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Someone is at the counter collecting for a regular customer. Is that expected? The People tab on a customer’s profile is the answer: a short list of who that customer has said may pick up for them, with the relationship and anything your counter should check.

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What you’re looking at

People is the fourth tab on a customer’s profile, between Account and Insights. It is a plain list, one card per person, and a single button above it: Add someone who may collect. A pharmacy that has never added anyone sees No dependents — “Add a family member or errand runner allowed to collect.” Each card carries: Add someone who may collect opens Add dependent — “Someone allowed to collect products on this customer’s behalf.” — with four fields: Full name, Phone, Relationship and Notes. Only the first is required, and the confirm button reads Add. Selecting Edit on a card reopens the same dialog headed Edit dependent, where the button reads Save and a red Deactivate appears in the bottom-left corner. Deactivate is not on the card — you get to it through Edit.

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Add someone who may collect

1

Open the People tab

Find the customer under Customers, open their profile, and select People.
2

Select Add someone who may collect

The Add dependent dialog opens.
3

Enter who they are

Full name is the only required field; without it you get “A dependent needs a name.”Phone is optional but worth having — it is what lets your counter ring the person who is collecting rather than the customer themself when something is unclear.
4

Say how they are connected

Relationship takes a free-text description — “e.g. Daughter, Driver”. Write what your staff would actually say out loud, because this is the line they read at the counter.
5

Add anything the counter should check

Notes — “Anything the counter should check”. This is the field that earns the feature its keep: “collects the monthly repeat only”, “must show her own ID”, “not authorised for controlled items”.
6

Add them

Select Add; the button reads Saving… while it commits. You get “Dependent added”, and the person appears in the list with their relationship and phone. On an existing person the same button reads Save and confirms “Dependent updated”.

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Using the list at the counter

Dependents are a record, not a rule. Nothing in the till blocks a sale to someone who is not on the list — the judgement stays with your staff, which is where it belongs. What the list gives them is a fast, unambiguous check instead of a phone call:
1

Find the customer

Search Customers by name, phone or ID number. See Customer records.
2

Open People

Read the name, the relationship and the notes. The notes are the part that changes a decision.
3

Hand over, or don't

An Inactive badge means this person was authorised once and is not now. Treat it as a “no”, not as an out-of-date entry.
A dependent is not a login. They cannot see the customer’s records, and adding them grants no access to anything — it only records that the customer said they may collect.

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Deactivate — do not delete

When someone should no longer collect, select Edit on their card and then Deactivate at the bottom left of the dialog. Confirm on the Deactivate dependent dialog, which spells out what happens:
{Name} will no longer be listed as allowed to collect. The record is kept, so who was authorised and when can still be answered.
That last sentence is the whole reason deactivation exists. If a collection is ever questioned — the wrong person picked up, a family disagreement, a supply query — the useful answer is who was on the list at the time, and a deleted record cannot give it. A deactivated person stays visible, dimmed, with an Inactive badge, and can be put back on the list by editing them and saving. You get “Dependent deactivated” on the way out and “Dependent updated” on the way back.

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Who can do this

Role decides whether Customers opens at all, and that is the only gate on this tab. A Cashier / Till Operator reaches POS and Sales and nothing else, so the person most likely to be standing at the counter when a dependent turns up cannot open the list themselves. Plan for that: either the check happens on a manager’s screen, or the till role is the wrong one for that colleague. There is no separate permission for the list itself, and nothing here gates a figure — a dependent record holds no money, so nothing on this tab ever renders as “Hidden — needs authorisation from your clinic owner.” Two behaviours surprise people:
  • Enforcement is opt-in, per person. A colleague never saved in the permissions sheet is unrestricted, and the sheet warns “Saving starts enforcing”.
  • A denied action is recorded; an allowed one is not. Hiding Customers from a sidebar is a convenience, not a security boundary.
See Staff permissions.

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Check it worked

  • The People tab lists the person, with their relationship and phone underneath the name.
  • If the dependent is themselves a registered customer, their row carries an Own profile badge naming that record.
  • Edit on the row reopens the same dialog for changes.
  • After a deactivation the row is still there, dimmed, with an Inactive badge.

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Common issues

Full name is required. Everything else on the dialog is optional — though a phone number and a relationship are what make the entry useful at the counter.
The dependent was not added or updated and the list is unchanged. Reopen People to check before entering the person a second time.
The person is still active and still listed as allowed to collect. Try again, and if it persists, add a note on the record so the counter has the instruction in the meantime.
It is inside the dialog, not on the card: select Edit, and Deactivate sits at the bottom left. It also shows only on someone currently active — a person already deactivated carries an Inactive badge instead, and editing them and saving puts them back on the list.
That is fine — they can have their own customer record as well. Where the two are linked, the dependent’s row shows an Own profile badge. Their own purchases, debts and money on account stay entirely separate from the customer they collect for.
A cashier reaches only POS and Sales. Ask an owner or manager to check your role — no permission toggle re-opens this screen for a till role.

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FAQ

Yes. Nothing at the till checks this list or blocks the sale — it is a record your staff read, not a rule the system enforces. The judgement stays with the person at the counter, and the list is there to make that judgement quick.
No. A dependent is not a login and grants no access to anything. It records only that the customer said this person may collect for them.
As many as the customer names. In practice the list is most useful when it is short and specific — three named people with clear notes beats a dozen entries nobody reads.
Deactivate them instead. A deleted record cannot answer “who was authorised at the time”, which is the exact question that gets asked when a collection is queried months later.
That is a dispensing decision, not a list decision. Use Notes to record the customer’s own instruction — “not authorised for controlled items” is a common one — and let the person holding Witness a controlled-drug dispense make the call at the counter.