Step by step guide for customer configuration in the Magento admin panel

Needless to say: every ecommerce store is created to serve shoppers. Therefore it is vital for an e-merchant to be able to manage and configure customer information and reports on a highly sophisticated basis. Thanks to Magento’s state-of-the-art admin panel, you can manage and configure your customers in a number of ways that help you operate your ecommerce store or stores in a way that best suits your expectations.



Contents

 

 

 

Manage customers in Magento admin

 

Customer list

In the admin panel go to Customers –> Manage Customers menu.

 

Manage Customers Menu

 

Here you can see the customer list.

Items of the list (by default, in English):

ID: customer ID

Name: whole name of customer

Email: customer’s email address used for ecommerce store log in

Group: customer group

Telephone: phone number

ZIP: customer’s ZIP code

Country: customer’s country (if it is empty, it is so because there is no address assigned to the customer)

State/Province: customer’s state or province

Customer Since: time of registration

Website: which website is assigned to the customer (you see this when you have more than one Magento websites)

Action: action (modification button)

 

Searching (filtering) in the list can be done in the following way:

 

Manage Customers Grid Search

 

You need to enter the word or number to be searched in the field at the top of the list and then click the Search button on the right.

For list ordering you need to click on column names in the lists (if there is any that cannot be clicked, it means it cannot be filtered).

If you’d like to see the whole unfiltered list again, just click the Reset Filter button.

Above the list you can select pages. Next to it you can set the number of customers to be shown on a page.

 

Manage Customers Grid Pager

 

You can export the customer list in csv or Excel xml format.

You can see this option at the top central section. You can select the format type at Export to and then click the Export button. Here you always export the presently filtered list (if the list is not filtered, then the whole customer list is exported).

You can also execute mass actions, you can perform these from the Actions drop down menu on the right.

 

Manage Customer Grid Massactions

 

Select the customers (the ones you’d like to run the given “event”) by clicking the checkbox in the first column, and then select the desired action, finally click Submit.

 

 

Adding a new customer

Start adding a new customer by clicking the Add New Customer button on the right.

At first you see only two tabs: Account Information and Addresses

 

Fill in the following details on the Account Information tab:

Account Information

  • Associate to Website: here you set to which website you want to associate the users.
  • Group: which customer group the user should belong to
  • Prefix: prefix of customer name (optional)
  • First Name: First name or given name
  • Middle Name/Initial: (optional)
  • Last Name: Last name or family name
  • Suffix: (optional)
  • Email: email address, for customer login
  • Date of Birth: (optional)
  • Tax//Vat Number: (optional)
  • Gender: (optional)
  • Send Welcome Email: if active, a welcome email is sent to the customer
  • Send From: from which store view the email is to be sent (used with multi-language websites)

 

Password Management

  • Password: enter the password here
  • If Send Auto-Generated Password is switched on, a random password is generated and sent to the email address; in this case the Password field is ignored.

 

Manage Customer Create Customer AcInTab

 

Addresses tab:

You can create a new address by clicking the Add New Address button. The fields should be filled in the same way as on the Account Information tab and there are some additional fields as well:

 

  • Company: name of company (optional)
  • Street Address: street name and street number
  • City: city or other settlement where company is located
  • Country
  • State/Province: (optional)
  • Zip/Postal Code
  • Telephone: phone number assigned to the address
  • Fax: (optional)
  • VAT number: (optional)

You can add more addresses if you want to. In the address list you can find two checkboxes where you can set the default billing and default shipping address separately.

 

Manage Customer Create Customer AddressesTab

 

Next, save the user by clicking on Save.

 

Customer data overview and modification

For modifying customer data, click the Edit button.

On the left you will see several tabs. I am going to describe each of them.

On the Account Information and Addresses tab you can find data that can be modified, the rest display information.

 

Customer View

Here you can see a general view about the customer.

Personal information:

  • Last logged in: date and time of last login (if it’s Never, then he or she has never logged in)
  • Confirmed email: email confirmed or not (it has significance only if confirmation email is set to be sent after registration)
  • Account Created on: date of registration
  • Account Created in: where the customer account was created(admin or a store view is shown here)
  • Customer Group: which customer group the user belongs to
  • Default Billing Address: data of default billing address displayed here (if there’s any)

Sales Statistics: here you can see the total figure of all purchases the customer has made at the online store

Recent Orders: the 5 latest orders are displayed

Shopping Cart: the contents of the latest shopping cart is displayed here

Wishlist: items of the customer’s wishlist are displayed here

 

Manage Customer Edit Customer Customer view Tab

 

Account Information:

I’ve described it earlier at Adding a New Customer.

Addresses:

I’ve described it earlier at Adding a New Customer.

Orders:

Here you can see the orders of the customer.

 

Manage Customer Edit Customer Orders Tab

 

Billing Agreements:

Here you can see the list of billing agreements. With this function you can help the customer set some data assigned to certain payment methods, thus simplifying the checkout process as the user does not need to fill in payment data all the time. (For this, agreements with the payment service provider need to be made, not to be detailed here.)

 

Recurring Profiles (Beta):

This is a list of subscription based purchases (see description in this article: Magento Product Types Setup – The Ultimate Guide

 

Shopping Cart:

What the customer’s shopping cart presently contains. Here the admin user can delete items with the Delete button on the right.

 

Wishlist:

Here you can find the products on the user’s wishlist.

 

Manage Customer Edit Customer Wishlist Tab

 

Newsletter:

The sent out newsletters are listed here (given that the user has subscribed to the newsletters).

 

Manage Customer Edit Customer NewsletterTab

 

Product Reviews:

Here you can see the opinions and reviews that the customer wrote (including approved, pending and not approved ones as well).

 

Manage Customer Edit_Customer Product reviews Tab

 

Product Tags:

Here you can see the product tags the customer has created.

 

Manage Customer Edit Customer Product tags Tab

 

Deleting a customer

You can delete customers in the list at the mass actions (detailed earlier) or by clicking Delete Customer at customer data modification. Of course, all the information on the customer is preserved at the orders (the purchases will not be lost).

 

 

Managing customer groups

 

Customer Groups list

To see them, just click on the Customers -> Customer Groups menu.

 

Manage Customer Group Menu

 

Here you can see the customer list, there are 4 groups by default:

  • General – the most frequently used one
  • NOT LOGGED IN – this is used and displayed when you permit guest purchases in your ecommerce store and thus the guest shopper is placed in this group.
  • Retailer
  • Wholesale

 

Manage Customer Group List

 

Why are there customer groups and why do we use them?

Because it can happen that you want to offer different prices to different customers or you’d like a group to be able to get discounts for specific products etc.

 

Creating and modifying a new customer group

Click on Add New Customer Group on the right of the list.

If you want to make modifications, select a group in the list.

 

You need to fill in the following:

Group Name, e.g. AionHill Shoppers

Tax class

 

Manage Customer Group add Group

 

Deleting a customer group

Select a group from the list for deletion and open it as you would for modification, next click Delete Customer Group on the right. The shoppers belonging to this group are transferred to the default group, which is the General group.

 

Managing system configuration of customers

Go to System -> Configuration menu.

Then to Customer Configuration link on the Customers tab.

 

Manage Customer Settings Conf Tab

 

In the upper left corner you can select which website, store or store view is to be taken into account for the configuration.

Here you can set the following:

Online Customers Options

  • Online Minutes Interval: If left empty, the list in the Customers -> Online Customers menu is updated every 15 minutes by default.

 

Manage Customer Settings Customer Conf Tab Online

 

Account Sharing Options

  • Share Customer Accounts: Here you can set whether you allow inter-store purchases or not (e.g. you have 3 websites and if this value is set site by site then the shopper needs to register with each of them separately to be able to make purchases, however, if it is set to global, he or she can shop with only one user account in all three e-stores.

 

Manage Customer Settings Conf Tab Account

 

Create New Account Options

  • Enable Automatic Assignment to Customer Group: If set to YES, then additional fields will appear where you need to define which customer group the user will belong to after checking the tax number.
  • Default Group: Here you define the default group. The new shopper will be placed here after registration or the shoppers will be transferred to this group after deletion of their group.
  • Default Value for Disable Automatic Group Changes Based on VAT ID: like the first setting, this too is related to tax number check
  • Show VAT Number on Frontend: This setting also involves tax number check
  • Default Email Domain: This is used only if the administrator submits an order via the admin panel and does not fill in the email address.
  • Default Welcome Email: Template of default welcome email
  • Email Sender
  • Require Emails Confirmation: If set to YES, then after registration the customer will get a confirmation link and can activate his or her account by clicking that link
  • Confirmation Link Email: Template of confirmation link email
  • Welcome Email: Template of welcome email
  • Generate Human-Friendly Customer ID: If set to YES, a “nicer” customer ID will be generated.

 

Manage Customer Settings Create New

 

Password Options

  • Forgot Email Template: Template of forgot email address
  • Remind Email Template: Template of remind email modified by the admin user, to be sent out to the customer
  • Forgot and Reminder Email sender: the sender of the two above mentioned emails
  • Recovery Link Expiration Period: Expiration time window in which the customer can change his or her password after clicking the recovery link in the email
  • Require admin user to change user password: If set to YES, you’ll need to give your (admin) password to be able to change customer password

 

Manage Customer Settings Conf Tab Password

 

Name and Address Options

  • Number of Lines in a Street Address: how many lines to show when entering the address
  • Show Prefix: whether or not to show (and ask at registration) the prefix (optional / required)
  • Prefix Dropdown Options: prefix options should be separated by semi-colons without spaces (e.g. dr;mr), if left empty, the user can fill it in.
  • Show Middle Name (initial): whether or not to show middle name, if set to YES, it can be given, but it’s an optional feature
  • Show Suffix: whether or not to show suffix
  • Suffix Dropdown Options: same as with Prefix Dropdown Options but here it is for suffix
  • Show Date of Birth
  • Show Tax/VAT Number
  • Show Gender

 

Manage Customers Settings  Name Address

 

Login Options

  • Redirect Customer to Account Dashboard after Logging in

 

Manage Customer Settings Conf Tab Login

 

Address Templates

  • Text: title template text which shows in emails and print views
  • Text One Line: this template text shows in the order process
  • HTML: this appears in several places (in admin at the orders, in admin at modifying customer data, on frontend at the customer addresses)
  • PDF: appears in PDFs of billing, shipping and refund
  • Javascript Template: appears in js templates (in admin when you add a new customer address)

 

Manage Customer Settings Conf tab Address

 

CAPTCHA

  1. Enable CAPTCHA on Frontend: Do you want to show security code on frontend? If yes, then the following fields appear:
    • Font: font type
    • Forms: select which forms to be used:
      • Create User: at registration
      • Login: at login
      • Forgot password: at forgot password
      • Checkout as Guest: at checkout as guest
      • Register during Checkout: at registering while in checkout process
    • Displaying Mode: type of display, i.e. when to show CAPTCHA
      • Always
      • After number of attempts to login: after a certain number of unsuccessful login attempts, if selected, the following field appears:
        • Number of Unsuccesfill Attempts: if set to 0, it will always appear

 

  • CAPTCHA Timeout (minutes)
  • Number of Symbols: how many characters the code should comprise (e.g. 4-5 = 4 or 5 characters will appear)
  • Symbols Used in CAPTCHA: what type of symbols to be used (Here you can give the characters from which the system will generate the code. You can use letters from A to Z, either small or capital, and numbers from 0-9. (e.g. ABCDEFGHJKMnpqrstuvwxyz23456789)
  • Case Sensitive: If set to YES, capital and small letters are distinguished, (e.g. AaY1 and if set to NO, it will accept the following code as well: aay1).

 

Manage Customer Settings  Conf Tab Captcha

 

Managing customer tax classes

First, go to Sales -> Tax -> Customer Tax Classes menu in the admin panel.

 

Manage Customer Tax Menu

 

Here you can see the existing customer tax classes, there is one present by default, namely Retail Customer.

For creating a new customer tax class, click Add New on the right.

The form is really simple, you should only give the name of the class and save it.

 

Manage Customer Tax create Tax Class

 

You may ask where to use it.

At customer groups you can set this: which customer tax class should be assigned to which customer group. Why is it useful?

Because every country and state (in the US) can have different tax rules and figures.

At Tax Rules you can set which tax rule is applicable to which customer group.

To do that, click the Sales -> Tax -> Manage Tax Rules menu.

 

Manage Customer Tax Rules Menu

 

The location where you create or modify a certain rule will be the location where you can set the customer group(s) to which it will be applicable.

 

Manage Customer Tax Rules Edit

 

Please note: In this section I don’t detail tax information any further because it would take too long. Tax issues will be described in another article.

 

Managing customer reviews and tags

 

Customer reviews

You can find customer reviews in three places:

  1. Catalog -> Review and Ratings -> Customer Reviews -> All Reviews

Here you can find all reviews

  1. Catalog -> Review and Ratings -> Customer Reviews -> Pending Reviews

Here you can find all pending (not approved) reviews

  1. Customers -> Manage Customers -> Edit

When modifying data of a customer, on Product Reviews tab, you can see the reviews of the given customer.

 

How to approve reviews?

You can do this in either of the menus mentioned above (if you don’t know which user made a review, it is recommended to select the second menu, where you find the Pending reviews).

If you’d like to approve more reviews at a time, then you should select those reviews by using the checkbox, then on the right hand side select Update Status in the Actions drop down menu and finally set it to Approved. Of course, you can select Pending or Not Approved as well if you wish so.

 

Manage Customer Review Peding Mass Update

 

If you want to go through them one by one, go to the Edit link and set the Status to the desired one and save it. Here you can also overwrite the reviewer’s name and text.

 

 

Manage Customer Review Peding Reviews Edit

 

Products tagged by customers

This you can find in several locations as well:

  1. Catalog -> Tags -> All Tags

Here you can find all tags.

  1. Catalog -> Tags -> Pending Tags

Here you can find all pending tags.

  1. Customers -> Manage Customers -> Edit

When modifying data of a customer, on Product Tags tab, you can see the tags created by the given customer.

 

How to approve tags?

The same way as you approve reviews (mentioned just earlier).

If you want to go through them one by one, click the line of the tag and set the Status to the desired one and save it. Here you can also edit the tag, can check which product it applies to (by admin or customer), which customers created it.

 

Manage Customer Tags Edit Tag

 

This tag editing form can be accessed from customer data modification at the Product Tags section.

 

Managing reports about customers

 Customer reports can be found in the following locations at Reports -> Customers:

  1. New Accounts: number of new accounts for the given period
  2. Customers by orders total: total sum of orders by customers for a given period
  3. Customers by number of orders: total number of orders for a given period (i.e. how many times the customers made an order, quite similar to the 2nd feature

 

Manage Customer Report Menu

 

How to update the reports? It goes the same way with all three.

First, select one of the menus.

Select or enter the data:

  • From: start date
  • To: end date
  • Show By:
    • Day – daily break-down
    • Months – monthly break-down
    • Year – yearly break-down
tips Let’s see an example:

Select the New Accounts menu. Enter from 01/1/2016 to 03/31/2016 with a monthly break-down. Click Refresh. See the result:

 

Manage Customer Report New Account Report

 

You can see that for January and February there was no new customer, but for March there are already five.

 

As you see, you can set a lot of things with your customers in Magento. I hope this article proved to be useful to you. May you have any questions, please leave a comment below or contact us.

 

 

Igor Huszák

Igor Huszák

Backend Developer

Igor is one of our backend developers. He does not make compromises and produces only clear and sound codes, always taking into account Magento’s development guidelines. He is never afraid to refactor codes or writing user documentation, moreover, he truly enjoys such challenges. He likes playing football, driving go-karts and loves Formula 1.


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