Website Customer Accounts and Invites

Some shops have their own website with a customer login area, connected to JewelTrak. When that’s set up, customers who buy from you are invited to it automatically, and JewelTrak shows where each customer stands. If your website isn’t connected this way, none of this appears.

Who gets an invite

Each morning your website checks for customers whose invoice now qualifies, and emails them an invite. The customer picks their own password, so no account exists until they accept it.

An invoice qualifies once it is finalized, has at least one line, and has nothing left owing. Any payment type counts, including store credit, and so do trades that even out and no-charge work. Returns don’t count, and neither do invoices from before invites were switched on. A layaway counts on the day it’s paid off.

A customer isn’t invited if they already have an account or an invite waiting, if their account was removed on the website, if they’re a vendor, if they’re inactive, or if their email belongs to another customer’s account. A customer is only ever invited once.

On the customer record

The customer’s page shows a Website line under their name:

• Has an account, with the date it was opened.
• Invited on a date, not accepted yet.
• Invite bounced, with the address it was sent to.
• Account removed, when it was taken off on the website.
• No account.

This is read from your website each time you open the customer, so it’s always current, including changes made by hand in the website’s own admin. If the website can’t be reached, the line says so.

Customers who need an email address

On the Contacts list, choose Website: needs email to see customers who bought something but can’t be sent an invite. The reason shows next to each one:

• No email: there’s no email address on the customer.
• Email not valid: the address is missing an @ or a domain.
• Invite bounced: the invite went out, but the address doesn’t accept mail.

Add or correct the email on the customer and the invite goes out the next morning. If they had an earlier invite, its link stops working once the new one is sent.

The daily summary

The website emails a summary every morning, even when nobody is invited. It lists who was invited, who is new on the needs-email list, who was skipped and why, and anything that failed. If the summary doesn’t arrive, something is wrong.