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Managing Customers

This article provides information about how customer profiles are created, edited, deleted, and merged in Wavebid, along with information about generating customer lists.

For information on unregistering a bidder, see Bidder Check-In.

This article contains the following sections:

 

About Customers


Wavebid considers both bidders and sellers as customers. Each customer has a profile that can contain their contact information, tax information, personal identification information, etc. Auction companies new to Wavebid may wish to import all of their customers into Wavebid from another source.

When searching for bidders or sellers during check-in, the user will be searching through all of the customers listed under the auction company's account.

 

Duplicate Customer Records


When a new or existing personal record (ex. bidders or sellers) is being saved, Wavebid automatically checks the database for matching persons. If two personal records match, Wavebid will merge them into one record to avoid duplicates. 

Wavebid will only match and merge people from within a company.

In order to merge records, the First Name and Last Name must be an exact match as a pre-qualification to identify matching candidates. However, matching First and Last Name alone isn't enough to merge the person records. If the names match, one or more of the following must also match in order for the person records to be merged:

DuplicateCustomerRecord.PNG

  1. Personal ID Info matches. Personal ID Info is the combination of both the Personal ID Number (driver's license or state ID number) field and the Personal ID Issuer (State the ID was issued in) field.
  2. Email field matches
  3. Phone field matches
  4. Company Name field matches
  5. Billing Address 1 and Postal Code fields match

To create a second customer record for the same person with all the same information (ex. same name, email, address, etc.), use the Company Name field with unique values (ex. Company A, Company B) to ensure that those accounts remain unique and unmerged.

 

How Do Records Get Duplicated?

The most common way for records to duplicate is if the customer has changed their address. This will generally result in multiple records for the customer, each with a different address.

Another common reason for duplicate records is due to nicknames. For example, if the bidder has an account with Proxibid under the name 'Robert Customer' but a record has been manually created for him in Wavebid under the name 'Bob Customer', there will be two records for that individual.

There should not be a need to manually create a customer record in Wavebid for any bidders who have previously won lots in an auction that was then imported to Wavebid from Proxibid, BidSpotter, or any other online bidding platforms. Doing so may result in duplicate customer records.

 

Creating/Editing Customers


Manually Creating/Editing Customers

To create/edit a customer profile:

  1. Navigate to My Links > Company > Customers > Create/Edit.
  2. Use the Find Customer field at the top of the page to locate an existing record or to confirm the customer record does not already exist.
  3. Enter/edit the customer's information as needed. 
    • The First Name, Billing Address and Email fields are required.
    • For information on entering seller information, see Seller Check-In.
    • For information on entering bidder information, see Bidder Check-In
  4. Click the Save button in the top right corner of the page.

Customers can also be created/edited via the Bidder Check-In and Seller Check-In pages.

Importing Customers

If a large number of customers need to be added, importing is recommended. For more information about importing customer records, see Importing Customers (Bidders and Sellers).

 

Deleting Customers


  1. Navigate to My Links > Company > Customers > Create/Edit.
  2. Use the Find Customer field at the top of the page to locate the customer.
  3. Click the Delete button in the top right corner of the page. A pop-up window will open.
  4. Click the Yes, I'm Sure button to continue.
    • The customer will be deleted. 
    • Deleted customer profiles cannot be retrieved.

For accounting purposes, customer records cannot be deleted if that customer has a paid invoice in Wavebid.

 

Customer Lists


Lists of Buyers/Bidders and Sellers can be generated in Wavebid that can be narrowed to a particular event or timeframe, or can encompass all of a company's Buyers and/or Sellers. Only Company Admins can generate a Customer List.

For information on using person (customer) attributes to generate mailing lists, see Customer Segments.

  1. Navigate to My Links > Company > Customers > Lists.
  2. Use the various fields under the Auction, Customer, and Lot tabs to filter results as needed.
    • To generate a list of Sellers, select Seller from the Customer Type drop-down. Additional fields can be used to narrow the Sellers. If no other options are selected, it will generate a list of the registered Sellers (customers assigned a Seller Code) the company has used in Wavebid.
    • To generate a list of Buyers/Bidders, select Buyer from the Customer Type drop-down. Additional fields can be used to narrow the Buyers. If no other options are selected, it will generate a list of all the registered Bidders (customers assigned a Paddle Number) the company has used in Wavebid.
    • To generate the entire Customer List, click the Search button without using any filters.
  3. Click the Search button to view the results.
    • Click the Columns button on the right side of the page to alter the information displayed on the list. Column headers in blue will appear on the list, while column headers in white will not.
    • Click the Export button on the right side of the page to export the list to a .CSV, Excel, or PDF file.
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