Add an authorised collector for a student
On Safe Pick-up > Collectors, search the student, choose Add a collector, fill in the person details and save; a one-time PIN is generated.
For School administrators, Teachers, Staff, Directors and proprietors. Updated 2026-10-09.
Overview
Open Students > Safe Pick-up and stay on the Collectors tab. Search for the student by name or student ID in the Student field; the collector cards for that student appear. Select Add a collector (needs the “add pick-up” permission).
The form asks for a photo (optional, JPEG, PNG or WebP under 5 MB; a clear face photo helps gate staff), Full name (required, 2-120 characters), Relationship to the student (required, 2-60 characters, for example Aunt, driver, neighbour), Phone, ID type (Ghana Card, Passport, Driver's licence, Voter ID or Other), ID number, Can collect from, Can collect until, and Notes for the gate (up to 500 characters, for example only on Fridays).
When you save, a six-digit PIN is generated and shown in a Pick-up PIN dialog with a Copy button. Give the PIN to the collector. The ID number is stored but shown masked (only the last four characters) in lists. Each collector card shows a status badge: Can collect, Outside dates (before the start date or after the end date) or Inactive.
Parents can also add collectors for their own children from My Pick-up using the same form.
Before you start
- The “add pick-up” permission permission
- The student exists and is active
Steps
- Open Students > Safe Pick-up and select the Collectors tab
- Search the student by name or student ID in the Student field
- Select Add a collector
- Enter Full name and Relationship to the student; add phone, ID type, ID number, photo and gate notes where available
- Optionally set Can collect from and Can collect until to limit the period
- Select Add collector
- Copy the PIN from the Pick-up PIN dialog and hand it to the collector, then select I have noted it
Common problems
The Add collector button is disabled
Full name and Relationship must each be at least 2 characters, and the photo must have finished uploading.
The end date is rejected
The system says the end date cannot be before the start date. Choose an end date on or after Can collect from.
I forgot to note the PIN
It cannot be shown again. Use New PIN on the collector card to issue a replacement.
There is no Add a collector button
Your account lacks the “add pick-up” permission. Ask an administrator for the permission.