Digital Passports for Teams: Sharing Caps Out and Handing a Cap On

Every cap on your order has its own passport, and every one is locked to the email you ordered with. That protects the caps, but it means the person wearing one can't claim it with their own address until you release it. Releasing takes one tap per cap from the passport, or one email to us for the whole order. Here's how a practice manager, theatre lead or clinic owner gets each passport into the right hands.

Last updated: 6 September 2026

Why the caps are locked to you

A cap bought on medicuscaps.com can only be claimed with the order email. The QR is inside the cap, but a cap left in a changing room can be scanned by anyone, and we'd rather a stranger couldn't take it over. For a solo buyer that's exactly right. For a manager who has bought six caps for six people, it needs one more step.

Option 1: claim and hand on, one cap at a time

1. Scan the cap and claim it with your order email.
2. In the "Your passport" card, tap Hand this cap to someone and confirm.
3. Your ownership ends, the cap opens, and your phone forgets it. Give the cap to its wearer. When they scan it, "Claim this cap" accepts their own email.

Six caps, six scans, a few minutes. The activity log records the release, so the trail from your order to their claim stays intact.

Option 2: open the cap and let them claim it

If you'd rather keep the cap in your name until it's collected, claim it and set Who can claim this cap? to Anyone holding the cap. It stays yours for now. The first person to scan and claim after that takes it over with their own email. Switch it back to Only me at any time while you still own it.

Option 3: email us once for the whole order

Twenty caps and no appetite for twenty scans? Email support@medicuscaps.com with your order number and we'll open every cap on it, so each wearer claims with their own email the first time they scan.

When someone leaves

The cap goes with them or it doesn't. If they keep it, nothing changes: the passport is theirs. If it comes back to you, the leaver taps Hand this cap to someone, or you email us, and the next wearer claims it fresh. The activity log keeps the whole chain: made, claimed, released, claimed again. If the cap is done, retire it or mark it recycled and its lifetime summary closes the record.

Lost caps

Every owner can switch on an "If found, please return to" message. Anyone who scans the cap sees it above the claim button, with whatever the owner wrote: the theatre office, a phone number, a reward. Worth asking your team to set it the day they claim.

One person, several caps

Someone with three caps in rotation claims each one with the same email, and the passport lists them under "Your other caps", one tap apart. Wash logs stay per cap, so the rotation is visible.

Larger teams and trusts

Orders placed through the Medicus bulk platform get more: an organisation dashboard with every cap's status, claim rate, laundering compliance and condition checks, plus auditor sign-in on each cap. That's covered in the passport for procurement and auditors. If you're kitting out a department and haven't spoken to us yet, start at scrub caps for teams.

The short version

• Caps are locked to the ordering email. Release them before wearers can claim.
• Hand this cap to someone: one tap per cap, the wearer claims with their own email.
• Or set Anyone holding the cap and let them claim; or email us with the order number to open the lot.
• Leavers hand the cap on or retire it; lost caps carry a return message.

More help

The claim steps themselves are in how to claim your cap. Working out how many caps each person needs? Read how many scrub caps do I need. For departmental pricing and lead times see the bulk and wholesale ordering guide, or try a sample box first.