How do you create a shop user in Easyflor?

What is a shop user?

A shop user is an account that allows a customer (debtor) to log into your webshop to place orders. Every customer who wants to order through the webshop needs such an account.

Why create shop users?

• Online ordering: Customers can order 24/7 through the webshop
• Independence: Customers don't need to call or email for orders
• Overview: Customers see their own order history
• Efficiency: You save time because customers order themselves
• Stock insight: Customers immediately see what's in stock

When do you create a shop user?

Examples:

• A customer asks for access to the webshop
• You want customers to be able to order themselves
• A new customer wants to be able to purchase online
• An existing customer wants to switch to online ordering

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Part 1: Creating a shop user for an existing customer

When do you use this?

When you already have a debtor (customer) in Easyflor and this customer wants an account for the webshop.

Step 1: Go to debtors

1. Click on "Organisation"
2. Click on "Debtors"

Step 2: Select the customer

• Click on the debtor for whom you want to create a shop user

Step 3: Go to contact persons

1. Click on "Contact persons"
2. Select the contact person to whom you want to assign the shop user
   • This is the person who will log into the webshop

Step 4: Go to shop users

• Click on "Shop users"

Step 5: Create a new shop user

• Click on "+New"

Step 6: Fill in the details

Required fields:

• Username: The name with which the customer logs in
  • Choose a clear name, for example the first name or company name
  • For example: "jan.jansen" or "flowertrade.the.rose"
• Password: The password for the customer
  • Choose a secure password
• Repeat password: Type the password again
  • Must be exactly the same!
• Language: The language the user sees in the webshop
  • For example: Dutch, English, German

Optional setting:

• May be excluded from the shop: Determine if this debtor can be temporarily excluded
  • For example in case of non-payment

Step 7: Save

• Click on "Save"
• The shop user has now been created!

Step 8: Pass on the login details

• Send the username and password to the customer
• The customer can now log into the webshop!

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Part 2: Letting new customers register on the webshop

What is self-registration?

With self-registration, new customers can sign up for your webshop themselves. You don't have to manually create an account for every new customer.

How does it work?

For the customer:

1. A new customer goes to your webshop
2. The customer sees a registration field
3. The customer fills in their details and requests access
4. The customer waits for approval

For you (the administrator):

1. You receive an email with the registration request
2. You review the new customer's details
3. You approve or reject the request
4. Upon approval: the customer can log in!

Enabling self-registration

Step 1: Go to shop configuration

1. Click on the "Shop" tile
2. Click on "Configuration"
3. Select your webshop

Step 2: Enable registration

1. Find the checkbox "EnableUserRegistration"
2. Check this
3. Click on "Save"

Step 3: Test it

• Go to your webshop
• You will now see a registration option for new users

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What happens after a registration request?

Step 1: You receive an email

• The administrator receives an email with the request
• The email contains the new customer's details

Step 2: You evaluate the request

Check the following:

• Is this a real customer?
• Are the details complete?
• Do you want to work with this customer?

Step 3: You approve or reject

• Approve: The customer gets access and can log in
• Reject: The customer does not get access

Step 4: The customer receives notification

• Upon approval: the customer receives their login details
• Upon rejection: the customer receives a notification

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Difference between both methods

Method 1: Manual creation (Part 1)

When to use:

• For existing customers who are already in your system
• If you want full control over who gets access
• For important business relationships

Advantages:

• Full control
• You determine the login details yourself
• No waiting time for the customer

Disadvantages:

• You have to create each user yourself
• Takes more time

Method 2: Self-registration (Part 2)

When to use:

• For new customers who want to sign up
• If you want customers to be able to register themselves
• For webshops with many new customers

Advantages:

• Customers can register themselves
• Saves you time
• Customers can register 24/7

Disadvantages:

• You have to approve requests
• Less control beforehand
• You have to check emails

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Important tips

Tip 1: Use clear usernames

• Make usernames recognizable
• For example: "jan.flowers" or "floristdevries"
• Not: "user123" or "xyz"

Tip 2: Choose secure passwords

• Use a combination of letters and numbers
• Minimum 8 characters
• For example: "Flower2024!" (not too simple!)

Tip 3: Pass on login details safely

• Don't send passwords by regular email
• Call the customer or use a secure method
• Ask the customer to change the password immediately

Tip 4: Always test first

• Create a test account
• Log in with that account
• Check if everything works before giving it to customers

Tip 5: Keep track of registration requests

• Regularly check your email for new requests
• Respond quickly to requests (within 24 hours)
• Otherwise customers wait too long

Tip 6: Communicate with new customers

• Send a welcome email after approval
• Explain how the webshop works
• Possibly provide a brief guide

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Common mistakes

Mistake 1: Passwords don't match

• You type two different passwords
• Solution: Check carefully that both passwords are exactly the same

Mistake 2: No contact person selected

• You forget to select a contact person
• Solution: First create a contact person, then select them

Mistake 3: Wrong language chosen

• The customer speaks Dutch, but you choose English
• Solution: Ask the customer which language they want

Mistake 4: Missed registration requests

• You don't check your email regularly
• Customers wait too long for approval
• Solution: Set a reminder to check daily

Mistake 5: Self-registration not enabled

• Customers cannot register
• Solution: Check if "EnableUserRegistration" is checked

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Summary: Quick checklist

Manually create shop user:

• Organisation → Debtors
• Select the customer (debtor)
• Contact persons → Select contact person
• Shop users → +New
• Fill in Username
• Fill in Password (2x)
• Choose Language
• Determine if customer may be excluded (optional)
• Save
• Pass on login details to customer

Enable self-registration:

• Shop → Configuration → Select webshop
• Check: "EnableUserRegistration"
• Save
• Test if registration works on the webshop
• Regularly check your email for new requests
• Approve or reject requests

Now your customers can log in and order through the webshop! 🛒