Understand the customer profile
A Lexoh customer profile connects a person’s details with related company, vehicle, credential and activity records. Operators use it to maintain identity and contact information, review associations and investigate access activity. Available fields, tabs and actions depend on the installed version and account permissions.
A customer profile is distinct from an operator account used to administer Lexoh. Creating a customer does not by itself establish an administrator login, a paid subscription or permission to pass a particular door or barrier. Review the relevant credential, device, schedule and status rules for that access.
Identify the right customer
- Open Customers with an account authorized for the site and task. Check the current site, company scope, filters and loading state.
- Search by a known reference or identifying field supported by your version. Confirm search behavior with a known record before relying on email, phone or partial-name matching.
- Compare the stable customer reference, company and relevant contact details. Similar names, shared contact addresses and changed phone numbers are not sufficient grounds to merge two people.
- Open the profile and check its current status and linked records. An empty result may reflect filters, permissions or loading errors rather than a missing customer.
Create and verify a customer profile
- Search for an existing profile before choosing the add-customer action. Use the site’s identity-check procedure to avoid both duplicate profiles and changes to the wrong person.
- Complete the fields marked required in the current form. Enter accurate contact details; do not invent an email address to bypass a validation error.
- Select the intended company by reference where applicable. Review the proposed status and any language preference instead of assuming defaults.
- Save once, then reopen the record and compare its values. If the response is unclear, check whether the profile was created before retrying.
- Add the intended vehicle and access credential through the supported controls. Check their references, owner association, validity period and relevant access rules.
- Complete an approved test for the intended entrance and time. Check the validation result and any required device feedback; a saved profile alone does not establish successful passage.
Importing several customers
If your deployment supports imports, use its documented template and matching rules. Preview a small approved sample and verify identifiers, company mappings, dates and leading zeros. Determine whether an existing match is updated, skipped or duplicated before processing the full file.
Maintain identity, contact and company information
Use a stable customer reference for reconciliation. Names and contact information can change; keep a clear distinction between updating a person’s details and assigning a record to someone else. Enter only information needed for the site’s service and keep passwords and payment-card details out of free-text notes.
A company association organizes the customer. It does not by itself establish invoicing, a parking allocation or operator visibility. After moving a customer between companies, verify linked credentials and the effect on reports, including whether historical results use current or event-time associations.
A language preference, where offered, is a setting to check with the relevant communication or interface. It does not prove that a message was sent, delivered or accepted by its recipient. Creation, update and last-activity timestamps describe different events; read their definitions and time zone.
Inspect the linked record behind each result
Use the detail areas available in your version to follow a customer’s activity. The table describes checks to perform, not a guarantee that every tab contains a complete history.
| Record | What to check |
|---|---|
| Events | Confirm the source, time and reported result. A linked customer can be the affected person rather than the operator who initiated the action. |
| Vehicles | Compare the vehicle reference and exact plate information. A plate stored in a vehicle profile is not proof that a plate credential or recognition rule is configured. |
| Access cards and credentials | Check the identifier, owner, status, validity period and permitted devices or schedules. Available QR, RFID or plate-based credentials depend on the deployment. |
| Entries and exits | Review the visit reference, direction, timestamps and missing or duplicate movements. A recorded entry is not a complete account of a person’s physical presence. |
| Payments | Follow the actual transaction and its current status. A displayed amount or payment event does not by itself establish settlement or completion of a refund. |
Use filters without changing their meaning
Apply one filter at a time and compare a known record. Select the intended company, zone or credential when suggestions are offered; typed text may not be a saved selection. Confirm how separate filter groups and multiple values combine.
Customer status and credential status are different. A customer may have several credentials with different validity periods. Establish whether a credential filter means any matching credential, every credential or a particular linked record.
A “currently inside” result reflects the system’s recorded state. Missing exits, duplicate events or delayed updates can make it differ from physical presence. Do not use the list alone as a verified headcount.
A last-visit date does not determine whether the account is active or the customer is entitled to enter. For date filters, record the time zone and boundary behavior; distinguish visit dates from credential start and expiry dates. Removing a filter changes the selected population, so retain the final criteria with any report.
Verify the scope of an export
- Use the export action and format available to your account. Record the site, customer or list scope, filters, period and export time.
- Check whether the file includes visible rows, selected records or all matching results. A profile-tab export can cover a different dataset from the customer-list export.
- Open the file and verify its columns, record count and a sample of known references. Preserve leading zeros, phone formats and timestamp meaning.
- Keep the source file unchanged and perform analysis on a copy. Document exclusions, duplicate handling and company associations used in the analysis.
- Share only the required fields through the site’s approved process. A customer export is not a complete backup of credentials, permissions, relationships or activity history.
Check operator permissions separately from customer access
Viewing a customer, editing a profile, managing credentials, viewing activity and exporting records are separate tasks. Confirm the permission and scope required for each in your version. Permission to view a vehicle does not necessarily include permission to modify it.
Validate the intended operator role using an approved account and test records. Check both allowed actions and restricted records through relevant lists, direct links and exports. A hidden button alone is not evidence that an action is prohibited.
When ending a customer’s service, identify the credentials and other access paths that must stop working. Apply the approved changes and verify their effect at the relevant devices. Do not assume a customer status change revokes every credential, session or independently managed permission.
Review changes through the customer lifecycle
- Keep naming and contact formats consistent, while preserving the person’s actual information and stable reference.
- After a vehicle change, lost card or company move, review affected associations and test the intended result. Issuing a replacement credential does not itself prove that the old one was revoked.
- Before deleting or merging profiles, establish the effect on linked records and historical reports with the administrator. Follow the site’s retention procedure rather than treating inactivity as permission to delete.
- Review changes made by an external integration at their source. Avoid repeatedly overwriting a synchronized field without resolving which system manages it.
- Keep the reason for a change, affected references and verified outcome in the appropriate operational record. Separate unresolved access behavior from the saved profile values.
Find the stage that failed
Customer missing from search
Check the site and company scope, active filters, spelling and loading state. Search by a known reference where available. Do not create another profile until the existing record has been checked.
Profile cannot be saved
Read the exact validation message and check required fields, format, permissions and company selection. Confirm the actual uniqueness rule if a contact field is rejected; do not assume every deployment requires a unique email.
Customer is active but access is refused
Check the credential presented, its owner, validity, device and schedule rules, then inspect the recorded validation outcome. “Active customer” is only one setting to examine.
Export fails or records are missing
Check export permissions, scope and any job status. Retry a smaller known selection to isolate the issue, while recording how it differs from the original request. Verify the resulting file before treating the retry as complete.
Changes disappear or the view is slow
Refresh and reopen a known profile, check connectivity and record any error. Determine whether another operator or integration updates the same field. Give support the customer reference, time, account scope and steps that reproduce the issue.