Customers: contacts and companies.

Customers is the memory of your site: one record per person across every enquiry, booking and newsletter subscription. It is part of Kaleta – there is nothing to switch on. Open Workspace → Customers. The public site never reads it.

How a customer gets here

• A new enquiry, booking or confirmed newsletter subscription is linked to the customer with the same e-mail address. If there is none, Kaleta creates one – after the page has gone to the visitor, so nobody waits.
• Records from before Kaleta 3.28 are linked by a background job, a few hundred at a time.
• You can also add a customer by hand with New contact, or import a CSV file.
• Kaleta matches by the e-mail address only. It never merges two different addresses by itself – you do that (see below).

Every enquiry and booking shows a box with its customer. An older one that is not linked yet has Link to a contact. Ctrl K finds customers by name, e-mail or company.

The customer page

The page holds the name, e-mail, phone, company, language, a short summary and the responsible person. A new responsible person gets a notification. Below is the timeline, newest first:

• enquiries (form, topic, status) and the replies e-mailed from them;
• bookings and the newsletter subscription;
• the team's comments and tasks;
• calls, meetings, e-mails and notes the team writes down with Log it;
• the moves of the customer's deals (see Sales pipeline and deals).

Only administration users see the log. An entry can be deleted by its author or an administrator.

Companies

The Companies tab groups the contacts who work in one place, with a domain, a registration number and a VAT number. A new contact joins an existing company whose domain matches its e-mail domain. Kaleta never creates a company by itself – it only suggests one from the domain on the customer page. Free-mail addresses such as Gmail never get a company. A company page shows its contacts and the latest of everything that happened with them and their deals.

Merging two records

One person may write from a private and a work address. Open one record and choose Merge with…. You see both side by side and what moves: enquiries, bookings, the subscription, the log, comments, tasks and deals. The record you keep keeps its address and fills its empty fields from the other one. The other record is deleted, and a note keeps what was merged. Merging is for administrators and cannot be undone.

Import and export

Administrators find Export (CSV) and Import (CSV) on the Customers tabs.

• The export opens directly in Excel and includes the company and the responsible person.
• The import reads the columns e-mail, name, phone and company. It shows a preview first – new, updated and skipped rows – and saves nothing until you confirm.
• A row is matched by its e-mail address only, never by a name or a phone. The change log keeps only the counts, never the data.

Who can open Customers

Administrators, and users whose role includes Customers. When Kaleta 3.28 added the section, everyone who could open Enquiries got it. The responsible person never limits who sees a customer – Mine is just a filter. Deleting a customer or a company, merging and CSV import and export are for administrators.

Retention and privacy

• Anonymise customers inactive for – in the settings below the list of Enquiries (administrators) – sets after how many months without activity a customer is anonymised. The default is the period of the enquiries; 0 = keep. Activity means an enquiry, booking, reply, logged contact, comment, task or deal.
• An anonymised customer loses the name, e-mail, phone, company and notes; the record stays for statistics. A customer with an open deal is never anonymised.
• When an old enquiry expires, the customer keeps one line – “First contact on … through the form …” – without the message.
• Delete on the customer page removes the customer with its log, comments and tasks. Its enquiries, bookings and subscription stay, unlinked.
• Personal data request in Enquiries finds, exports or erases everything about one e-mail address – the customer record included.
• Customers are never part of a site export.

Claude and customers

Over the connection Claude uses list_contacts, get_contact, save_contact, log_activity and merge_contacts. Merging needs an administrator and your explicit confirmation. Customers are personal data, so Claude's changes to them never enter the undo journal – they cannot be undone.