Approved contractors can record factual events about customers they have worked with. Settings → VisionScaper Records (the page title is “Customer records (contractor-only)”) is where you handle a customer asking what is held, or disputing a record.

The kinds of record are:
– Invoice unpaid 60+ days
– Paid 30+ days late
– Payment reversed / charged back
– Cancelled within 24 hours
– No-show / no access at a booked visit
– Cancelled after materials were ordered

Rules in the code:
– Each record is tied to a real invoice, appointment or quote in that contractor’s account.
– Records expire after 24 months.
– Another approved contractor sees a short summary only for a customer they are actually dealing with (someone in their own customer list). They never see which contractor recorded it, and every view is logged.
– Customers are matched across contractors by one-way scrambled (hashed) email, phone and address, so the raw details are never shared.
– The same data is included when a customer asks WordPress for their personal data (Tools, Export Personal Data), under “Records made by contractors”.
– Disclosure or misuse is grounds for ending the contractor’s account under the Terms.

You must be an administrator. The page opens with a count of active records.

1. Open Settings → VisionScaper Records.
2. In Customer email or phone, enter a full email address or a 10-digit phone number.
3. Click Look up.
4. A table lists matching records: When, Record, Recorded by, Status, and Change.

If you enter something that is neither, you see “Enter a full email address or a 10-digit phone number.” If nothing matches, “No records for this customer.”

1. On the row, choose the new status in the drop-down:
   – Disputed (hide): hidden from contractors until you set it back to Active.
   – Active: shown again.
   – Removed: never shown again.
2. Write a short reason (up to 250 characters).
3. Click Save.

• Hide first while you investigate (Disputed), then decide.
• Write a clear reason, since it is kept on the record.
• Keep the Terms text for contractors up to date (see [terms-admin]).

• A customer cannot find their record: look up by the same email or phone the contractor used. Matches use scrambled copies of the email, phone and address.
• A record keeps showing: confirm you saved the change and that the page was reloaded.

• The Terms admin page: edit your Terms of Service
• The Contractors admin page: approve, suspend or reject
• FAQ: accounts and privacy