> ## Documentation Index
> Fetch the complete documentation index at: https://docs.mymeddical.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Sending and tracking forms

> Build a library of forms, link them to a camp, send them to guardians, and track responses as they come in.

> Video tutorial coming soon

## 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.

***

## The Forms page

<CardGroup cols={2}>
  <Card title="Find a form with AI" icon="wand-magic-sparkles">
    Search the platform's template library using plain language, e.g. "asthma action plan".
  </Card>

  <Card title="Forms library" icon="folder-open">
    View and manage every active template available to your organisation.
  </Card>

  <Card title="Digitise an existing form" icon="upload">
    Coming soon — upload a PDF or photo and have AI extract the fields automatically.
  </Card>

  <Card title="Build a new form" icon="pen-ruler">
    Coming soon — create a form from scratch with a drag-and-drop builder.
  </Card>
</CardGroup>

<Note>
  **Digitise an existing form** and **Build a new form** are shown on the page today marked **Coming soon** — they're on the near-term roadmap but not yet clickable. For now, use **Find a form with AI** to add templates from the platform library.
</Note>

***

## Adding a form to your library

<Steps>
  <Step title="Open Find a form with AI">
    Click the **Find a form with AI** tile.
  </Step>

  <Step title="Search">
    Type the name or description of the form you need — e.g. "asthma action plan".
  </Step>

  <Step title="Select a template">
    Choose the matching template from the results.
  </Step>

  <Step title="Added to your library">
    The form now appears in your **Forms library**, ready to link to a camp.
  </Step>
</Steps>

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.

***

## Linking a form to a camp

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

<Steps>
  <Step title="Open the camp">
    Go to **Camps** and select the camp from the list.
  </Step>

  <Step title="Open the Forms tab">
    Click the **Forms** tab on the camp detail page.
  </Step>

  <Step title="Add the form">
    Find the template in your **Forms library** and click **Add to camp**.
  </Step>
</Steps>

The form now appears as a column in that camp's **Communications** tab.

<Tip>
  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.
</Tip>

***

## 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.

| Badge         | Meaning                                        |
| ------------- | ---------------------------------------------- |
| **Not sent**  | The form hasn't been sent to this guardian yet |
| **Pending**   | Sent — waiting on the guardian                 |
| **Completed** | The guardian has filled it out and returned it |

<Steps>
  <Step title="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.
  </Step>

  <Step title="Send">
    A summary bar appears at the bottom of the page. Click **Send** and confirm.
  </Step>

  <Step title="Guardians are notified">
    Each guardian receives an email with a link, and a push notification in the mymeddiCAL app.
  </Step>
</Steps>

### 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.

<Note>
  Guardians who haven't yet accepted their mymeddiCAL invite are shown but can't be selected until they finish setting up their account.
</Note>

### 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.

***

## 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.

<Warning>
  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.
</Warning>

***

## 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.