Find a Customer

Learn how to quickly search for existing customers when they call or before scheduling work.

When You'd Need This

• Customer calls and you need to pull up their info
• Scheduling a return visit for existing customer
• Looking up service history before giving estimate
• Finding customer's phone number to call them back
• Checking if someone is already in your system

Quick Search from Anywhere

Global Search Bar (Fastest Method)

Location: Top of every page (navigation bar)

Step 1: Click Search

1. Look for the search icon (🔍) or press / on keyboard
2. Search bar opens

Step 2: Start Typing

• Type any of these:
  • Customer name (first or last)
  • Phone number (any format)
  • Address (street name or number)
  • Email address

Step 3: Select from Results

• Results appear as you type (live search)
• Shows up to 5 matching customers
• Click any result to open their profile

Real Examples:

Type: "Johnson" → Shows all Johnsons
Type: "555-1234" → Finds customer with that phone
Type: "Main St" → Shows customers on Main Street
Type: "sarah@" → Finds customer with that email

Search from Customers Page

Standard Search

Step 1: Navigate to Customers

1. Click Customers in the navigation menu
2. Customer list loads (shows all customers)

Step 2: Use Search Box

1. Look for search box at top of list
2. Start typing name, phone, or address
3. List filters in real-time (instant results)

Step 3: Click Customer

1. Find the customer in filtered results
2. Click their name
3. Profile page opens with full details

Advanced Filters

When to Use:

• Looking for customers in a specific area
• Finding all commercial customers
• Seeing customers you haven't contacted recently
• Filtering by communication preference

How to Filter:

Step 1: Click Filter Button

1. On Customers page, click Filter (top-right)
2. Filter panel slides out

Step 2: Choose Filters

By Customer Type:

• ☑️ Residential
• ☑️ Commercial
• ☑️ Property Management
• ☑️ Builder/Contractor

By Location:

• City dropdown (shows all cities you service)
• ZIP code range
• Distance from your office (5mi, 10mi, 25mi)

By Activity:

• Last service date (within 30 days, 90 days, 1 year)
• Upcoming jobs scheduled
• Outstanding invoices
• Never serviced (leads only)

By Communication:

• Prefers email
• Prefers phone
• Prefers text
• No preference set

Step 3: Apply Filters

1. Select one or more filters
2. Click Apply
3. Customer list updates to show only matching customers

Step 4: Save Filter (Optional)

1. Click Save Filter
2. Name it (e.g., "Commercial - Springfield")
3. Access later from Saved Filters dropdown

Finding Customers on Mobile

Mobile App Search

Step 1: Tap Search

1. Open Crewdex mobile app
2. Tap Customers in bottom navigation
3. Tap search icon (🔍) at top

Step 2: Type or Speak

• Type: Use keyboard to enter name/phone
• Voice: Tap microphone icon, say customer name

Step 3: View Results

• Results appear below search bar
• Tap customer to open profile
• Call/Text buttons visible (one-tap to contact)

Quick Access from Recent

Step 1: Open Customers

1. Tap Customers in bottom navigation

Step 2: Recent Customers Appear First

• Top of list shows last 10 customers you viewed
• Labeled "Recent"
• Tap any to open

Searching by Caller ID

Automatic Lookup

When enabled (Settings → Phone Integration):

Incoming Call:

1. Customer calls your business line
2. System looks up phone number automatically
3. Customer profile pops up on your screen
4. Shows: Name, address, last service date, notes

Why this rocks:

• Instantly know who's calling
• See their service history before answering
• Professional greeting: "Hi Sarah, how can we help you today?"

Manual Caller ID Lookup

If automatic lookup isn't enabled:

Step 1: See Incoming Number

1. Customer calls
2. Note their phone number from caller ID

Step 2: Quick Search

1. While on call, open Crewdex
2. Type phone number in global search
3. Customer profile opens

Step 3: View History

• See when you last serviced them
• Review past jobs and notes
• Check outstanding invoices

Map-Based Search

Find Customers Near a Location

When to Use:

• Planning routes for the day
• Finding customers near a job site
• Grouping service calls by area

How to Use:

Step 1: Open Map View

1. Navigate to Customers → Map
2. Map loads with customer pins

Step 2: Search or Pan

• Search: Type address in map search box
• Pan: Drag map to desired area
• Zoom: Pinch or use +/- buttons

Step 3: View Customer Pins

• Each pin = one customer location
• Color-coded:
  • 🔵 Blue: Active customers (recent service)
  • 🟢 Green: Has upcoming appointment
  • ⚫ Grey: Inactive (no recent service)

Step 4: Click Pin

1. Tap any customer pin
2. Info card pops up
3. Shows: Name, address, last service
4. Tap View Profile to open full details

Finding Duplicate Customers

Why Duplicates Happen

• Same customer added twice (different spelling)
• Typo in phone number or email
• Multiple team members adding same customer

How to Find Duplicates

Step 1: Navigate to Customers

1. Click Customers
2. Click Tools dropdown (top-right)

Step 2: Find Duplicates

1. Select Find Duplicates
2. System scans for:
   • Similar names (fuzzy matching)
   • Same phone numbers
   • Same email addresses
   • Same addresses

Step 3: Review Matches

• Shows potential duplicates side-by-side
• You decide if they're the same person

Step 4: Merge or Dismiss

• Merge: Combines both profiles (keeps all job history)
• Not a Duplicate: Dismisses the match

Search Tips & Tricks

1. Use Partial Searches

You don't need to know the full name:

• "John" finds Johnson, Johnny, John Smith
• "555" finds all numbers starting with 555
• "Oak" finds customers on Oak St, Oak Ave, Oak Lane

2. Use Quotes for Exact Match

Without quotes: "Bob" matches Bob, Bobby, Bob's Restaurant
With quotes: "Bob" matches only exactly "Bob"

Example: "Sarah Johnson" won't match "Sarah Johns"

3. Search by Business Name

For commercial customers:

• Type business name: "Bob's Restaurant"
• Or contact name: "Bob Smith"
• Both work!

4. Recent Searches Saved

Desktop:

• Click search bar
• Recent searches appear below
• Click any to search again

Mobile:

• Tap search
• "Recent" section shows last 5 searches
• Tap to repeat search

5. Keyboard Shortcuts (Desktop)

A: Try searching by different criteria:

• Phone number instead of name
• Address instead of phone
• Check for typos (common: "Jon" vs "John")
• Use Customers → Filter → "Last Service" to narrow down

Q: Can technicians search all customers or just their assigned ones?
A: Technicians can search all customers but only see basic info. Full service history requires Owner/Admin role.

Q: Why does search show multiple people with the same name?
A: Common names create duplicates. Look at:

• Address (different location = different person)
• Phone number (verify which one you need)
• Last service date (helps narrow it down)

Q: Can I search by job date?
A: Not directly in customer search. Instead:

• Navigate to Jobs → Search by date
• Click job → Opens customer profile

Q: What if customer changed their name (married, business renamed)?
A: Update their profile with new name. Old name won't be searchable unless you add it to Notes field.

Troubleshooting

Issue: "No results found" but customer definitely exists
Solution:

• Check spelling (is it "Sara" or "Sarah"?)
• Try phone number instead
• Remove filters (click "Clear Filters")
• Check if customer was archived (Settings → Show Archived)

Issue: "Search is slow (takes 5+ seconds)"
Solution:

• Check your internet connection
• If you have 1000+ customers, use filters to narrow results first
• Clear browser cache (rare)

Issue: "Wrong customer profile opens when I click"
Solution:

• You clicked the wrong result (multiple similar names)
• Look carefully at address/phone to distinguish
• Use filters to reduce similar matches

Issue: "Mobile search not working"
Solution:

• Refresh the app (pull down to refresh)
• Check internet connection
• Update app to latest version (App Store / Play Store)

Best Practices

1. Always Verify Before Scheduling

• Open customer profile before booking job
• Confirm address hasn't changed
• Review past service notes

2. Use Phone Search for Callbacks

• Fastest way to find them
• One field to search, one result

3. Keep Search History Clean

• Recent searches saved for 30 days
• Clear if you share a computer

4. Tag VIP Customers

• Add "VIP" to notes or customer type
• Easy to filter and prioritize

5. Train Team on Search

• Show new employees the search shortcuts
• Reduces "can't find customer" support tickets

Related Tasks

• Add Customer - Create new customer if not found
• Update Details - Edit customer information
• Book Appointment - Schedule work after finding customer
• Communication Preferences - Set contact methods

Need More Help?

• Video: Watch: Finding Customers Fast
• Quick Start: Getting Started Guide
• Contact Support: [email protected]