This guide outlines how customers can easily update their information using the Customer Information Form in HirePOS. This document will walk you through the entire process, ensuring that you can manage customer details securely and efficiently.

The {CustomerInformationForm} email and SMS template placeholder in HirePOS allows customers to update their current details via a secure URL link. This process ensures that customer information is updated securely and accurately.

Customers can submit any updated details through the online form generated by the {CustomerInformationForm} placeholder. Once the form is submitted, your business will receive an email notification, and a staff member with "Setup" permissions will manually accept the new customer details. This step is crucial as it prevents customers from making live updates directly.

The following customer setup areas can be updated using the Customer Information Form:

• Company/Name

• Address

• Phone/Email

• Identification

• Payment Card

You can email a customer update link via the CRM tab on the Sales/Hire > Customer Overview screen. Follow these steps:

1. Click the Email button to navigate to the Send Email screen.

2. Select the Email Template that contains the {CustomerInformationForm} placeholder.

3. An Update Details button should appear in the email message, allowing you to send the email to your customer.

Upon receiving the email, the customer can click on the Customer Information Form button to launch the web page and provide any new information.

The customer can fill out any new details in the form and submit it for review.

In HirePOS, navigate to Setup > Customers. A banner at the top will indicate that new customer updates have been submitted. Click the View Updates link to review the changes.

Click the customer update notification in the list to review the new details submitted by the customer.

Review the new details submitted by the customer. Once accepted, the changes cannot be reversed automatically. The existing and new details will be displayed for comparison. Click the Accept button to commit the changes.

Navigate to Sales/Hire > Customer Overview to verify that the changes have been applied. If payment card details were submitted, the stored card will be visible.

To securely store card details, a Pin Payments account is required. For more information, please refer to the Pin Payments (Overview) guide.

It is important to note that If the customer pays via link.hirepos (the {viewButton}), they are given the option to allow their Card details to be stored. This is not enabled by default, and must be an opt-in for the customer. It is not possible to enforce retention of payment card information at the time of payment.

A common practices is to send the customer a Customer Information Form so they can submit their card details (which will be stored in Pin Payments for later use), and only let the customer Hire or send the Invoice after they have finished submitting their card details.

See more on Customer Information Forms here: https://docs.hirepos.com/en/articles/2316417

The Customer Information Form process includes several security features to protect customer data:

• Unique URL Link: The URL link generated is unique to your business and the customer, ensuring data privacy.

• Acceptance Process: Customers cannot directly update their information; changes require manual acceptance by a staff member with Setup permissions.

• Secure Card Storage: Payment card details are securely stored via Pin Payments, ensuring data protection.

This document provides a comprehensive guide on how customers can update their information using the Customer Information Form in HirePOS. By following these steps, businesses can ensure data accuracy and security in managing customer details.