Customer Profiles

Set up customer profiles, read and attach permitted records at the counter, and guide customers through private document uploads, released copies, consent and privacy requests.

Customer profiles is a separate add-on that lets you keep typed records against a customer: an optical prescription, a pet, a vehicle or tailoring measurements. Set up retention and staff access in the admin panel, read permitted records from the counter customer card, and let customers open their released records and documents from their signed-in account.

Where to find the owner screens

As the store owner, open Counter devices (/counter/devices) and choose Settings to reach Counter settings (/settings/pos). The Add-ons row there lists Customer profiles, Accounting and Tally, Gift cards and store credit and QR table ordering; each link shows On or Not on and opens that add-on's screen. Store admins who are not the owner do not see the Add-ons row and can open the path directly. The Customer profiles link opens /settings/pos/customer-profiles, and buttons at the top of every page lead to Setup, Access log, Reminders and Privacy requests.

Reading, uploading and releasing are separate

Staff can read only what their role permits. Customers need verified authority for the person, pet or vehicle concerned; signing in or sharing a phone number does not establish that authority. Uploading a file does not verify a record or release a document to the customer. Private document storage and safety scanning must also be ready before document controls appear.

Turn the add-on on

Open Add-ons

Go to Settings → Billing & Plan → Add-ons in the classic sidebar, or Billing & plan → Add-ons in the new sidebar. You can also open /settings/billing?tab=addons.

Activate Customer profiles

The add-on is shown as Rs 299 per month. Confirm the price on the billing screen before you activate it.

Reload

Reload the admin panel so the plan is read again.

While the add-on is off, /settings/pos/customer-profiles shows Customer profiles is not on with a See the add-on button that opens the Add-ons tab. If it lapses, the page reads Customer profiles has lapsed: new profiles and reminders have stopped, while existing records, consent withdrawal and privacy requests stay available. Privacy requests is the one screen that keeps working after a lapse; the Access log and Reminders screens show the not-on notice when the add-on is not active.

Set up profiles

Open /settings/pos/customer-profiles (page title Customer profile setup).

Readiness

The Readiness panel is a four-item checklist, each marked Done or To do:

Item	Becomes Done when
Retention policy reviewed	You have saved the retention section below.
Customer notices added	At least one customer notice exists for the store.
Privacy contact set	You have saved a Privacy contact.
Reminder channel connected	A reminder channel is connected for the store.

The banner reads Private records can be taken. only when all four are done. Until then it reads Private records are blocked until every item below is done.

Customer notices and the reminder channel

This page cannot add customer notices. While Customer notices added is To do, it shows the reason: Notices are loaded after legal review. There is no screen to add them yet, so ask BillionBiz support. While Reminder channel connected is To do, a Connect WhatsApp button opens the WhatsApp plugin page (/plugins/whatsapp) where you connect the channel.

Profile types and retention

Choose the profile types

Under Profile types tick the types you keep: Optical, Pet, Vehicle and Tailoring measurements.

Record who reviewed retention

Under Retention fill Reviewed by and Basis you were advised on. Both are required: Review changes stays disabled until both have text, and also until you change something.

Say how long you keep each type

Four boxes, one per type, read How long to keep: Optical, How long to keep: Pet and so on. They are free text, for example a period in years.

Set the privacy contact

Type the address customers should use for requests into Privacy contact.

Review and save

Press Review changes. A box titled Review before saving appears, explaining that these settings change what staff can record and how long records are kept. Press Confirm and save (or Back to keep editing). The page confirms Settings saved.

The page notes that these are your own entries and that filling them in is not a legal compliance claim. If someone else saved settings first you see This profile changed while you were working. Reload and check it.; reload and apply your change again.

Staff access

Below the settings form, Staff access controls who can do what. The owner always has access. Every other person needs the permissions you give here.

Only staff who already have a profile-access record are listed, each as a Staff block. If none have one the page says No staff have been given profile access yet. and there is nothing to edit.

For each listed person:

Tick the permissions

The choices are See that profiles exist, Read everyday details, Add and edit everyday details, View private records, Record private records, Verify, Release to customer, Attach to bills and bookings, Manage reminders and Handle privacy requests.

Tick the profile types

A second row of ticks (Optical, Pet, Vehicle, Tailoring measurements) limits which types that person can use.

Give a reason and save

Type Reason for this change, then press Save access. The button is disabled until you change a tick and type a reason. The block confirms Access saved.

Access log

/settings/pos/customer-profiles/audit (Private record access log) lists who opened or changed a private record, when and why.

Optionally fill Profile, From and To.
Press Show log. The table has the columns Who, What, Profile, When and Why.
Press Load more at the bottom for older rows.

An empty range shows Nothing was opened or changed in this range. The log shows who and when only, never what the record said.

Reminders

/settings/pos/customer-profiles/reminders (Due reminders) lists reminders your customers agreed to. Type a profile into Profile and press Filter to narrow the list; leave it empty for all. Columns are Due, Channel, Status and Note.

Status	Meaning
Waiting	Queued, not sent yet.
Sent	The reminder was sent.
Held back	Not sent on purpose.
Failed	The send did not work.
Needs your check	Look at it before anything is sent.

The wording sent to customers is neutral: it says only that a follow-up is due at your shop, and never names the person, pet, vehicle or any result. With no reminders you see No reminders yet.

Privacy requests

/settings/pos/customer-profiles/privacy lists Copy of records, Correction, Deletion and Grievance requests from customers. Each shows its state: In review, Done, Done, some records kept or Declined. Only an In review request can be decided.

Pick the outcome

In Outcome choose fulfilled, partly retained or rejected.

Write the reason

Type Reason for your decision. Record decision stays disabled without it.

List what you must keep (partly retained only)

For the partly-retained outcome, What you must keep (comma separated) appears and at least one category is required.

Record the decision

Press Record decision. The request moves to its new state and shows your reason.

Every request is decided by you with a written reason. Nothing is deleted automatically.

Read a profile at the counter

Screen: Customers in the counter (/pos/customer).

Choose the customer

Find and choose the customer on their counter card, then press View customer profiles. The button is disabled while the counter is offline or locked.

Choose the record type

Use Profile type to choose Optical, Pet, Vehicle or Tailoring measurements. Press View history on a permitted record. The reader shows existing history; it does not offer record creation, editing or verification. An archived or erased record cannot be selected for use.

Return or close

Use Back to choose another record, or Close profiles to leave the reader. Changing the customer, locking the counter or going offline closes the current reading context.

Attach an existing record to the current bill

First select this customer on a saved bill. Only then does Attach profile to this bill appear inside the profile reader. It attaches a selected record revision; it does not upload a document.

Enter Existing customer consent reference for a recorded profile-use permission. New consent cannot be recorded here; without a valid existing permission, continue without a profile.
Press Review attachment. The shop checks the customer, selected record, consent and current bill, then shows the record and any current or previous attachment.
To replace an attachment, fill Reason for replacing the attachment. Press Confirm attachment. Profile attached to this bill. confirms the result; earlier attachments remain in history.

Review requires a current revision and consent reference. Confirmation requires a completed review, and replacement also requires a reason. A lapsed add-on prevents attachment writes. If the bill or record changed, review the refreshed selection again. If the outcome is uncertain, use Retry the same attachment before changing the selection; do not create another attachment request.

Open records from a customer account

Screen: sign in to the shop, open My Profile (/profile), then Profiles and records (/profile/records).

Open a profile

Choose Open beside an everyday record, or Open private record beside a private eye record. More profiles opens the next page; First page returns to the start. If the account has no profiles yet, ask the shop to set up and verify the right subject.

Open a released copy

For a private health record with an available released copy, select Open released copy. If the screen asks for identity or relationship verification, contact the shop. This screen cannot issue a verification code. Back to profiles returns to the list.

Released copies show the information made available to you. Internal staff notes are excluded. An add-on lapse stops collection; existing released records and privacy rights remain accessible.

Upload a profile document

Open the relevant record as above and find Profile documents. Upload requires the shop's POS and Customer profiles access, ready private storage and scanning, an active profile and active profile-use consent. Text records and document upload have separate availability.

Choose a supported file

Under PDF, PNG or JPEG document, select a non-empty PDF, PNG or JPEG no larger than 10 MiB. The file picker and Upload document stay disabled without active profile-use consent. Ask your shop to review consent if that message appears.

Upload

Select Upload document. Each upload requests a private upload link that expires after five minutes. Keep the screen open while it uploads and checks the safety scan. Document actions are disabled while uploading, scanning or opening a released document.

Check what the result means

A clean scan shows Awaiting staff review and a separate account release. This is not verification or permission to download. A pending scan leaves the document unavailable; ask the shop to check it. A quarantined document cannot be downloaded; contact the shop before trying another file.

If the five-minute link expires, select the file and upload again to request a new link. After an interrupted or failed upload, check with the shop before sending another copy. Archived profiles do not accept new documents.

Download a released document

From Profile documents, select Open released PDF document, Open released PNG document or Open released JPEG document, then Download released document. Only clean, separately released files with active consent appear for download. The shop checks authority, release and consent again when you open a file, so access can be refused after consent or release is withdrawn. Upload success alone never grants download access.

From the profile list, expand Account and privacy, then choose Sharing and reminders. Read the purpose beside each available permission, such as Profile use, Customer account release or Due reminders, and select Withdraw consent for the intended permission. After the refreshed record confirms withdrawal, that permission no longer has a withdrawal action. Withdrawal does not automatically erase financial records.

If your shop records a new profile-use consent, reopen the profile or refresh its detail. A later active grant can make upload available again; an older withdrawal does not cancel that new grant. The shop still checks profile state, readiness, authority and consent when requesting the upload link. A permission withdrawn after the screen loaded can therefore still be refused.

Suggest a correction or make a privacy request

For an available everyday record, Suggest an update opens What changed?. Choose the Profile, describe the change and press Send for review. Sending requires an active profile, permission to use it and a non-empty description. The shop reviews the suggestion; your approved record does not change automatically.
For a private eye record or tailoring measurements, use Request correction. For other privacy requests, expand Account and privacy → Privacy requests from the list. Choose Request type: Request a copy, Request a correction, Request deletion review or Raise a grievance. Fill What would you like reviewed? (required for a correction), then Submit request. Submission requires an accessible released revision and verified authority. The request appears with its review status; no record is changed or deleted automatically.

If a request's outcome is pending, keep the screen open and use Retry the same request. Sensitive records and drafts are not saved for offline use.

Troubleshooting

What you see	What to do
Customer profiles is not on	The add-on is not active. Turn it on under Settings → Billing & Plan → Add-ons, then reload.
Customer profiles has lapsed	Renew the add-on for collection. Customer released records and privacy requests remain accessible; the admin Access log and Reminders screens require the active add-on.
Customer cannot see Profile documents	Check POS and Customer profiles access, private document storage and scanning readiness. A text record can be available while document controls are unavailable.
Upload remains unavailable after consent changes	Reopen or refresh the profile. Upload needs a current active profile-use grant, active profile, ready storage/scanning and enabled shop access. An old withdrawal does not block a later active grant; the shop checks consent and authority again when requesting the link.
No released download is listed	A clean scan, separate staff release and active consent are all required. Contact the shop about review or access; uploading alone is insufficient.
Upload link expired	Select the file and upload again for a new five-minute link. For interrupted uploads or quarantine, check with the shop before sending another copy.
No bill-attachment controls at the counter	Select the same customer on a saved current bill, then open the profile reader. A valid existing consent reference is required; new consent cannot be recorded there.
Review changes is disabled	Fill both Reviewed by and Basis you were advised on, and change at least one setting.
Banner says private records are blocked	One or more checklist items are To do. Retention and privacy contact are saved here; for notices see the support message beside that item, and use Connect WhatsApp for the reminder channel.
A staff member is missing from Staff access	Only people with an existing profile-access record are listed.
Save access is disabled	Change a tick and type a Reason for this change.
This profile changed while you were working. Reload and check it.	Someone else saved first. Reload and repeat your change.
You do not have access to this.	Your role lacks the permission; ask the owner to grant it under Staff access.
Record decision is disabled	Add a reason, and for partly retained at least one category to keep.
That did not work. Nothing was saved.	Try again; nothing was changed.