Importing Existing Customers #

For migrating customers from another system or adding historical data with accurate dates, use the Import Customer feature.

When to Use Import vs. Manual Add #

Use Manual Add When: #

• Creating a single new customer
• Customer has no purchase history to preserve
• You want system to generate current dates

Use Import When: #

• Migrating from another licensing system
• Preserving historical purchase dates
• Creating backdated licenses with specific expiration dates
• Setting up existing subscriptions
• Importing existing license keys (instead of generating new ones)

Key Benefits of Import #

Accurate Historical Data:

• Set exact purchase dates
• Set specific license expiration dates
• Backdate support contract start dates
• Preserve subscription renewal dates

Complete Customer Setup:

• Create customer + license + support contract + subscription in one step
• Use existing license keys from old system
• Set activation limits and usage restrictions

Bypasses WooCommerce:

• No fake orders created (optional)
• Direct database entry
• Cleaner migration without order clutter

How to Access Import #

From customers list page, click the [Import Customer] button near the [Add New] button.

Import Form Sections #

Section 1: Customer Information #

• Email (Required) – Must be unique
• First Name (Optional)
• Last Name (Optional)
• Company (Optional)
• WordPress User Link (Optional) – Link to existing WP user or create new

Section 2: License Options #

Check “Import License (Required for most imports)” to create a license.

When checked:

• Product (Required) – Select from your licensed products
• Existing License Key (Optional) – Preserve old key or leave blank to generate new
• Activation Limit – Default: 1, max: 999, 0 = unlimited
• License Status – active, inactive, expired, or suspended
• License Type – standard, extended, or lifetime
• Purchase Date – When originally purchased
• License Duration – Duration in months (for non-lifetime)
• Expiration Date – When license expires (auto-calculated or manual)

Section 3: Support Contract Options #

Check “Import Support Contract (Optional)” to create a support contract.

These settings match the Support Contract Settings in WooCommerce product edit.

Support Level Settings:

• Support Level – Select from configured levels (No Support, Basic, Standard, Priority, Premium, etc.)
• Override Level Permissions – Check to customize permissions instead of using level defaults

Override Fields (shown when Override is enabled):

• Allow Downloads – Allow file downloads
• Allow Tickets – Allow support ticket submission
• Enable SLA – Enable response time commitment
• SLA Response Time – Response time in hours (shown when SLA enabled)
• Queue Priority – Higher = more urgent (0 = normal)

Contract Settings:

• Support Duration (months) – How long support is included
• Requires Support for Downloads – Customer needs active support to download updates
• Support Channels – Email, Ticket System, Live Chat, Phone Support

Contract Dates:

• Support Start Date – When support began (option to match license purchase date)
• Support Expiration Date – When support ends (option to calculate from start + duration)

Section 4: Subscription Options #

Check “Create Subscription (Optional)” for automatic recurring billing.

When checked:

• Subscription Status – active, pending, cancelled, expired, past_due, trial
• Billing Period – monthly, quarterly, or yearly
• Billing Amount – Recurring charge amount
• Next Payment Date – When next renewal occurs (option to match support expiration)
• Payment Gateway – stripe, paypal, or manual

Section 5: Additional Options #

• Send welcome email to customer – Sends “License Created” email with license key (unchecked by default)
• Create WooCommerce order – Create a completed order record in WooCommerce
• Internal Notes – Private notes for admin reference (e.g., “Migrated on 2024-11-15”)

Import Workflow #

1. Fill in customer information (email required)
2. Check boxes for what to import (license, support, subscription)
3. Fill in details for each checked section
4. Configure additional options (email, WC order, notes)
5. Click [Import Customer]
6. System creates all records with proper relationships

Validation #

System validates before import:

• Email not already in system
• Product exists and has licensing enabled (if importing license)
• Dates are valid format
• Required fields filled
• License key unique (if provided)

After Import #

On successful import:

• Customer record created
• License created (if checked) with proper dates and status
• Support contract created (if checked) with permissions from level or override
• Subscription created (if checked) linked to license
• WooCommerce order created (if checked)
• Welcome email sent (if checked)
• Audit log entry recorded

You are redirected to the customer view page showing all imported data.