Introduction to the Customer Record

Dave McNamara
Dave McNamara
  • Updated

Customers who interact with your Spektrix system will normally have a Customer Record. Each Customer Record is unique and the data it contains lets you keep track of Orders, attendance and purchases, as well as holding contact information for that Customer.

This article looks at how the Customer Record is created, how to search for a Customer Record, and the difference between each type of Customer Record. You’ll also find links to other articles you may find helpful when managing these records.


What is a Customer Record?

A Customer Record is a record of all the available data you have for a Customer. You can use a Customer Record to:


How is a Customer Record created?

A Customer Record can be created in several ways:

  • By a Customer creating an account or making a purchase online
  • By Box Office staff creating an account or performing a sale through the Sales Interface
  • By a Customer signing up to a mailing list
  • By importing Data from a previous system
  • By Importing Data from a csv file


How to Search Customer Records

You’ll find Customer Records in the Sales Interface. To search for a Customer Record, follow these steps:

  1. Log into Spektrix
  2. Go to the Sales Interface

You can then search for Customer Records using a Basic or an Advanced Search.


Basic Search

Once you're in the Sales Interface:

  1. Click Customers:


  2. Search for the Customer record you want to view. You can search using any of the following fields:
    • Name: Type the Customer’s surname followed by a comma and their first name or initial.
    • Customer Id: If you know the Customer Id, type this in the Customer Id field
    • Postcode/Zip code: Enter the Customer’s Post Code/Zip Code in full
    • Email: Enter the Customer’s email address in full
  3. Click Search:



Advanced Search

Once you’re in the Sales Interface:

  1. Click Customers:


  2. Click Advanced search:


  3. You’ll see additional search fields. You can search Phone Number, Address, Town/City, Attributes and Tags. Once you’ve entered your criteria, click Search:

    advanced search_2.PNG

If a Customer Record is found, it will appear below the Customer Search as shown:


If no Customer Records are returned, tick View inactive. This will include any matching deactivated records in your search results. Re-enter your search criteria and click Search:


If your search still returns no results, this means no record exists for that Customer. You'll need to create a new Customer Record.


Overview of the Customer Record

The Customer Record appears like this:




In the example above, the blue person icon next to the ID, shows that this is an Individual Customer Record.

To learn about the differences between an Individual and an Organisation Customer Record, read the next section.


Types of Customer Record

There are two types of Customer Record in Spektrix:

  • Individuals: A record for an Individual Customer. Here, the Customer Id starts with I
  • Organisations: A record for an Organisation. Here, the Customer Id starts with O



Individuals are people. Use this Customer type when you create a Customer Record for a person.

Individuals can purchase Tickets and Merchandise, Memberships and make Donations. Everything you sell through Spektrix can be bought by an Individual. An Individual Customer record will display a blue person icon:




Organisation Customer Records exist for the purposes of tracking transactions made on behalf of an Organisation in your Spektrix System.

An Organisation cannot make purchases through Spektrix; purchases require an Individual with a Relationship to the Organisation to make a Facilitated Booking on its behalf. You’ll see any purchases on both the Individual and Organisation Customer Record.

An Organisation Customer Record will display a building and blue person icon:



What information does a Customer Record Contain?

Information displayed in a Customer Record depends on whether your Customer is an Individual or Organisation. Certain information is only available in Individual or Organisation Customer Records.


Information held in both Customer Record types

  • Customer Id: Each Customer will have their own unique Id, this is automatically assigned when you create a Customer Record.
  • Phone Numbers: Landline/Home Phone, Mobile.
  • Contact Preferences: You can use Contact Preferences to determine which customers you contact for marketing purposes.
  • Attributes: A method of adding additional information, for example dietary requirements or adding a Student ID reference for an event with discounted student tickets.
  • Tags: A label applied to a Customer Record, for example a large donor.
  • Relationships: A way of identifying a connection between customers.
  • Account Credit and Gift Vouchers: Methods of payment used by a Customer to pay for a purchase, either using credit held against their Customer Record, or by Gift Voucher.
  • Audit: A history of actions performed on a Customer Record.
  • Order History: A list of all Orders placed, Donations made by a Customer, along with copies of Print at Home Tickets.
  • Mailings: A history of any Integrated Emails sent to a Customer.
  • Subscriptions: A history of any subscriptions (in an Organisation Customer Record, you’ll see Memberships purchased by the primary contact).


Information held only in Individual Customer Records

  • Title: The Title of the Customer (this is an optional field).
  • Last name and First Name: The name of your Customer (these fields are mandatory).
  • Addresses (Billing and Delivery): A Customer can have separate addresses for Billing and Delivery).
  • Email: Email address (used to send any Order Confirmation emails, Print at Home Tickets and marketing information (if Contact Preferences are set to Yes).
  • Date of birth: The Customer’s date of birth (this is an optional field).
  • Age: This is automatically generated if you’ve entered the Customer’s Date of Birth.
  • Waiting Lists: If an event is sold out, you can add a Customer to a Waiting List, in case tickets become available.
  • Wallet: Card Holder Wallets let Customers store their card details in the system, so they won’t need to enter their card details again.
  • Gift Aid (UK only): Gift Aid declarations are stored and displayed in the Customer Record.


Information held only in Organisation Customer Records

  • Organisation Name: The name of the Organisation
  • Address: The Address of the Organisation
  • Primary Contact: An Individual who has a Relationship with the Organisation

REMINDER: It isn't possible to add an Email Address to an Organisation Customer Record. This is because Organisations can’t make purchases through Spektrix.

Every Order placed on behalf of an Organisation is purchased through a Facilitated Booking by an individual who has a Relationship with the Organisation.


Further Information

You may find these other articles helpful: