Before getting started, it is important to note that the central customer identity will not replace the store level customer identity. The central record is a distinct record that acts as a bridge to deterministically establish a common identity for matching store level customers to deliver central capabilities and views. While certain rules have been established to ensure the org level view is the most complete and up-to-date record of the customer (see identity resolution), Treez does not take the liberty of automatically overwriting store level customer data with central data. This measure was taken out of extreme caution as POS logic is inherently coupled to store level customer profiles.

With that being said, Treez recognizes the importance of consistent customer data across all stores and has provided a few simple yet powerful workflows to quickly verify customer data and reconcile it both centrally and locally.

This article will provide a detailed guide of how customer data flows, manually syncing data, and data syncing optionality.

Customer data flows in one direction automatically: up.

Whenever a customer is created or updated at a store — the customer data flows up to the central profile automatically. If updating an existing profile, blank values never overwrite what's already there, so each store's contribution adds to the record rather than replacing it. This is what makes the central profile the most recent and most complete version of the customer, regardless of which store did the work.

That said, nothing flows back down on its own. A store's profile changes only when someone at that store changes it.

Because of this, a store profile can differ from the central profile for two very different reasons:

1. The two records have never been compared. Every store builds its own customer record independently — a different visit, a different ID scan, a different day, sometimes years apart. Until that store record is linked to a central identity, the two versions of the customer have never been introduced, so they can disagree from the very start. Linking is the first opportunity to reconcile them, and Treez treats it as exactly that: connecting the records does not silently merge them, it asks first.

2. Another store has updated the customer more recently. Once a store record is linked, its edits flow up to central immediately — which puts central ahead of the other stores until they sync. If a customer updates their phone number at Store 1, Store 1 and central are in agreement, while Store 2 and Store 3 still hold the old number.

In both cases the result is the same: the store profile and the central profile disagree, and only a person — ideally with the customer standing there to confirm — should decide which values are correct.

That's why Treez surfaces syncing at the two moments someone is already working with that customer: when a store record is being linked to a central identity, and any time a linked customer's profile is opened.

This workflow happens in Customer Management, when the system catches a non-exact match and prompts the user to link. Once the user selects the central profile to link, Treez compares it against the store profile and presents any differences between the two records. The user decides how to resolve each one, and that decision is applied as part of the link.

Callouts:

This workflow covers every profile that's already linked. Each time a linked customer's profile is opened in Customer Management, Treez compares the store record against the central profile in the background and flags any differences — so records that were linked but never reconciled, or that fell behind after another store updated the customer, surface on their own rather than waiting to be noticed.

However the sync window is opened, the user has three ways to resolve the differences: sync everything from the central profile, sync everything from the store profile, or choose the correct value field by field to sync both centrally and locally.

Customer documents follow the same up-flow as profile data: a document uploaded at one store is copied to the central profile automatically and becomes viewable at every other store the customer visits. Unlike profile fields, documents don't require review or reconciliation — there are no competing values to resolve, so they're shared as-is.

Uploads sync automatically. Every document captured at a store — driver's license, doctor's permit, membership agreement, medical card, misc uploads — is copied to the central profile in the background. Uploading is never slowed down or interrupted.

Every file is kept, not just the most recent. A customer can have any number of files of the same type, and a new upload never replaces an existing one.

Documents from other stores appear alongside local ones. In the customer's document list, a shared document shows its type, when it was uploaded, and which store it came from.

A store's own copy takes precedence. If the store already holds the same file locally, it won't be listed twice.

Deleting a document removes it across the organization. Users are warned before confirming, since the document will no longer be viewable at any store. Treez retains the original file internally for compliance and audit purposes.

Re-uploading a deleted document restores it, as long as the new upload is more recent than the deletion.

Documents captured before a customer was linked aren't lost. They're shared automatically once the link is established.

These attributes work the same way as documents: they're contributed by individual stores and shared across the organization automatically. Because they're additive records rather than competing values, there's nothing to reconcile — anything added at one store is visible at every store right away.

Notes are shared instantly. A note created at any store appears at all of them, showing the note's type, the store and user who created it, and when. Notes can be flagged to surface at checkout.

Bans apply organization-wide. Banning a customer at one store blocks them at every store, with the reason, originating store, and date recorded. Lifting a ban is equally organization-wide, and a banned customer is never linked automatically — the match is always surfaced to a person first.

Warnings follow the same pattern. First and second warnings are visible at every store along with their reason and originating store.

Group membership is combined across stores. Each store contributes the groups it has assigned, and Treez maintains the complete view centrally. When a customer new to your store is created from a central profile, their group membership comes with them.

Enforcement happens in real time. A ban or warning issued elsewhere takes effect immediately at your store without altering your store's customer record.

Not every attribute on a customer's profile is shared organization-wide. The fields below still exist and still function exactly as they always have — they're simply maintained per store rather than centrally, which means they won't appear in the sync window and won't carry over on their own when a customer visits another location.