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Overview

Digital forms let you send, collect, and review forms directly within mymeddiCAL — no paper, no email attachments, no manually checking who has and hasn’t sent something back. Open Forms in the sidebar to get started.

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The Forms page

Find a form with AI

Search the platform’s template library using plain language, e.g. “asthma action plan”.

Digitise a form

Recreate a form you already use — AI recalls its fields by name and category, and you can refine the result with a PDF upload.

Build a form

Start from a blank form and add your own fields, in any order you like.

Forms library

View and manage every active template available to your organisation.

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Adding a form to your library

There are three ways to get a form into your library — pick whichever suits the form you need.

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Find a form with AI

1

Open Find a form with AI

Click the Find a form with AI tile.
2

Search

Type the name or description of the form you need — e.g. “asthma action plan”.
3

Select a template

Choose the matching template from the results.
4

Added to your library

The form now appears in your Forms library, ready to link to a camp.
The platform library currently includes four Australian health action plan templates: Asthma Action Plan, Anaphylaxis Action Plan, Diabetes Management Plan, and Epilepsy & Seizure Management Plan. More are added regularly. If nothing in the library matches, AI also suggests forms from trusted external sources — ASCIA (asthma, anaphylaxis), NDSS / Diabetes in Schools, Epilepsy Action Australia, state DET portals, and ACECQA (early childhood/daycare). Selecting an external suggestion opens a confirmation step first:
You’ll be asked to tick “I have verified this is the correct form. I confirm it is appropriate for use at my school and take responsibility for this selection” before an externally-sourced form can be digitised into your library. This step can’t be skipped.
What the AI will and won’t do — the Find and Digitise assistants are scoped deliberately narrowly. They will never:
  • Give clinical or treatment advice
  • Access student health records
  • Create platform-level templates (only your own tenant’s library)
  • Add a form to your library without staff confirmation
  • Operate outside school or daycare settings

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Digitise a form you already use

Already have a form your organisation uses — on paper, as a PDF, or just described from memory? Digitise it instead of building it from scratch.
1

Open Digitise a form

Click the Digitise a form tile.
2

Describe it

Give the form a name, category, and (if relevant) the state or jurisdiction it applies to.
3

Let AI draft the fields

AI recalls the fields a form like this typically contains and drafts a first version for you.
4

Refine with a PDF (optional)

Upload your own PDF of the form and AI will refine the draft to match it more closely.
5

Review and adjust

Check every field, edit labels, add or remove fields, and mark which ones are required.
6

Save to your library

Once you’re happy with it, save it — it’s now ready to link to a camp or send directly to a guardian.
Digitising doesn’t need to be perfect on the first pass — you’re always free to go back and adjust field labels, options, or requirements after saving.

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Build a form from scratch

Prefer to start with a blank page and add exactly the fields you need? Use the form builder.
1

Open Build a form

Click the Build a form tile.
2

Add a title and description

Give your form a clear title — guardians see this as the heading when they open it. Add a short description if you want to include contact details or extra context.
3

Add fields

Add as many fields as you need — text, numbers, dates, dropdowns, checkboxes, and more. Each new field starts as Field Name, ready for you to rename.
4

Mark required fields

Toggle which fields a guardian must fill in before they can submit.
5

Save to your library

Save the form — it now appears in your Forms library, ready to link to a camp or send directly to a guardian.

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Field types

Whether you’re digitising or building from scratch, the same field types are available: Toggle Required on any field to stop a guardian from submitting the form until it’s filled in.

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Linking a form to a camp

Before you can send a form to guardians, link it to the relevant camp or excursion.
1

Open the camp

Go to Camps and select the camp from the list.
2

Open the Forms tab

Click the Forms tab on the camp detail page.
3

Add the form

Find the template in your Forms library and click Add to camp.
The form now appears as a column in that camp’s Communications tab.
To remove a form from a camp later, open the camp’s Forms tab and click remove next to it. Responses already submitted are not affected.

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Sending forms to guardians

Forms are sent from the camp’s Communications tab, alongside attendance permissions and health plan requests. Each row is a student; each linked form is a column with a status badge.
1

Select students

Check the box in the form’s column for each student you want to send to. Use the column header checkbox to select every student at once.
2

Send

A summary bar appears at the bottom of the page. Click Send and confirm.
3

Guardians are notified

Each guardian receives an email with a link, and a push notification in the mymeddiCAL app.

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Including a second guardian

By default, a form goes to the student’s primary guardian. If a student has another guardian on file, a +1 ▾ chip appears next to the primary guardian’s name.
  1. Click the +1 ▾ chip.
  2. Check the box next to any additional guardian you want to include.
  3. Send as normal — the extra guardian receives the form too.
Guardians who haven’t yet accepted their mymeddiCAL invite are shown but can’t be selected until they finish setting up their account.

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Re-sending a form

To send a reminder for a form still showing Pending, check its box again in the Communications tab and click Send. The guardian receives a fresh notification.

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Sending a camp attendance permission request

The Permission column in the same Communications tab works the same way as a form column, and asks a guardian to approve or decline their child’s attendance at the camp.
1

Select students

Check the box in the Permission column for each student you want to request a decision from.
2

Send

Click Send and confirm.
3

Guardian responds either way

The guardian can approve or decline from the link in their email, or from the Camp Attendance Permission item in their mymeddiCAL app Forms tab — whichever they use first. Both stay in sync, and you only ever see one decision recorded.
As with forms, a guardian who hasn’t yet accepted their mymeddiCAL invite is shown but can’t be selected until they finish setting up their account.

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Reviewing responses

When a form shows Completed, click the badge to open the full response exactly as the guardian submitted it. To see every submission across your organisation, open Forms and scroll to Received forms. Search by student name or form type, then click to open any submission.
Deleting a form template from your library stops it being sent to new guardians, but every response already submitted is preserved and stays visible in Received forms.

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Filling out a form on behalf of a student

If a paper copy of a form has come back and you want to enter it digitally:
  1. Open the camp → Forms tab.
  2. In Fill out on behalf of student, choose the student and the form.
  3. The form opens prefilled with the student’s known details — complete the rest and submit.

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Sending a form directly to a guardian

Not every form needs a camp attached — for standing health information, or a one-off request, send a form straight to a guardian from their profile.
1

Open Staff & Users → Guardians

Find and select the guardian (or guardians) you want to send a form to.
2

Click Send Form

Click Send Form in the toolbar above the guardian list.
3

Choose a form

Select a form from your library. If a guardian has more than one active student, you’ll be asked which student the form is for.
4

Send

Confirm — each guardian receives an email and a push notification, and the form appears in their Forms tab, just like a camp-linked form.
If the form you pick was originally created for a camp that has already finished, you’ll see a reminder to double-check it’s still the right one before sending.
As with camp-linked sends, a guardian who hasn’t yet accepted their mymeddiCAL invite can’t be selected as a recipient until they finish setting up their account.