Tracking customer information in Storeganise

Storeganise gives you several ways to store and manage information about a customer. Each tool serves a different purpose, and using the right one makes it easier for your team to find what they need and act on it quickly.This article explains when to use each option: notes, history comments, tasks, custom fields, and labels.

Situation	Use
Important ongoing information about a customer	Notes
Recording what happened in a call or interaction	History comments
Something that needs to be done and tracked	Tasks
Structured data you need to collect from all customers	Custom fields
Categorising customers for filtering or segmentation	Labels

Notes

Notes are a free-text field that appears at the top of a customer profile or unit rental page. Because they're always visible without scrolling or clicking into another tab, notes are best for information your team should see every time they open that profile.Good uses for notes:

Payment arrangements ("Customer pays by bank transfer")
Operational considerations ("Access required via side gate only")
Preferences ("Prefers contact by phone, not email")

Notes support Markdown, so you can use bold text, bullet points, and links to structure longer entries.Avoid storing confidential information such as ID numbers or financial details in notes. For one-off events or interactions, use history comments instead.See Using notes in Storeganise for full details.

History comments

The History section on a customer profile is a timestamped audit log of everything that has happened on the account. System events (move-ins, invoice payments, email sends) are logged automatically, and you can add your own manual comments to record interactions.History comments are best for time-specific records:

"Called customer on 15 January, left voicemail regarding overdue invoice"
"Customer confirmed move-out for end of month"
"Sent follow-up email regarding gate code reset"

Unlike notes, history comments aren't editable after saving, which makes the History section reliable as a communication audit trail. The history section shows the latest 50 activities, with the most recent at the top.See User details for more on the user history section.

Tasks

Tasks are action items assigned to a staff member with an optional due date. Use tasks when something needs to be done and you want it tracked, assigned, and visible in a task list.Tasks can be attached to a customer profile, a unit, a unit rental, or an invoice. Overdue tasks are highlighted, and each admin has a personal "My tasks" view. When a task is assigned or reassigned, the assignee receives an email notification.Good uses for tasks:

"Follow up with customer about unpaid invoice by Friday"
"Inspect unit 14 after move-out on Monday"
"Send insurance reminder to new tenant"

You can create task templates for your most common actions so your team doesn't have to fill in the same details from scratch each time.See Tasks and reminders for full details.

Custom fields

Custom fields let you capture structured data about a customer that isn't covered by the default profile fields. You define the fields yourself in settings, and they appear on the customer profile where staff (and optionally customers) can view or update them.Customer-level custom fields are useful for:

Date of birth or ID number (where legally required)
ID document upload
Any data point your business needs to track consistently across customers

Custom fields support several types: text, dropdown, date, file upload, number, and integer. You can control whether each field is visible to customers in the portal, and whether it's required during signup.Note: Custom fields may contain personally identifiable information. Only collect what you actually need to operate.See Custom fields settings for setup instructions.

Labels

Labels are colour-coded tags you apply to customers (and other records like invoices, units, and sites) to categorise and filter them. They're defined in your label settings and applied from the top-right of any profile page.Labels are useful for segmenting your customer list:

"VIP", "Corporate", "Long-term"
"Dispute", "Payment issue"

Once applied, you can filter your Users list by one or more labels to quickly surface a specific group.Note: Each section of the system has its own label list. If you want the same label available for both users and units, you need to create it separately in each section.See Set up your labels for setup instructions and filtering guidance.

Jump to

User details

Set up your labels: Settings for data filtering

Tasks & reminders

Using notes in Storeganise