Customers

This training will provide you with the basics of customer transactions within the CustomSpace system.

Topics covered will include:

At the end of this learning module you should feel confident in your ability to conduct basic customer transactions while managing your facility.

Generate a Quote

Step By Step Walk-through

  • Scroll over "Customers"
  • Click "New Quote"
  • Unit Type: Using the drop down box select the unit you want to generate a quote for
  • Billing Date: The first day of the month following move-in date
    • If a tenant moves in on March 17th the billing date should be set for April 1st
  • Plan: Select the default option or Custom
    • Default option: This option is the standard rate that was set up in the system when the unit was created
    • Custom: Insert the total monthly rate in the box "Monthly Price before Discount"
  • Discount: LEAVE BLANK
  • Billing Cycle: DO NOT CHANGE
  • Charge Deposit: Check
  • Deposit: Equal to one months rent
  • Mark Deposit as Previously Paid: LEAVE BLANK
  • Charge Setup Fee: LEAVE BLANK
  • Add Fee: LEAVE BLANK
  • Add Product: LEAVE BLANK
  • Pro-Rating Options: Select "Prorate this month and bill full billing cycle starting next month"
  • Move In Date: First planned day of occupancy
  • Charge Tax: LEAVE BLANK
  • Click "Generate Quote"
  • Choose One:
    • Print- Print hard copy of quote for customer
    • Email- Email quote to customer
    • Create- Allows you to create a new customer in the system
      • Rarely used

Screen Shot

Matching

Using the boxes on the left please match the correct user input from the choices on the right.
  • Billing Date
    The first day of the month following move in.
  • Custom Plan
    Total monthly rental rate
  • Pro-Rating Options
    "Prorate this month and bill full billing cycle starting next month"
  • Email
    Send Quote to customer
  • Print
    Provides a hard copy of quote for customer
  • Create
    Create a new customer in the system (rarely used)
  • Discount
    LEAVE BLANK
  • Deposit
    Equal to one full months rent

Creating a New Customer

Step By Step Walk-through

  • Scroll over "Customers"
  • Click "New Customer"
  • Name: Business Name -or- First and Last (Private Lease)
    • ALL CAPITAL LETTERS
  • Address, City, State, Zip: Business Address -or- Personal
  • Phone: Landline Only
  • Cell Phone: Cell Only
  • Drivers License Number: Must be completed for Private Parties
  • Social Security Number: LEAVE BLANK
  • Employer Name: Private Party Only
  • Employer Phone: Private Party Only
  • Emergency Contact: First and Last Name
  • Emergency Phone: Cell phone preferred
  • Alternate Contact: Responsible party for business -or- second address for private party
  • Federal EIN: Business use only
  • How did you hear about CustomSpace: REQUIRED
  • Security Question/ Security Answer: LEAVE BLANK
  • Username:
    • Business Accounts- Business name without spaces (ie: johnsmithdesigns)
    • Private Party- First initial and Last name without spaces (ie: jfranks)
      • If username is in use please find appropriate alternative following these general guidelines
    • DO NOT USE EMAIL ADDRESS
  • Email: Valid email is required for all customers.
  • Password: welcome1
    • Always use as the default so all managers can assist if needed
    • Customer can change upon first login to system
  • Disable Customer Login: LEAVE BLANK
  • Click "Save Customer"

Screen Shot

Default Password

The default password for all accounts should be .

User Name- Business Lease

A business, LR Shipping, is in need of a user name. The assigned username should be

Reserving a Unit

Step By Step Walk-through

  • Select the customer you will be reserving a unit for
    • You must have created the customer in the system prior to reserving a unit.
  • Click "Reserve Unit"
  • Unit Type: Using the drop down box select the type of unit you'd like to reserve.
  • Unit: If the unit number is known use the drop down box an select the appropriate unit number.
  • Price: LEAVE BLANK
  • Desired Move In Date: Select the estimated date of move in
  • Click "Reserve Now"
  • Return to Customer Profile
  • Click "Approve" to approve the reservation
    • When the guest is ready to move in click "Complete"
      • Complete the move in through the Rent Unit process
    • If the guest decides not to move in click "Cancel"

Screen Shot

Question 1

Click on the area that will allow you to select the unit number, if known.

Question 2

  • You may charge up to the deposit amount to secure the reservation by placing the deposit price in the "Price" box.

Question 3

  • After clicking "Reserve Now" the system will automatically approve the reservation.
  • After clicking "Reserve Now" you have to go in to the reserved unit and click "Approve"
  • After clicking "Reserve Now" you have to go in to the customer profile and click "Approve"
What is the process to approve the reservation once it is put in to the system?

Renting a Unit

Step By Step Walk-through

  • Select the customer you will be reserving a unit for
    • You must have created the customer in the system prior to reserving a unit
  • Click "Rent Unit"
  • Unit Type: Using the drop down select the size and type of unit you would like to rent
  • Unit: If the unit number is known using the drop down box select the appropriate unit number
  • Start Date for Billing: Select the first day of the month following the move in date.
  • Plan: Leave at default pricing indicated or select "Custom"
    • Custom: Insert the monthly rent amount due in the box
  • Charge Deposit: Leave Checked
  • Deposit: Insert the amount equal to one full months rent
  • Mark Deposit as Previously Paid: LEAVE BLANK
  • Charge Setup Fee: LEAVE BLANK
  • Add a Fee: LEAVE BLANK
  • Add a Product: LEAVE BLANK
  • Pro-Rating Options: Choose "Prorate this month and bill full billing cycle starting next month"
  • Move in Date: Select first desired day of occupancy.
  • Charge Tax: LEAVE BLANK
  • Click "Rent Now"
  • Return to Customer Profile
    • Click "Accept" to accept the move in date.
      • Do not accept until the date of move in.

Screen Shot