Managing contacts

Contacts holds every person and company that buys from your store: accounts created through the storefront, guests who checked out without registering, and contacts you add yourself. It appears as Contacts in the sidebar for every business — unlike most groups, it does not depend on a module being enabled — with two pages: Contacts (the list) and Groups.

Contacts are created automatically when someone orders through your storefront. You can also add them by hand or import them in bulk from a CSV file.

Person and company contacts#

Every contact has a kind: Person or Company. A person contact is what you had before — a name, email, phone. A company contact adds business fields: company name, registration number (for example a Dutch KvK number), and VAT id. Set the kind with the Person/Company switch when creating or editing a contact.

Company contacts do not need an email address — some businesses invoice a company without ever emailing an individual there. Person contacts created through your storefront always have one (the storefront's own registration requires it); a company contact added from the dashboard or CSV import can be created without one.

Every contact can also carry an external id — a free-text identifier you assign, for example an ERP or accounting system reference, useful for matching contacts across systems during CSV import and export.

The contact list#

Open Contacts in the sidebar. The list shows all contacts with these columns:

Use the search field above the table to find contacts by name, email, company name, or external id; the table paginates with Previous / Next and a total count. Click any row to open that contact's detail page.

If you have no contacts yet, the list shows "No contacts yet" with New contact and Import CSV buttons to get started.

Export all contacts as CSV#

Click Export CSV at the top of the list. The file customers.csv downloads immediately with all your contacts, including the company fields; there is no options dialog.

This is different from the per-contact Export data button on the detail page, which produces a GDPR data export for one contact (see Privacy and GDPR below).

Import contacts from CSV#

1. Click Import CSV at the top of the list.
2. In the Import contacts dialog, choose a .csv file. The Import button stays disabled until a file is selected.
3. Click Import. The button shows Importing... while the file uploads.

The CSV must follow these rules:

email is optional in the file precisely because a company contact may not have one; when a row omits kind it defaults to person. After the import runs, the dialog reports how many contacts were imported (for example "Imported 12 contacts.") and, if some rows failed, how many, with a scrollable per-row error list ("Row 3: ..."). The Cancel button is relabeled Close once a result is shown, and the contact list refreshes automatically after a successful import.

Delete contacts in bulk#

Select contacts with the checkboxes in the list, then run the Delete bulk action. A confirmation dialog appears before anything is deleted. Deleting removes the contact records; if you need to erase a contact's personal data for a GDPR request instead, use Anonymize contact on the detail page.

Create a contact#

1. Click New contact on the contact list.

2. Choose the kind with the Person / Company switch, then fill in the profile:

   Field	Shown for	Description
   Name	Person and Company	Required. For a company contact, this is the person you deal with (a contact person), not the company itself.
   Company name	Company only	Required for a company contact.
   Registration number	Company only	Optional, for example a KvK number.
   VAT id	Company only	Optional. Spaces are stripped and the value is uppercased before it is validated as 4 to 20 letters and digits — a country prefix is not required, so non-EU formats such as a Turkish VKN are accepted (for example NL123456789B01 or 1234567890).
   External id	Person and Company	Optional. Your own reference for this contact, for example an ERP id. Must be unique.
   Email	Person and Company	Required for a person contact; optional for a company contact.
   Phone	Person and Company	Optional.
   Internal notes	Person and Company	Optional. Notes only your team can see.

3. Click Create contact. You are taken to the new contact's detail page.

Contacts created this way have no password; the page notes they are "Created without a password; the contact can set one later through the storefront." Validation problems (for example an email that is already in use) appear under the field they concern.

Contact detail#

Click a contact in the list to open their detail page. The header shows the contact's display name (company name when there is one), their email as a clickable mail link when present, and their phone number (when present) as a clickable call link. In the Account card, above the Type and Group selects, a neutral Guest badge appears when the contact is a guest, and a B2B status badge is always shown (see B2B approval).

The page is organized into cards: Account, Profile, Internal notes, Addresses, Orders, and Privacy & data.

Account type and group#

The Account card has two selects:

• Type: B2C or B2B.
• Group: No group or one of your contact groups.

Both save immediately when you change them; there is no save button on this card. If the server rejects the change, the select reverts to the last saved value.

Approve or reject a B2B account#

Every contact shows a B2B status badge:

When a contact's type is B2B and their status is Pending approval, the Account card shows two buttons:

• Approve: confirms with "Approve this B2B account?" and marks the contact as an approved B2B contact.
• Reject (destructive): confirms with "Reject this B2B account?" and marks the contact as a rejected B2B applicant.

These buttons only exist while the status is pending. Once you approve or reject, there is no button to reverse the decision, so decide carefully.

Edit the profile#

The Profile card lets you edit the same fields as on creation: Name, the Person / Company switch and its company fields (Company name, Registration number, VAT id), External id, Email, and Phone. Name is always required; Company name is required only when the kind is Company. Email is optional for every contact you create here — only a contact registering through the storefront must have one. Unlike the Account card, these fields are not saved automatically: click Save changes. The button shows Saving... while the update runs and a "Saved." confirmation for a moment afterwards. Validation errors appear under the field they concern.

Internal notes#

The Internal notes card holds free-form text with the placeholder "Notes visible to your team only". Click Save notes to store them. These notes are never shown to the contact, but they are included in the contact's GDPR data export, so keep them professional.

Addresses#

The Addresses card lists the contact's saved addresses, read-only: each shows a badge with the address type (shipping, billing, or work), a default badge on the default address, an optional label, and the name, street, postal code, city, and country. Contacts manage their own addresses through the storefront; you cannot edit them here. When there are none, the card shows "No saved addresses."

The work address type covers a business site distinct from where invoices go (billing) or goods ship to (shipping) — for example a company contact's office or project location.

Order history#

The Orders card lists the contact's most recent orders, up to 50, with columns:

Click a row to open the order in the Commerce module. If the Commerce module is not enabled for your store, the card shows "Commerce is not enabled." instead; with no orders it shows "No orders yet."

Privacy and GDPR#

The Privacy & data card on the contact detail page covers data-protection requests.

Export a contact's data#

Click Export data to download everything stored about the contact, including the company fields, as a JSON file (customer-{id}.json). The button shows Exporting... while the file is prepared. Use this to answer a data-access request.

Anonymize a contact#

Click the destructive Anonymize contact button to fulfill a right-to-erasure request. The confirmation dialog "Anonymize this contact?" warns you what happens:

• Name, email, phone, internal notes, company name, registration number, VAT id, and external id are scrubbed.
• Saved addresses are permanently deleted.
• Active storefront logins are revoked.
• The record is removed from your contact list.

This cannot be undone. Confirm with Anonymize permanently; you are then returned to the contact list.

Contact groups#

Groups let you apply shared pricing, discounts, and checkout rules to a set of contacts, person or company alike. Open Groups in the Contacts sidebar. The list shows each group's Name (sortable), Slug, and Status badge (Active / Inactive), with a search field above it. There is no group detail page: everything happens in a dialog on this page.

To assign a contact to a group, use the Group select on that contact's detail page.

Create or edit a group#

1. Click New group (or Edit on an existing row).

2. Fill in the dialog:

   Field	Description
   Name	Required; the save button stays disabled while it is blank.
   Slug	Auto-generated from the name until you edit it manually. Leave it blank to let the server derive one.
   Description	Optional.
   Price adjustment	A percentage from -100 to 999.99. Negative = discount, positive = surcharge. Applied to all catalog prices for members.
   Cart identity mode override	Inherit from cart settings, Guest checkout allowed, Login required, or Guest only. Overrides your store-wide cart identity setting for members of this group.
   Always require a quote	Only shown when the Sales module is enabled, because the quote flow belongs to Sales. When on, members of this group always go through the quote flow, regardless of cart thresholds. It only takes effect while quote requests are switched on under Sales → Settings → Quotes.

3. Click Save changes.

The Status column shows whether a group is Active or Inactive, but there is no control on this page to change it.

Delete a group#

Click the destructive Delete button on the group's row and confirm in the "Delete this group?" dialog. A group that still has members cannot be deleted: the dashboard shows an error like "Contact group has 2 member(s). Reassign them first." Move those contacts to another group (or No group) on their detail pages first.