit note or a quote, the representative is shown the customers assigned to them within the locations available to them. Customers who are not assigned to any representative stay available under the usual location permissions, so nobody disappears from the list simply because they have not been assigned yet.
The same applies to customer reports when viewed by customer, among them the customer/vendor statement, the receivable customers report and the customer debt ageing. It does not apply to financial reports such as the income statement and the balance sheet, so accountants always read them in full.
An alert when permissions conflict
A representative’s permissions may change, or a customer’s location may change, and the representative loses access to that customer. When that happens, an alert appears beneath the representative field on the edit page, and beside the representative row on the customer’s own page, so the mismatch is visible without opening the edit form and you can update the assignment easily.
View full sizeA clear record of every change
Assigning and removing a representative are recorded in the user operations report. The record shows who made the change and when, along with the previous value and the new one.
Important notes
Two limits govern how this works, and they are the most important part of the release. Read them before you distribute customers across the team:
- Assigning or removing a representative is available to users who hold the edit permission on customers.
- Location permission is the basis for access to customers. Assigning a representative adds organisation on top of it and does not override it.
In other words, the assignment adds organisation on top of location permissions and does not override them. It does not grant a representative access to a customer in a location they do not have permission on, and a customer assigned to no representative stays available under the usual location permissions. If what you want is to control who sees which customer, that lives in location permissions, not in the representative assignment. See how to link customers to locations in Qoyod and managing user permissions in Qoyod.
Who it is for
Businesses that split their customers across a sales team and want each representative to know their own, sales managers who track how the portfolio is distributed and redistribute it as the team changes, and accountants who run customer reports and need lists that match each representative’s responsibility.
The feature is available now on the customer page under Sales, and on the user page under Settings.
If you already track representative performance with custom fields, that method still works and complements this release: the assignment here links the customer to the representative, while custom fields let you record other follow-up data and compare sales and profit per representative. See adding a custom field to link clients with their sales representatives and tracking sales and profits per sales representative.
For the full steps, see how to assign a sales representative to a customer in Qoyod.
