Customers and sites

Customers, sites and systems form a chain. A customer owns or manages one or more sites. A site has one or more systems (tanks and treatment units). Bookings, reports and invoices hang off that chain, so it pays to get it right once.

Customers

The Customers page is a directory with a search box and filters for status (Active, Watch, Inactive) and type (Individual, Company, Property manager, Government).

Click a customer's name to open a read-only sheet with their contact details, notes, statement, sites and recent bookings. Use Edit customer to change them.

Add a customer

1. Choose "Add customer".
2. Fill in the display name, type and status. A legal name and ABN are optional.
3. Add email, phone and mobile. Texts go to the mobile number, so fill that in.
4. Set payment terms and how invoices are delivered: Email, Portal, Post or Manual.
5. Save.

Two tick boxes control automatic mail: "Do not send overdue reminders" and "Do not send monthly statements". Use them for a customer who handles their own accounts.

On the customer sheet

Block	What it shows
Texts	The conversation with this customer. See Messages
Notes	Office notes
Statement	Balance owing, overdue, over 90 days, with "Statement PDF" and "Email statement"
Sites	Their sites, each with address and suburb
Recent bookings	The latest visits. Click one to open it on the schedule

"Message" at the foot of the sheet writes an email or text to the customer. It can draft the wording from a short instruction when AI is switched on (see AI).

A customer you delete leaves their sites and history in place, and can be recovered from Admin > Deleted items.

Sites

A site is one property. The Sites page filters by customer, service zone and status, and its sheet shows a "Hazard" or "Access notes" flag in the list when either is set.

Add a site

1. Choose "Add site" and pick the customer.
2. Fill in the name and address. Add the lot/plan and council reference if you have them.
3. Add the property coordinates. If the gate is somewhere else, add gate coordinates and driveway notes too. These put the site on the map and feed the Runs page.
4. Fill in access instructions and hazard notes. They're copied onto every booking and shown to the technician.
5. Save.

The sheet shows the map point, systems at the site, recent bookings, and files attached to the site. "Book job" starts a booking for this site, and "Open in maps" opens the address in your maps app.

Systems

A system is one tank or treatment unit at a site. The Systems page filters by type, due date (Overdue, Due in 30 days, Due later, No date set) and status.

System types are Septic tank, AWTS, Holding tank, Greywater, Grease trap and Other. The treatment level can be set to Primary, Secondary, Advanced secondary or Tertiary.

Add a system

1. Choose "Add system" and pick the site.
2. Choose the type and fill in brand, model and serial number.
3. Add the approval ref, permit number and council reference where they apply.
4. Set Next service, Service interval days and Pumpout interval days. The next service date drives the Overdue and Due filters and the service reminders. It also raises the draft visit, and it moves on by the interval each time a service is finished. See Recurring work.
5. Add the tank latitude and longitude. A system with no tank location is counted under System checks on Today.
6. Save.

The sheet also shows installed, last pumped and last serviced dates, and recent bookings at the site.

The QR code field holds the code on the physical tag. Technicians normally set it by scanning the tag in the field app, which binds the code to the system. See the field app guide.

History

Every record keeps its history:

• Recent bookings on each sheet link to the full booking and its status history.
• Reports are numbered and kept as issued, so an old report doesn't change when the site record does.
• Invoices keep the lines as they were sent.
• The Admin > Audit log records who changed what, and when.

Customer portal

Owners can get a private link to a portal page showing their sites and systems, upcoming work, recent reports, invoices with "Pay now", a statement, shared documents, and a form to request a service. The link has no password; it's a long random address, so only send it to the owner.

Portal links are on the customer sheet, under "Portal links":

1. Choose "New link". Give it a label, tick what the owner can open (the account summary is always on) and choose how long it works: 7 days, 30 days, 90 days or a year.
2. The link appears once. Choose "Copy link", or "Email it" or "Text it" to send it to the address or mobile on the customer. The link is shown only at this moment, because Rangefront keeps just a scrambled copy. If you lose it, make a new one.
3. The list shows each link's scope, status (active, expired or revoked), when it was last opened and who made it.
4. "Revoke" stops a link straight away. Do this if it went to the wrong person. A customer can hold up to 25 live links.

Making, sending and revoking links needs permission to edit customers.

Booking requests sent from the portal land in the same list as website requests, under Admin > Online booking > Recent requests. See Online bookings.

Next

• Jobs
• Invoicing and payments

Importing

Admin > Import brings customers, sites and systems in from a spreadsheet export, such as the export from the software you are leaving.

Import in this order: customers, then sites, then systems. A site needs its customer to exist, and a system needs its site. One file can be used for all three if it holds everything in one sheet.

1. Export from the other system as CSV. The first row must be the column headings.
2. Choose Customers, Sites or Systems, then choose the file.
3. Match the columns. Each field shows a list of the columns in your file, and common headings are matched for you. Check the "First value" beside each one. Fields marked Required need a column; leave the rest as "Not in the file" if you don't have them.
4. Choose "Check file". This saves nothing. It shows how many records are new, updated and unchanged, and lists each row with a problem.
5. Choose Import. Rows with problems are left out.

Records are matched on their number: customer number, site number and system number. Importing the same file again updates those records and does not double them, so you can fix the rows that had problems and import again. If the old system has no customer number, pick any column that is different for every customer, such as its property ID.

Dates written day first, such as 5/03/2024, are read as they are. A file can hold up to 5,000 rows; split a longer one.

Past imports are listed at the bottom of the page. "Undo" removes the records an import added and puts back the ones it changed.

After importing systems, check that each has a next service date and a map point, since reminders and runs use them.