> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Who may collect on someone's behalf

> Record the family members and errand runners allowed to pick up for a customer, so your counter can check in one glance.

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const TaskHeader = ({before, time, after}) => <div className="ck-task">
    {before ? <div className="ck-task__cell">
        <div className="ck-task__title">Before you start</div>
        <p className="ck-task__body">{before}</p>
      </div> : null}

    {time ? <div className="ck-task__cell">
        <div className="ck-task__title">Takes about</div>
        <p className="ck-task__body">{time}</p>
      </div> : null}

    {after ? <div className="ck-task__cell">
        <div className="ck-task__title">When you're done</div>
        <p className="ck-task__body">{after}</p>
      </div> : null}
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['pharmacy']} plans="All plans" roles="Not reachable by a cashier" />

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.

<Path steps={['Sidebar', 'Customers', 'a customer', 'People']} />

<TaskHeader before="A registered customer" time="Under a minute per person" after="A named list your counter can check before handing anything over" />

## Add someone who may collect

<Steps>
  <Step title="Open the People tab">
    Find the customer under **Customers**, open their profile, and select **People**. An empty list reads **No dependents** — "Add a family member or errand runner allowed to collect."
  </Step>

  <Step title="Select Add someone who may collect">
    The **Add dependent** dialog opens — "Someone allowed to collect products on this customer's behalf."
  </Step>

  <Step title="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 customer's contact rather than the customer themself when something is unclear.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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".
  </Step>

  <Step title="Save">
    Select **Save**. You get **"Dependent added"**, and the person appears in the list with their relationship and phone.
  </Step>
</Steps>

## 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.

## Deactivate — do not delete

When someone should no longer collect, open their row and select **Deactivate**. 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 reactivated by editing them again.

## 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:

<Steps>
  <Step title="Find the customer">
    Search **Customers** by name or phone. See [Customer records](/pharmacy/customers/index).
  </Step>

  <Step title="Open People">
    Read the name, the relationship and the notes.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Note>
  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.
</Note>

## If something goes wrong

<AccordionGroup>
  <Accordion title="'A dependent needs a name.'">
    **Full name** is required. Everything else on the dialog is optional.
  </Accordion>

  <Accordion title="I cannot find the Deactivate button">
    It shows only on someone who is currently active. A person already deactivated carries an **Inactive** badge instead; edit them and save to put them back on the list.
  </Accordion>

  <Accordion title="The dependent also shops with us in their own right">
    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.
  </Accordion>

  <Accordion title="I cannot open the Customers screen at all">
    A cashier reaches only **POS** and **Sales**. Ask an owner or manager to check your role — see [Staff permissions](/platform/team/permissions).
  </Accordion>
</AccordionGroup>

<StillStuck topic="dependents" />