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Managing Customers

Learn how to create, edit, and manage customer accounts in BackupChecks.

Overview

Customers are the organizations or clients whose backup jobs you monitor in BackupChecks. Each customer can have multiple backup jobs associated with them.

The Customers page provides a central location to:

Accessing the Customers Page

To access customer management:

  1. Navigate to Customers in the main navigation menu
  2. This page is available to Admin and Operator roles
  3. Viewers can see customers but cannot make changes

Customer List

The Customers page displays a table with the following columns:

Column Description
Name Customer name
Jobs Number of backup jobs configured for this customer. Displays in red and bold if zero jobs are configured.
Autotask Company Linked Autotask company name (if Autotask integration is enabled and mapping exists)
Active Checkbox indicating whether the customer account is active
Edit / Delete Edit and Delete buttons on the right side of each row
💡 Job Count Indicator:
If a customer shows 0 jobs in red and bold, it means no backup jobs have been approved for this customer yet. Jobs are created by approving emails from the Inbox.

Creating a New Customer

The customer creation interface is located at the top of the Customers page.

New Customer Interface
Figure 1: New customer creation interface with CSV import/export and Autotask refresh options

To create a new customer account:

  1. Navigate to the Customers page
  2. At the top, locate the "New customer name" field
  3. Enter the customer name (required)
  4. Check the Active checkbox if you want the customer to be active immediately (checked by default)
  5. Click the Add button

The customer will be created and appear in the customer list immediately.

💡 Best Practice:
Create customer accounts before approving backup jobs from the Inbox. This allows you to immediately assign incoming backup reports to the correct customer.

Editing Customer Information

To edit an existing customer:

  1. Navigate to the Customers page
  2. Find the customer in the list
  3. Click the Edit button on the right side of the customer row
  4. An "Edit customer" dialog will open
Edit Customer Dialog
Figure 2: Edit customer dialog showing customer name, active status, and Autotask mapping interface

Editable Fields

In the Edit customer dialog, you can modify:

After making changes, click Save changes to apply them, or Cancel to discard.

💡 Simple Customer Data:
BackupChecks keeps customer data simple - only name and active status. There are no separate fields for contact person, email, phone, or notes. The focus is on backup job management, not CRM functionality.

Activating and Deactivating Customers

Customers can be marked as active or inactive using the Active checkbox in the Edit customer dialog or directly in the customer list.

Active Customers

Active customers:

Inactive Customers

Inactive customers:

⚠️ Impact of Deactivating:
When you deactivate a customer, all their backup jobs immediately disappear from operational views (Daily Jobs, Run Checks, Jobs list). This is useful for decluttering the interface when a customer is no longer active. Jobs are not deleted and can be reactivated by marking the customer as active again.

Autotask Company Mapping

If Autotask integration is enabled, you can map customers to Autotask companies directly from the Edit customer dialog. This allows BackupChecks to create tickets in the correct Autotask company.

Viewing Current Mapping

In the Edit customer dialog, the Autotask mapping section shows:

Searching for Autotask Companies

To map a customer to an Autotask company:

  1. Open the Edit customer dialog
  2. In the Autotask mapping section, use the "Search Autotask companies" field
  3. Type the company name (or part of it)
  4. Click the Search button
  5. Results will appear below the search field
  6. Click on a result to select it
  7. Click the Set mapping button (blue) to apply the mapping
  8. Click Save changes to save the customer with the new mapping
💡 Auto-Search Feature:
When you open the Edit customer dialog, BackupChecks automatically searches for Autotask companies matching the customer name. This speeds up the mapping process for most customers.

Refreshing Autotask Status

If you want to verify the Autotask company mapping is still valid:

  1. Open the Edit customer dialog
  2. Click the Refresh status button (gray) in the Autotask mapping section
  3. BackupChecks will query Autotask to verify the company still exists and update the status

Clearing Autotask Mapping

To remove an Autotask company mapping:

  1. Open the Edit customer dialog
  2. Click the Clear mapping button (red) in the Autotask mapping section
  3. The mapping will be removed (but not saved yet)
  4. Click Save changes to confirm the removal

Existing tickets remain linked to the Autotask company, but new tickets will not be created until the customer is mapped again.

Refreshing All Autotask Mappings

To refresh the sync status of all customer Autotask mappings at once:

  1. Navigate to the Customers page
  2. At the top, click the Refresh all Autotask mappings button
  3. BackupChecks will verify all mappings with Autotask and update their statuses
💡 Use Case:
Use this feature periodically to ensure all customer mappings are still valid, especially if Autotask companies have been renamed or deleted.

Deleting Customers

To delete a customer:

  1. Navigate to the Customers page
  2. Find the customer you want to delete
  3. Click the Delete button on the right side of the customer row
  4. Confirm the deletion in the dialog
⚠️ Warning - Permanent Deletion:
Deleting a customer is permanent and will also delete all associated backup jobs, runs, tickets, and remarks. This action cannot be undone. Consider deactivating the customer instead if you might need the data later.

Exporting Customer Data

You can export all customer data to a CSV file for backup, reporting, or migration purposes.

  1. Navigate to the Customers page
  2. At the top, click the Export CSV button
  3. A CSV file will be downloaded containing:
💡 Use Case:
Export customer data regularly as a backup, or before performing system maintenance. The exported CSV can be imported later to restore customer data.

Importing Customer Data

You can import customer data from a CSV file.

  1. Navigate to the Customers page
  2. At the top, click the Browse... button to select your CSV file
  3. Select the CSV file (must match the export format)
  4. Click the Import CSV button
  5. The system will:
  6. Review the import summary showing created, updated, and skipped customers
⚠️ Import Behavior:
The import process matches customers by name. If a customer with the same name already exists, their information will be updated with the CSV data. Ensure your CSV data is correct before importing.

Customer Workflow Summary

Here's the typical workflow for managing customers in BackupChecks:

Step Action Result
1 Create customer account Customer appears in list with 0 jobs
2 Approve backup job from Inbox Job is linked to customer, job count increases
3 (Optional) Map to Autotask company via Edit dialog Tickets can be created in Autotask for failed backups
4 Monitor backup jobs Jobs appear in Daily Jobs and Run Checks
5 (If needed) Deactivate customer via Edit dialog Jobs hidden from operational views

Next Steps

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