Managing Client Contact Information
Client contact information in the platform behaves differently before and after a customer is invited to the Customer Portal. Understanding how ERP sync and permissions work will help prevent login issues and ensure customer records stay accurate.
How Contact Information Syncs From Your ERP
Before a client is invited to the Customer Portal, the following fields will continue syncing from your ERP:
- First Name
- Last Name
- Phone Number
- Email Address
At this stage, anyone with access to the client account can edit contact information in the Team Hub. However, if the information does not match your ERP, those changes will be overwritten during the next ERP sync.
Once a customer accepts the invitation to the Customer Portal:
- ERP sync will no longer update the customer’s contact information
- Only Super Admins can edit customer contact information
- Manual changes made in AgVend will not sync back into your ERP
Customers can continue updating their own phone number and email address from the Customer Portal after activating their account.
Read-Only Client Name Setting
Some platforms may have a read-only name setting enabled to ensure the ERP remains the source of truth for customer names.
When this setting is active:
- Customers cannot edit their own first or last name in the Customer Portal
- Internal users, including Super Admins, cannot edit customer names in the Team Hub
- First and last name updates must be made directly in the ERP
- ERP name changes will automatically sync into the platform, even after the customer has activated their account
This setting helps prevent discrepancies that could impact:
- Account verification
- Billing records
- Compliance processes
If you would like this enabled on your platform, reach out to your Partner Experience Manager.
Note: The read-only setting only applies to first and last name fields. Phone numbers and email addresses continue following the standard editing rules described in this article.
Important Considerations Before Updating Contact Information
A customer’s email address and phone number may be used as their login credentials.
If you update contact information after a customer has activated their account, make sure they know which credentials they should use to log in moving forward.
Updating a customer’s email address or phone number after an invitation has been sent may prevent the customer from successfully accepting the invitation.
If the invitation has not yet been accepted:
- Update the contact information
- Resend the invitation to the customer
How to Update Client Contact Information
To update a customer’s contact information in the Team Hub:
- Go to the Clients tab
- Search for and open the customer account
- Use the dropdown menu below the customer name to select Client Profile
- Update the necessary contact information fields
- Scroll to the bottom of the page
- Click Save
Note: You must be a Super Admin to edit contact information after a customer has been invited to the Customer Portal.
Contact Update Notification
Changes made to customer contact information do not sync back into your ERP.
Whenever customer contact information is updated, an email notification is sent to the address configured under:
Admin > Locations > Client Contact Updates Notifications
This helps your team monitor changes made to customer login credentials and contact records.
To learn more about location notifications, check out this article.
If you have any questions related to this article or anything else, please reach out to our Partner Experience Team at help@agvend.com or at 512-812-9399.