How to add, edit and remove Customers

How to add, edit and remove Customers

Playtomic Manager is designed to make running your sports club easier by helping you manage the Customers' section more efficiently.

What you can do in the Customers Section

In this section, your club can do several important tasks:

1. Adding New Customers
   Once registered, customers can be added to existing or new reservations.
2. Searching for a Customer 
   Use the search bar in your customer list. For best results, search by email or phone number.
3. Importing Users
   Easily import users from your existing database using a CSV file.

How to add a customer

To add a customer in Playtomic Manager, follow these steps:

1. Click on Customers in the left-hand menu.
2. Click the "New Customer" button.
3. Fill in the information fields, then click "Save."

Information fields include:

• Full Name
• Email
• Phone
• Gender
• Country
• Private Notes

⚠️ Note: The details you enter here belong to your club's own customer record. If this person later turns out to have a Playtomic account, your entry won't need to match theirs — the two are managed independently.

How to edit a customer

To edit a customer’s information:

1. Click on Customers in the left-hand menu.
2. Click on their name in the list
3. A new window will open where you can update the customer's details. These fields are always editable by your club, whether or not the customer has a Playtomic account.

If the customer does have an active Playtomic account and has agreed to share their details with your club (usually by accepting your T&Cs through an online payment), you'll also see their own Playtomic profile — name, photo, sport level, and contact info — displayed alongside your entry. That part is managed by the player and isn't editable from Playtomic Manager.

Club customers vs. Playtomic customers

In the Customers list and profile view, you'll notice two types of entries:

• Club-only customers: added manually by your club, with a basic profile. These have no linked Playtomic account.
• Playtomic customers: have an active Playtomic account, shown with their avatar, username, sport level, and (once shared with your club) their Playtomic contact details.

Both types are fully manageable from Playtomic Manager — the distinction just tells you whether the player also has an app account.

In the User Panel, you can also access:

• Reservation History
• Club Wallet balance and transactions
• Benefits assigned by the club or sold as a membership
• Family members (You can add family members and establish a direct association with the primary customer profile. This empowers the main customer to manage all communications and payments on behalf of their linked family members.)
• Agreements: view the list of documents (terms and waivers) the user has signed.
• Private Notes: a free-text field visible only to your club — never to the player. Use it to jot down things like customer preferences, t-shirt size, or reminders for your staff.

How to delete a customer

To delete a customer:

1. Click on Customers in the left-hand menu.
2. Click on their name in the list
3. Select the grey basket icon in the top-right corner of the screen.

🚨Important: Deleting a customer from Playtomic Manager only removes them from your club database. It does not delete the player’s Playtomic profile. Only the player can delete their Playtomic profile in the Playtomic app, or by contacting Customer Care.

Restore a deleted customer 

If you deleted a customer by mistake, you can restore the customer by creating them again:

1. Go to Customers > New Customer.
2. Recreate the profile using the customer’s email address.

If you don’t have the email, contact Customer Care for help.

Once the profile is recreated, the customer’s booking history and any wallet credit will be restored.

💬 Need Help?

If you have any questions or need further assistance, don't worry! 😊 You can always contact our Customer Care team. We're here to help!