Sorting customers into categories is a great way to filter them in the Customer Listing and Reports pages. You can determine which categories to use as well as which values to assign within that category.
How to set up a category
1. From your dashboard, hover over the Customers drop-down menu and select Manage Customer Categories.
2. To add a new customer category, click the button to the far right of the screen.
3. In the pop-up window, choose a name for your category and click Save. For this tutorial, we will use the example of categorizing customers based on whether they currently hold a payer rating of “Poor.”
4. Once you create your category, click on it.
5. You will be taken to a screen where you can add a customer category value. These values help you further organize customers within a specific category.
Please Note: Customer category values are not required.
For the example, we can organize customers into two groups under our category for Payer Rating – Poor: Yes and No. The "Yes" value will be used for customers with the payer rating of “Poor,” and the "No" value will be for customers with payer ratings other than “Poor.”
6. If you look to the far right of the screen, you will see where you can add customers to each value.
For the "No" value, let's select every customer that currently has a payer rating other than "Poor":
When you get to this page, keep in mind that you may have to alter the filters to show the specific criteria by which you would like to sort your customers. For example, if we are going to sort by payer rating and we want to see the customers who have a rating of “Poor,” but do not want to include the rating “Unavailable,” the filter will need to be applied accordingly:
1. Click on Filters and select Create New Filter.
2. In the pop-up screen, select the filter(s) you would like to apply to the customer listing. For this example, we will select the payer ratings we would like to view:
3. After you click Apply Filter, you’ll now see the listing of customers with all payer ratings except “Unavailable.”
4. Please Note: When you apply a filter, the option to add customers to the category value is no longer displayed at the top of the screen.
5. To add customers to the category value:
a. Select which customers you plan to add by checking the box next to each applicable customer. For this example, since there are only three customers with a rating of “Poor,” and that is what we want to sort by, it’s easiest to check all customers at once by clicking the box at the very top of the list. Please Note: If you have multiple pages of customers, you can select the tab All pages to include the customers on the additional pages.
b. Next, since we are adding customers to the "No" category value, we will want to make sure we're selecting all customers that do not have a payer rating of "Poor":
c. Now the drop-down menus should appear above the listing. Select the following drop-down options:
d. Click Apply. You will see a confirmation message at the top indicating the selection has been queued to your list.
e. You can follow these same steps to apply customers to each of the values for the selected customer category.
6. Now, if you navigate to your customer categories, you will be able to view your values.
Importing the Customer Contact File with Customer Categories
When you send the Customer Contact File through your ERP, one of the columns you can include is the Customer Category. If the category in TermSync has a value associated with it, that is an additional column you can provide.
- The customer category must exist in TermSync before you include it on the customer contact file. Adding a category and value to the customer file when you send it will not create the category and value for that customer in TermSync. Follow the steps listed above to ensure you have the appropriate categories in place to include on the file.
- If a category/value is listed on the customer file that does not exist in TermSync, there will be an error in processing the customer contact file.
- If you include the customer category and values on the spreadsheet, and they already exist in TermSync, ensure each customer has the correct information listed under the columns. Any customer line left blank in this area will automatically be removed in TermSync after the customer contact file is processed.