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Sometimes someone outside your own team — a wholesaler’s rep, a franchise partner’s field staff — offers to help get your catalogue loaded and your branches set up. Setup Assistant is how you let them do exactly that, and only that, for a set number of days.

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What a setup assistant can do

  • Add and edit items in your product catalogue
  • Import a catalogue file
  • Add stock locations (branches, rooms, shelves)
On a paid pharmacy a setup assistant is never held to the Free plan’s 20-item and 5-location caps. If the plan cannot be checked for them, they see no plan strip at all rather than a wrong one.

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What a setup assistant can never do

  • Sell, refund, void or dispense anything at the till
  • See or edit your customers or patients
  • See wallets, debts, sales figures, reports, cost prices, margins or your net position
  • See or manage your other staff, permissions, subscription or API access
  • Export anything
  • Change the price of an item that already exists
Because cost prices are hidden from them, editing an item leaves its Unit cost exactly as you recorded it. A setup assistant only ever reaches the Inventory screen — nowhere else in ClinikEHR opens for them.

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It always ends on its own

Every grant has an end date — 14 days by default, 30 days at the most. There is no way to grant it “until further notice.” When the date passes, their access stops immediately, everywhere, without you doing anything. If they try to sign in after that, they see a plain screen telling them their access has ended.
Granting this role does not use up one of your paid staff seats’ billing — but it does still count against your plan’s staff limit while it is active, the same as any other account. If you are at your limit, end an inactive account first or upgrade before granting Setup Assistant.

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Grant access

1

Open Staff & Teams → Setup Assistant

You will only see this card if you are the pharmacy’s owner.
2

Select Grant access

Enter the person’s email address. They must already have a ClinikEHR account — this does not send an invitation email or create a new account for them.
3

Set when it ends

Pick a date up to 30 days out. It defaults to 14 days.
4

Select Grant access to confirm

They can sign in and reach Inventory as soon as you save.

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Extend or end it early

From the same card, each person you have granted access to shows Extend and Revoke:
  • Extend moves the end date out, still capped at 30 days from today.
  • Revoke ends their access immediately. Anything they already added or edited to your catalogue stays exactly as it is — revoking does not delete anything.