You may need to modify or export customer data, merge customer accounts, or archive or delete a customer record due to customer requests or a need to manage your own data.

Before providing information due to a customer request, learn more about complying with privacy laws.

Modifying customer data

In Lightspeed Retail, you can easily modify your customer data to comply with customer privacy requests or to update customer contact information.

1. Navigate to Customers > Customers.

   

2. Optionally, search for a customer.
3. Click the name of the customer you want to modify.

   

4. From the Details section, modify your customer's personal data in the requested fields.
5. Click Save Changes.

   

If you have an eCom store connected to your Retail inventory, you'll also need to modify your customer's data in your eCom store. Similarly, if you've integrated your Retail account with one of our partners, you'll need to contact the partner directly to learn what data they have and complete your modification request.

Merging customer accounts

If you have duplicate records in your list of customers, you can merge the details into one record. When you merge customer records, the following rules apply:

• The details of the record you choose as the primary record are kept, and the secondary customer record is archived.
• If the primary record has an empty field and information exists in the secondary record, the information from the secondary record is copied to the primary record.
• If there's conflicting information (for example if both records have different mobile phone numbers), the information in the primary record is kept.

Merging cannot be undone; however, the secondary customer record is archived and can be recovered. See the Archiving a customer section below.

1. Navigate to Customers > Customers.
2. Search for the customer.
3. Click on the name of the customer you want to keep as the primary record.
4. Click Merge.

   

5. Click the checkbox for the secondary customer record you want to merge into the primary record.

   

6. Click Merge.

   

7. Click OK to merge the customer details of the secondary customer record into the primary record.

Exporting customer data

In Lightspeed Retail, you can export your customer data to make bulk updates, comply with customer privacy requests, and create an offline backup.

1. Navigate to Customers > Customers.
2. Optionally, search for a customer.
3. Click Export.

   

A .CSV file of your customer data will download to your computer.

If emailing a specific customer, we recommend double-checking that you've removed all personal data that doesn't pertain to them before emailing your .CSV file.

If you have a Lightspeed eCom store connected to your Retail inventory, you'll also need to export your customer's data from your eCom store. Similarly, if you've integrated your Retail account with one of our partners, you'll need to contact the partner directly to learn what data they have and complete your request.

Archiving a customer

Archive a customer to hide them from your customer list while retaining their sales records and information in the system. Archived customers cannot be added to sales. Archiving is a reversible process; see the Un-archiving a customer section below.

1. Navigate to Customers > Customers.
2. Optionally, search for a customer.
3. Click the name of the customer you want to archive.
4. Click Archive.

   

5. Click OK.

Finding an archived customer

You may want to find an archived customer to look up their information or un-archive them.

1. Navigate to Customers > Customers.
2. Click Advanced.

   

3. Click the checkbox marked Archived.

   

4. Type in any other search parameters.
5. Click Search.

Archived customers will now be visible in your customer list, highlighted in gray.

Un-archiving a customer

Un-archive a customer to add them back into your customer list, enabling them to be added to sales.

1. Locate the customer using the steps outlined above under Finding an archived customer.
2. Click the customer's name.
3. Click Un-Archive.

   

4. Click OK.

The customer's account will now be visible again in your customer list.

Deleting customer data

You can delete customer data to comply with customer privacy requests. As this is an irreversible action, you'll need the following employee permissions to enable this feature:

• Customers - Basic
• Customers - Customer Deletion

Before deleting a customer's data, we recommend that you:

• Confirm the identity of your customer before completing their privacy requests.
• Identify any potential reason why you might need to keep some of the personal data that your customer is requesting to delete (e.g. for tax, regulatory or payment processing/chargeback reasons).

To delete a customer's data:

1. Archive the customer.
2. Click Delete Customer.

   

3. A warning will appear noting that deleting a customer profile will remove all links where the customer is attached, remove their profile page, and keep all activity linked to the customer with an anonymized identifier. Deleting a customer cannot be undone. Once you've read and understood the warning, check the checkbox.

   

4. Click Delete this customer.
5. Click Return to customer list.

   

The customer account is officially deleted from your customer list and anonymized in your entire Retail account.

If you have a Lightspeed eCom store connected to your Retail inventory, you'll also need to delete your customer's data from your eCom store. Similarly, if you've integrated your Retail account with one of our partners, you'll need to contact the partner directly to learn what data they have and complete the deletion.

What's next?