Customers & CRM

A full customer profile with history and visits

Each customer has a unified profile that gathers everything you need to know in one place: their data, past bookings and visits, purchases, and outstanding balance. Before any interaction, your team opens the profile and sees the customer's full history — when they last came, what they requested, and what they prefer. This complete picture turns every interaction from guesswork into considered service that makes the customer feel known.

A real CRM: follow-up tasks

Knowing your customers isn't enough; you have to follow up with them. Orcaa lets you log dated follow-up tasks for every customer who needs a call, a reminder, or care. And a task inbox gathers everything that's due in one place, so you start your day with a clear list of who to reach out to — so no customer falls through the cracks and no opportunity is lost.

An organized notes log

Instead of scattered notes, every profile keeps an organized notes log. You record what matters — a preference, a sensitivity, an alert, or a call summary — and you can pin important notes so they stay visible at the top of the profile, and archive what's no longer needed without deleting it. This keeps the log clean and alive, and knowledge passes among your team members instead of staying in one person's head.

Customer lifecycle stages

Orcaa classifies each customer into a lifecycle stage — lead, new, active, or lapsed — and you move them between stages as your relationship evolves. These stages turn your customer base from a static list into a living picture that reveals who deserves a welcome, who needs re-engagement, and who has become a loyal customer worthy of appreciation.

Tags and segmentation

Add free-form tags to any customer — VIP, a particular sensitivity, a specific source, interest in a service — then segment your base by these tags. Precise segmentation makes every message and offer targeted to those it actually concerns, so response rates rise and the random messages that annoy customers decrease.

The activity timeline and conversations inside the profile

The activity timeline shows everything that happened with the customer in chronological order — a booking, a visit, a payment, a note, or a stage change — so you see the whole story of the relationship at a glance. And your conversations with the customer appear directly inside their profile, so you don't need to switch between screens: context and conversation in one place, and everyone on your team picks up where their colleague left off.

Merging and removing duplicates

It happens that a single customer ends up with two profiles — a different number or a repeated manual entry. Orcaa lets you merge duplicate profiles into one without losing any data, so visits, notes, and balance are unified into a clean record. This keeps your database accurate and your reports reliable.

Magic-link invites

To link the customer to their account, you send a magic-link invite via SMS or email. The customer signs in with one click without a password and reaches their bookings, balance, and profile. This seamless invite raises the account-activation rate and opens a direct communication channel with you.

Outstanding balance and lifetime value

Every profile clearly displays the customer's outstanding balance, so you know who owes overdue amounts and follow up on them. The system also calculates each customer's lifetime value — the total of what they've spent with you — so you identify your most valuable customers and give them the care they deserve. These figures turn your decisions from a hunch into data.