Create a patient/customer profile for new customers at your retail facility. Once you create their profile, you can check them in, process their orders, and keep track of other important information.
Note: If you are operating in Pennsylvania, the patient's medical ID must be scanned on the check in screen to begin the process of registering a patient. You can then follow these steps to modify the patient.
Open the App Drawer, expand the People menu and click Patient List.
Create or modify a patient profile:
To create a new patient, click Create Patient.
To modify an existing patient, select them from the list, then click Modify Patient at the top of the page.
In the Patient Information section, enter information about the new patient in the fields provided. Required fields are marked with asterisks on the webpage.
Field or Button | Description |
Scan License button | If you have a 2D barcode scanner with EZ DL set up, you can click this button at the top-right of the page to scan the patient's driver's license and automatically fill in many of the required fields. |
First Name
M.I.
Last Name | The first name, middle initial, and last name of the patient. If the patient goes by a name other than their current legal name, enter the legal name here, then see the Goes By field below. |
Goes By | If some patients go by a name other than their current legal name, enter it here. If this field is missing, go to App Drawer > Facility Settings > Advanced Settings > Patients and select the Display "Goes By" field checkbox, then save. |
Date of Birth | The patient's date of birth in the format mm/dd/yyyy. Click the calendar icon to select a date. |
Phone Number | The patient's phone number. |
Email Address | The patient's email address. |
Preferred Contact | The patient's preferred method of contact (phone, text, email, physical mail). |
Special Grouping | You can assign the patient to any applicable customer groups set up for the facility, which will give them certain automatic discounts. |
Patient Gender | The patient's gender. |
Frequency of Use | How often the patient purchases from you. This field is set manually and is for your own records only. |
Status | Whether the patient's account is active or inactive. An inactive patient will appear on the Patient Listing page on the Inactive tab and cannot be checked in. All their information, including their transaction history, will remain. |
Customer Type | Whether the patient is a medical or recreational cannabis user. This may affect what they can purchase and how often, depending on your Sales Settings. |
In-State | Whether the patient lives in the state of your facility. |
Tags | Key words or phrases that you can use to easily search for this patient on the Patient Listing page. Those that have already been created for other patients will appear in the drop-down menu for easy selection. To use a new keyword/phrase, type it in and press Enter. To remove a keyword from the list, remove it from every patient profile that uses it. |
Reward Customer Group | Displays the rewards group the patient is a part of, if any. A reward group is automatically assigned based on the patient's activity and customer groups (Special Grouping) they are a part of. See Customer Groups for more information. |
Referral Source | The place the patient heard about your facility. Sources that have already been created for other patients will appear in the drop-down menu for easy selection. To use a new one, type it in and press Enter. To remove one from the list, remove it from every patient profile that uses it. |
Tax Exempt | If the patient is tax exempt, they will not be taxed at checkout when purchasing products. |
Preferred Customer Service Representative | If the patient has a budtender they prefer, select them from the drop-down menu. |
Identification Method | Not required unless your state system requires it. The method by which the patient provided proof of identification. You can select one of the options from the drop-down menu or type in another method. |
If the patient has one or more caregivers, enter information about them in the Caregiver Information section. To an additional caregivers or remove an existing one, click the Add (+) or Remove button.
You may not be able to modify these fields directly, depending on your jurisdiction.
Field or Button | Description |
First Name
M.I.
Last Name | The first name, middle initial, and last name of the caregiver. |
Date of Birth | The caregiver's date of birth in the format mm/dd/yyyy. Click the calendar icon to select a date. |
Phone Number | The caregiver's phone number. |
Email Address | The caregiver's email address. |
State Caregiver Id | The caregiver's state ID number. If you operate in Pennsylvania, ensure the ID entered into this field is exactly 10 digits long. If the ID is less than 10 digits, add zeros to the beginning to make it 10 digits long. For example, if the ID is 123456, enter 0000123456. |
Add a Caregiver Address button | Click to display address fields, into which you can specify one of the caregiver's addresses. Click the button again to keep adding addresses. |
Remove Caregiver Address button | This button is displayed only if there is at least one row of address fields added. Click to remove the address. |
Remove Caregiver button | Click to remove the caregiver. |
Add New Caregiver button | Click to add another caregiver to the patient. |
If you require a mailing address for the patient, click the Address Information section bar to expand it, then add the address information.
If the customer is a medical patient, enter the patient's medical ID and other documentation in the Documents section:
A row of fields for the patient's medical marijuana ID is automatically added for you. Enter the applicable information in the fields provided.
To add additional documents, click the Add File drop-down menu to add a row to the Medical Marijuana Id, Driver License Id, Intake Form, or Extended Sales Limit section. You can do this multiple times for each section.
If your are integrated with Metrc or operate in Utah, the medical marijuana ID entered into the field must be exactly the same as it appears on the card, including special characters such as dashes.
If you operate in Pennsylvania, check the PA check-in troubleshooting guide if you have issues with the medical marijuana ID.
After filling the fields in an added row, click Upload File to upload a PDF of relevant documentation. Once a PDF is uploaded, the Download icon
turns blue
. You can click this icon at any time to view the document, or click the x icon in the corner to remove the file from the system.
Note: You must enable the uploading option in Advanced Settings > Sales to upload files here.
Optionally, if the customer is a medical patient, click the Additional Medical Marijuana Patient Information section bar to expand it, then add the additional information in the fields provided.
In the Qualifying Conditions field, you can select an existing item from the list, or type a new condition and press Enter on the keyboard. After saving the profile, the new item will be added to the drop-down list of conditions.
In the Physician Information subsection, you can select an existing physician profile saved for your facility. If the physician isn't listed, click Add Physician to open a modal where you can create the physician's profile.
If there are sales limits set up for your organization, the Compliance Limits section is displayed at the bottom of the page, which displays the medicated product limit that can be sold to the customer. Click override to change the value for this specific customer.
Sales limits do not apply in some jurisdictions.
Note: If you override the automatic limit, this customer's limit will remain constant even if you update the automatic limit. Click do not override to revert the customer's limit to the automatic one.
Create the patient profile:
To create the patient profile, click Save at the bottom of the page.
To create the patient profile and check the patient in right away, click Save and Check In at the bottom of the page.