How do I create a separate customer group without duplicating the record?

[Geske333]

I created a customer directory and a secondary group for prospects. When I add a new record into my prospect group, the record is duplicated into my main customer directory. How can I keep them separated? 

[Valentina]

Hi @Geske333 - and thanks for posting here in the Community!

The All Customers view of your Customer Directory will always show all of the customers you currently have saved in your entire directory. It sounds like you created a Smart Group for your prospects. If you'd like to be able to view your current customers without the prospect group, I'd recommend creating another customized Smart Group for customers who are not prospects. Let us know if you have any questions about this!

[Geske333]

I need a separate group for prospects apart from my regular customers. I want to pull up the prospect list and not see any of my regular customers. So when I need to send out communications for sales, I want to only send it to prospects. Why can’t my “group” actually be separated from all customers? They just merge together every time I try to create the group?

[Valentina]

As it stand right now, you should be able to view all customers in a Smart Group by heading over to that Smart Group. Customers not included in that Smart Group will not be visible while you are looking at a specific group. If you are looking at the All Customers view, you will see every person for whom you have created a customer profile for.

I hope that helps clarify how these groups work. It sounds like you would prefer not to have an All Customers view, is that right? Is there a reason you do not want to have the ability to view all of your customer profiles in a single view, @Geske333?

The workaround for this would be what I suggested earlier - creating another Smart Group for customers that are not prospects.

[Geske333]

I use the All Customers view often. For example, if a customer calls, I can easily pull up their information and I know what service we provided them. I do not want to change anything in my All Customers view. My problem is with creating a new group to keep track of contacts that we had no sale...say we just wrote them a free estimate, for example. I want to be able to reach out to all of those people (lots of them) easily & send them an offer or some kind of communication. Right now, the group I created for these people "prospects" does not just add the person into the group...it duplicates them into my All Customers view. So, if I wrote an estimate for John Smith and he didn't buy anything I still want to enter him into some kind of directory to keep track of him. But, when I add John Smith to the prospect list, he suddenly appears in my All Customers list. Sigh....I guess I just need to create a spreadsheet for contacts. 

[Valentina]

Because the All Customers view was built with the purpose of keeping all of your customer profiles in one place, every customer profile will always appear within the All Customers view. A single profile can be in multiple groups, especially because All Customers will always include everyone.

Example: Mary is added to "Prospects" customer group. She will still show under All Customers.

If you'd like to keep track of potential clients without seeing them in your All Customers view within your Square Dashboard, I think a spreadsheet sounds like a great idea, @Geske333!