Create and manage customer data (CRM)

In the menu item CRM, Customer Relationship Management, you can manage all your contact data. You can enter data regarding your driver’s (or bill recipient’s) information of all your (sub-)companies and categorize them as a person or company. Invoices and credit notes can only be sent to customers/partners who are entered in the CRM system.

To do this, please go to CRM/Contact information/All contacts:

In this tutorial we create the company "has.to.be gmbh" and declare it as customer. The invoice will be sent to the given e-mail address. When selecting "Is a company?" you can choose between "Yes" and "No" and thus create the contact as a person or a company.

The "Legal company ID" field does not have to be filled in, but any combination of numbers and letters can be entered here. This field has no other effects on other areas.

When creating a company this information is also used for accounting purposes. For this reason, they should be completed in full (value added tax identification number, ...). The VAT is particularly important for cross-border settlements, as the tax base can vary.

You can create your customers or vehicles as "persons" in CRM and assign them to a company, here e.g. "Unternehmen A". You can choose from the companies that you have created under User management/Companies/Registered Companies list to map your company structure. 

It is important to select the company that manages the customer contact in the backend. This "managing company" has all the rights of the contact. This is particularly relevant if you manage several sub-companies in your be.ENERGISED instance and the administrators of these sub-companies should only have access to their own contact data.

In order to prevent administrators from viewing the contacts of other subcontractors, the correct assignment of a "managing company" is of great importance.

Automated company-specific settlements or credit notes can be made via the administration configuration. Please note that the company information "Responsible user" is not related to higher-level CRM contact data records.

 

Automatically created CRM contacts

CRM contacts are created automatically when you add a new entity to your company structure.

 

You can find more information about this here.

 

To make more detailed settings and changes to an existing contact, please search for the corresponding contact using the search function and go to Details/Datasheet.

You can find a variety of tabs in this menu which will be explained in more detail below:

1. Information
2. Employees
3. Privacy
4. Additional data
5. Relations
6. Finance
7. History
8. Tasks
9. Authentication media
10. Charge logs
11. Accounting
12. Sales process matrix
13. Individual pricing
14. Customer portal
15. Documents

 

Information

In this menu you can see your total number of charging sessions performed by this customer.

Under the tab Authentication media (Details) you can find the media assigned to the customer to start the charging process.

By clicking on Details under Invoices you will be redirected to the Accounting tab. Here you can see all invoices or credits of the past.

Below the statistics you can see a map, where this customer has charged and what kind of load they have been (roaming, own network).

 

Employees

If your contact is a company, all employees assigned to that company are displayed here. Of course, you can also add new employees here and assign them to the company. Simply click on Add and fill in the fields accordingly.

In order to display employees of your company here, please make sure that you select the corresponding company under "Employees of" when creating a new contact. To avoid long waiting times when loading the contact lists, only 25 entries are displayed in the dropdown menu. Therefore, please type in the company name in the text field.

 

Privacy

Data protection is becoming increasingly important. The General EU Data Protection Regulation (GDPR) aims to protect the personal data of all EU citizens and to reorganise how organisations in the region deal with data protection. More information, regarding this topic, can be found here.

This menu gives you an overview of the privacy relevant information collected from customers.

In various menu items such as Consents, Right to access, Right to be forgotten, Data subject requests and Data portability, you can, e.g., save consent or download the saved data on a person or a company as a PDF file under Right to access/Download data access report as PDF.

 

Consents
Since the implementation of the GDPR, customers must confirm that they agree to the data protection guidelines. Consents can be inserted in this mask.

 

Right to access
Here you can download the data access report as a PDF file.

 

Right to be forgotten
Authorized users (e.g. with administrator rights) can delete customer data in the backend. However, if any document, regarding a certain user, has already been generated, the legal storage obligation comes into force. It is then only possible to delete a user after the legal retention period has expired. In this menu documents that are decisive for calculating the end date of the period can be viewed.

 

Data subject requests
Here it is recorded who has requested a data processing report in the menu item Right to Information.

 

Data portability

Currently the user frontend of be.ENERGISED does not yet support a complete data export.

 

Additional data

You are very free in the design of the fields and can save any additional information. Please go to Add record and click on Manage fields.

In the example, the additional field "Cost center" with the type "Text field" will be created.

Give the additional field an informative name and description and select the type of field under Type. Go back to the CRM contact via CRM/all contacts.

If you want to add the field cost center to a contact, click on Add record/cost center.

You have the possibility to enter any alphanumeric value into the text field and then click on Add.

 

Each additional information can only be added once for each contact.

 

If you want to create an additional field with predefined values, you can do this as follows:

Select the type "Select box (Use "|" for separation)" and enter the values with a vertical bar as separator as shown below.

 

Open the datasheet of the respective contact again via the CRM and go to the tab Additional data. Click on Add record you can select Cost Center 2.

In the dropdown menu you will see the previously created options.

You can select a single value and assign the additional information cost center 2 to one contact only once.

 

Relations

To record a relationship, e.g., between employee and department manager in the CRM, please go to the tab Relations.

On the left side you will find the menu item Settings/Relation types. Click on Add new contact relations type please.

 

Open the respective contact and go to the tab Relations in the datasheet and click on Add new contact relation.

In the example above, Max Mustermann is an employee and at the same time department manager in the company ChargePoint.

In the contact Max Mustermann you see his "relationship status" department manager. (You may have to reload the page)

Max Mustermann is listed as an employee in the contact of the company ChargePoint.

 

Finance

With one click on Add bank account you can enter and save all the required information. If you want to use, e.g., the SEPA export function in be.ENERGISED this information is required.

 

History

You have the possibility to note various events such as errors, notes, telephone calls etc. so you can view them again later. For example, if you want to add a note, it will look like as shown below.

 

 

Tasks

With the tasks-function you have the possibility to assign tasks for yourself or for other employees. Therefore, click on Add new task and fill in the fields provided.

Please note that individual tasks can only be assigned to USER and no CRM-contacts. If you assign a task to a user, he will be notified by e-mail. Please make sure that the contact details, such as the e-mail-address are entered correctly (user administration/user list/details/edit).

 

 

Authentication media

Authentication media assigned to the customer are displayed here.

You can also add new identification media in this menu or go to Infrastructure/Access Control/Authentication media. More details can be found in the article Management and allocation of RFID identification media.

 

 

Charge logs

In this menu, active and completed charging processes are displayed. By clicking on the datasheet framed in red, you can access the charging process and view all the details about it.

With a click on Export all loading processes are immediately (without confirmation) exported in a csv file.

The Select period function can be used to limit the selection. The date selection only affects the display in the be.ENERGISED backend; all charging processes are always displayed in the export. 

 

Accounting

In the Accounting area there are many subordinated menu items, which are of interest for the accountancy.

 

 

Sales process matrix

Here you can see the transactions that have been made with this CRM contact.

 

Individual pricing

In addition to our highly flexible tariff model, you also have the option of modulating your individual pricing. You can enter a discount or surcharge (only on charging processes) of a desired percentage amount for individual contacts here. Please note that this function can only be used for invoicing and not for credit notes/self-bills!

If a positive value is entered, it is a discount. If a negative value is entered, then it is a surcharge. If an individual pricing takes place for a company contact, this applies to every employee assigned to this company.

Please note that discounts/surcharges for a customer are only granted with an invoice run to the customer. Accordingly, charging processes with non-discounted/non-surcharged costs and possible mobile applications will be displayed in the backend. The discount/surcharge will only be shown on the invoice generated at the end of the month.

 

Customer portal

This function is exclusively for backend users who have their own application or portal. If there are problems logging in or creating a new portal user, you can manually create an access here.

Add user for portal access

 

Documents

You can upload additional documents, such as contracts, additional agreements, bank details etc., and assign them to the contact.