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Manage Customer Groups and Filters

Directory Filters

Use the default filters available in your directory to view select groups of customers. Multiple filters can be selected at once and used to create a Smart Group based on specific customer details. For example, you can select the Loyalty and Hasn’t Visited filters to see which loyalty participants haven’t returned to your business in a certain period of time or filter by **Email Subscribers** or **Text Subscribers** to see which customers will receive email or SMS promotions. This group of customers can then be turned into its own Smart Group that can be targeted with a Square Marketing email campaign.

If you’ve created Toggle or Selectioncustom fields, they will automatically be added to the list of filters in your directory so they can be used to create Smart Groups.

To view and apply filters:

  1. Log on to your online Square Dashboard > Customers.

  2. Click on the Directory tab and select Filters.

  3. Apply filters for the customer details that you wish to view.

  4. Click View Customers to see which customers fall under the filter criteria you have selected.

Note: You can apply filters through both your online Square Dashboard and your Point of Sale app. However, not all filters are available through your app at this time. A more comprehensive list of customer filters are available through your online Square dashboard.

Directory Groups

Manual Groups

Create a Manual Group to hand-select a list of customers according to your needs. Manual Groups come in handy when importing customers in bulk or quickly adding a new customer from a sale.

  1. Visit the Customers tab of your online Square Dashboard.

  2. Click All Customers > New Group.

  3. Name the new group > click Save.

Smart Groups

Smart Groups can be created by both you and your customer’s interactions with your business.

Examples of Smart Groups include:

  • Lapsed: Customers who have visited your business 3+ times, but have not returned in 6-8 weeks.

  • Regulars: Customers who have visited your business 2-3 times and have visited within the last 6-8 weeks.

  • Contactable/All: Customers who have visited your business more than once in the last 12 months.

Smart Group rules may also vary depending on your business type. You can view the rule sets for each business type below.

Business Type Regular Lapsed
Charities & Education 3+ visits, last visit < 8 wks ago 3+ visits, last visit >= 8 wks ago
Contractors, Repair, Leisure 2+ visits, last visit < 6 wks ago 3+ visits, last visit >=6 wks ago
Food Related 3+ visits, last visit < 8 wks ago 3+ visits, last visit >= 8 wks ago
Health & Beauty 3+ visits, last visit < 6 wks ago 3+ visits, last visit >= 6 wks ago
Health Services 3+ visits, last visit < 8 wks ago 3+ visits, last visit >= 8 wks ago
Individuals 3+ visits, last visit < 8 wks ago 3+ visits, last visit >= 8 wks ago
Retail 3+ visits, last visit < 8 wks ago 3+ visits, last visit >= 8 wks ago
Services 3+ visits, last visit < 8 wks ago 3+ visits, last visit >= 8 wks ago
Transportation 2+ visits, last visit < 6 wks ago 3+ visits, last visit >= 6 wks ago

Note: To edit the rules for Lapsed and Regulars, select the group in your directory > click Edit Group > make edits > Save.

  • Loyalty Participants: Customers who have enrolled in your Loyalty program.

  • Nearing Loyalty Reward: Customers who have enrolled in your Loyalty program and are nearing a reward based on your program’s rules.

  • Custom Smart Group: Groups created using filters in the directory. More information below.

  • Email Subscribers and Text Subscribers: Customers that have provided their email address or phone number can be included in email or SMS promotions with Square Marketing. For customers with phone numbers, customers must have opted in to receive text message marketing notifications.

Sort Your Directory Using Groups and Filters

Manage and filter your customers to organize and group them for targeted email marketing campaigns, tracking customer trends, applying discounts, or identifying them based on an operational need.

  1. Click Filter and choose the filter you would like to add. Note: Square will auto-populate relevant filters as well as input any Custom Fields you’ve created.

  2. Click the filter you’ve chosen to view conditions associated with that filter, if applicable.

  3. Choose an option to configure your filter.

  4. Select any additional filters.

  5. Tap Save Filters to save as a Smart Group.

Smart groups can also be used with Square Marketing. While viewing a group in your Customer Directory, select Send Message. You can also select the group during the Audience step when creating a Square Marketing campaign.

Note: In order to be included in your marketing communications, customers in your directory will need to have a public email address (i.e. the email address was actually entered into the customer’s profile) that has not bounced or been manually unsubscribed. Customers with a private email address (ie. not visible) and have made 1 or more payment in the last 12 months with your business will also be included in these filters.

When a customer’s email address is unsubscribed or bounces, the email address will not be removed from your directory, but it will no longer be included in your Marketing filters and smart groups.

You can also use information from your Directory to create automatic discounts for buyers at your business from your Square Point of Sale App or on your online Square Dashboard. Learn how to create discounts for Customer Groups.

Assigning Customer Directory Permissions

With Square’s Team Management subscription, you can assign roles and permissions to your team members so they can take action in your Customer Directory. Actions your team members can take range from creating customer profiles, viewing and updating customer groups, and more. You can learn more about getting started with Team Management in our Support Center.

By default, customer contact info such as email address, physical address, and phone number will be viewable for team members with assigned permissions. You can give your team the ability to edit this information by assigning custom permission sets.

Learn more about: Customer Directory

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