Documents & Consent
Health information and signed agreements — the onboarding compliance flow: collect medical context, present the school's documents, and capture signatures.
Health & medical information
The student form and record carry a Health & medical section with three free-text prompts:
- Prescribed medications that may impair reaction time or judgement
- Conditions staff should be aware of (asthma, epilepsy, …)
- Illnesses or injuries that may affect training
This is sensitive information (PHI). It is not visible to every staff role: a dedicated students:medical permission gates the section — seeded onto Admin and Trainer, not Viewer. Custom roles can grant or withhold it independently. It is deliberately not collected on the public booking page (an unauthenticated surface); staff complete it during onboarding or the first visit.
The agreement documents
Each school manages its own set of agreements — the three seeded starters (privacy notice, informed consent, safety expectations) are placeholders to replace, and more can be added. All are read + signed by the member (or their guardian):
- Privacy information notice (seeded) — what personal and health data you collect, why, and how it's handled
- Informed consent (seeded) — acknowledgement that martial arts is a contact activity and its risks
- Safety expectations (seeded) — what may/may not be worn, respect and discipline on the mats
- Anything you add — e.g. a code of conduct; add/rename/disable/delete documents under Admin → Documents, and the title is the name members see everywhere
Signing is per document version: saving an edit creates a new version and every member must re-sign it. Version-change only — no time-based expiry.
Documents are managed under Admin → Documents (settings:manage) — add, rename, disable, or delete freely. Each document has a title and a Markdown body; saving creates a new version (starting from version 0, your first edit reads as version 1) — the previous version and its signatures stay as history, and every member must re-sign the new version (version-change-only renewal; no time-based expiry). Seeded with generic placeholder text — replace it before go-live.
Signing
Two paths, both recorded against the document version:
- Digital (portal) — the member's portal link shows a Documents & consent section with each document rendered in full; the reader ticks a confirmation, types their name, and signs. The signature (name, date, method
portal) appears instantly on the staff-side record. The guardian fallback covers minors. - Paper (staff-recorded) — print the form (Print form on the student's compliance card): branded PDF with the document text plus the member's name and signature/date lines. After signing in person, staff use Record signature (date + who signed) — audit-logged.
The student record's Agreements & consent card shows, per document: the active version, signed state ("Signed <date> by <name>"), "Not signed", or "Re-sign required" when a signature exists against an older version.
Keeping track
The Compliance page (sidebar → People) is the school-wide view: every active/trial member with at least one outstanding signature — either never signed, or signed before a document's latest version — with a count of students and signatures to chase. Open a student to record a paper signature or send them to the portal.
Two optional helpers keep it moving:
- Agreement reminders (Communication settings) — the scheduler emails each member once per outstanding document version. Because the reminder is keyed to the document's version, bumping the document re-arms it automatically; there is no separate renewal date.
- Check-in gate (Memberships settings) — when on, QR check-in is refused while a member has an outstanding agreement, mirroring the overdue-balance suspension. Staff marking attendance manually are never blocked.
Injuries and incidents are recorded separately in the accident book.
Permissions at a glance
| Action | Permission |
|---|---|
| View medical & health information | students:medical |
| Edit medical fields, record signatures | students:edit (+ medical to see the section) |
| Edit document templates | settings:manage |
| View the outstanding-signature report | students:view |
| Digital signing | The member's own portal link |