WooCommerce Customer Relationship Manager

Overview

WooCommerce allows you to manage and sell products online, beautifully as well. Our plugin extends this experience to allow you to manage your customers just as well, and of course, beautifully. This plugin enables you to send emails to one or many customers at once, log the phone calls you make and receive with customers, view information at a glance such as their total spent and number of orders, assign them to groups and accounts, add extra information with our fields or with custom fields created with Advanced Custom Fields.

Use the table of contents on the right hand side to navigate to your relevant section, otherwise please proceed to the next section on Installation.

Installation

  1. Download the extension from your Envato downloads page.
  2. Go to Plugins > Add New > Upload and select the ZIP file you just downloaded.
  3. Click Install Now, and then click Activate.
  4. You should be prompted with the Setup Wizard. If not, go to Customers > Customers and click on the ‘Run Setup Wizard‘ button at the top.
This plugin requires WooCommerce 2.3 or newer to function.

Upgrading to 3.0

Version 3.0 includes a major change in refactoring the code, therefore the upgrade process does require you to update your database as well. To do this successfully, please follow the instructions below:

  1. Download the latest version from your Envato downloads page.
  2. Extract the ZIP and ensure the folder containing the files of the plugin is ‘woocommerce-crm‘.
  3. Log in to the WordPress dashboard, go to Plugins > WooComemrce Customer Relationship Manager > Deactivate.
  4. Connect to your website via FTP and upload to the wp-content/plugins/ folder. Be sure to overwrite the old folder which contained your previous WooCommerce CRM installation.
  5. Return in to the WordPress dashboard, go to Plugins > WooCommerce Customer Relationship Manager > Activate.
Be sure that there are no other folders that are related to WooCommerce Customer Relationship Manager. This includes folders which are renamed differently. There should be only one folder with the label ‘woocommerce-crm’, in addition to the other plugins you have installed.

Setup & Configuration

Setup Wizard

setup-wizard-1

Setup wizard

When you activate the plugin, the setup wizard will appear which should guide you through the important settings required to view and manager your customers. The setup wizard consists of three steps:

General Options

After you click on Let’s Go, you will be shown with a few general options to start configuring:

setup-wizard-2

Setup wizard general options

  • Username – select how you want the username to be created. For example, you can have the username be the first and last name entered i.e. johnsmith or you can have it as the email address entered.
  • Value – this is very important as it dictates how the figures are shown inside the Customers table. Default is ‘Completed’. This will mean that the number of sales and total value will only take into account orders with the status set to ‘Completed’
  • Automatic Emails – enable this if you want automatic emails to be sent to the customer when manually adding them to the CRM. The email includes their username and generated password.

Fetch Customers

These options affect how the customers are loaded inside the Customers table:

Setup wizard fetch customers

Setup wizard fetch customers

  • User Roles – select the user roles which you would like to include in the customer relationship manager. Default value for this is ‘Customer’ which comes with WooCommerce by default.
  • Guest Customers – enable this if you would like to include Guest Customers (customers who do not create an account when making a purchase).
  • Unique Identifier – select the unique ID for the customer, for example, which field out of the customer should be unique. A clear explanation for this can be found under Unique Identifier Example.
  • Customer Name Format – select how you want the names to appear in the customers table i.e. John Smith or Smith, John.

Load Customers

This part of the setup wizard is where the plugin will load the customers into the table. This duration of this process will depend on the performance of your server and how many customers you have. A count is made to give you an idea on how many users, guests as well as the success/failure rate when loading the customers.

Setup wizard load customers

Setup wizard load customers

Click Start Load to begin the process.

Wait patiently for the customers to load, you will see the results below as they are loaded. This could be a good indicator on how fast your server and the process is.

Setup wizard loaded customers

Setup wizard loaded customers

After the loading of the customers is complete, you will see a list of succesful loads and failed loads as well as the duration it took to add each customer. To finish the installation, click on Continue.

Finish Installation

The installation is now complete, you can go ahead and view your customers!

Setup wizard complete

Setup wizard complete

Configuration

You can view the configuration of the Customer Relationship Manager at any time by going to Customers > Settings from the left hand WordPress menu. You will only see this if you are logged in as either Shop Manager or Administrator.

General Options

These options affect general settings for the CRM. If you follow the setup wizard, you will notice some of these settings have already been configured.

general-options

General options

Username

Select how you want the username to be generated when adding customers through the CRM. For example, when entering a customer in the CRM, the required field is email address and then you can enter the rest of the relevant fields. Let’s say the users enter John and Smith as the first and last name respectively and john@smith.com for the email address, the CRM will then create the username as follows:

  • First & last name e.g. johnsmith – the generated username will be johnsmith
  • Hyphen separated e.g. john-smith – the generated username will be john-smith
  • Email address – the generated username will be john@smith.com
Filters

Select what filters you want to appear on the customers page. You can select out of a few including:

  • User Roles – displays drop down with all the available user roles.
  • Last Order – displays drop down with the month and years of orders.
  • State – displays drop down with a list of the state of orders.
  • Country – displays drop down with a list of the country of orders.
  • City – display drop down with a list of the city of orders.
  • Customer Name – displays drop down with a search function for customers in the customers table.
  • Products  – displays drop down with a search function for products that have been purchased by customers in the customer table.
  • Product Variations  – displays drop down with a search function for variations of products that have been purchased by customers in the customer table.
  • Order Status – displays drop down with a list of status of orders.
  • Customer Status – displays drop down with a list of customer statuses.
  • Product Categories – displays drop down with a list of product categories of products that have been purchased by customers in the customer table.
Value

This field will dictate how the figures are shown inside the Customers table. The default option here is ‘Completed’. This will mean that the information in the Value column which contains total value spent and number of orders will consist of and include only orders that are completed. You can choose any status, including custom statuses that are made by our Order Status & Actions plugin found here.

Example

Rebecca Mendoza has placed 3 orders:

Rebecca orders

Rebecca orders

The three orders consist of one processing, one completed and one cancelled. The backend settings found under Customers > Value is set to include Processing and Completed:

Value settings

Value settings

It is unusual to take into consideration cancelled orders when assessing the customers total expenditure at your store, therefore in this example, the cancelled status has been excluded from the Value field. This gives you the following result when viewing Rebecca’s values:

Rebecca value

Rebecca value

Notice that the total of the value column is £376.65 which is:

  • £117.49 from the processing order.
  • £259.16 from the completed order.

As well as the populating the total spent, the plugin will also populate the number of orders of the status set under Value, which in this example is 2.

This value is also shown in the customers profile page, along with a number count as well:

Rebecca view

Rebecca view

Automatic Emails

Enable this if you want an automatic email notification sent to the customer when adding them manually through the Customer Relationship Manager. The email will include their username and a generated password:

Automatic email including username and password

Fetch Customers

These options affect how the customers are fetched in the CRM. If you follow the setup wizard, you will notice some of these settings have already been configured.

User Roles

Select what user roles are included in the customers table. By default, the Customers role is selected. Note: if you do not see your username, that is most likely because your user role is Administrator, regardless if you have made test purchases. To have your name appear, you can include the Administrator user role to be included in the table.

Guest Customers

Enable this if you would like to include guest customers. There are limitations on what you can and cannot do with a guest customer. This will be explained in further detail later in this documentation.

Unique Identifier

Select the unique ID for the customer, for example, which field out of the customer should be unique.

Customer Name Format

Select how you want your customers name to appear on the customers table. You can choose out of ‘First Name Last Name’ or ‘Last Name, First Name’. For example; John Doe or Doe, John. See screenshot below for example of this.

Name format

Name format

Default Status

These settings affect the customer status and how it is set based on the channel the customer has come from. You can see the table below which explains what their customer status will be based on where or how they’ve come into the Customers table:

ChannelDescriptionStatusIcon
WooCommercePurchased product and fulfilled orderCustomercustomer
RegistrationRegistered as a user from through registration pageProspectprospect
Customer Relationship ManagerManually added through the Add Customer formLeadlead

Integration

Advanced Custom Fields

acf-logo

Our plugin can integrate with the free version of the Advanced Custom Fields which can be downloaded from here. It can also be downloaded directly through Plugins > Add New and then search for Advanced Custom Fields.

You can find all the information you need to install, setup and use Advanced Custom Fields on their website here. It is important you have a custom field group already created before following this tutorial. If you do not know how to create a field group, please click here to read on their tutorial on this.

Location

The location box allows you to create a set of rules which decide when and where to add these fields to the edit screen / post object. Go to your Field Group > Location. You will want this field group to appear only on the Customers Details page therefore you will want this configured like this:

ACF location rule

ACF location rule

Currently, our plugin only supports integration with the free version of Advanced Custom Fields. Integration for the Pro version is still under development as the logic is different.

WooCommerce Subscriptions

woocommerce_logoWhen WooCommerce Subscriptions is activated, you can display a column in the Customers table which indicates whether the customer is an active subscriber or not. Simply go to Customers > Settings > General > Subscribers, and go check the following box: –

WooCommerce Subscriptions option

WooCommerce Subscriptions option

Once you’ve checked this box, click on ‘Save changes’ at the bottom of the page. Go to the Customers table, you should now see which customers is an active subscriber: –

Subscribed column

Subscribed column

You will need to have the latest and a valid copy of WooCommerce Subscriptions for this feature to work. You can buy the plugin from here.

Questions & Feedback

Have a question before you buy? Have some feedback for us on this documentation? Have a great idea to add to this plugin? Please let us know so we can make the improvements and answer your queries. Click here to contact us through our contact form.