Authorizations
Send digital authorization forms to families, collect their responses, and check the status of each authorization in real time.
2026-06-27
Before you start
- You need the director role to create, publish, or close authorizations. Educators can only view them.
- You can filter recipients by tags (groups, year groups) if you want to send an authorization to only part of the school.
Step by step
Create a new authorization
Open the Authorizations section
In the sidebar, click Authorizations under Family portal.
Start a new authorization
Click New authorization (button in the top-right corner).
Fill in the form
- Cover image — optional, but helps families identify the activity at a glance. You can upload a photo or generate one with AI.
- Title — a short, descriptive name (e.g. Museum field trip authorization).
- Description — explain the activity, dates, cost, and any information families need to know.
- Form fields — beyond the mandatory yes/no response, you can add extra fields (text, dropdown, checkbox) to collect additional information such as allergies or an emergency phone number.
Configure the sidebar
- Deadline — the date after which families can no longer respond (optional).
- Recipients — by default the form goes to all families. To restrict it, select the relevant tags.
Publish or save as draft
- Save as draft — saves the authorization without sending it. You can keep editing it later.
- Publish authorization — notifies families and activates the authorization. Once published, it cannot be edited.
Important
Once published, the authorization cannot be modified. If you need to make changes, close the current authorization and create a new one with the corrections.
Check response status
Open the authorization detail
In the authorization list, click the title or the View detail icon on the row you want to check.
Review the stats
At the top you will find three counters: Authorized, Not authorized, and Pending. They show the number of responses out of the total families targeted.
Check individual responses
Below the stats you will find the response list. For each family you can see whether they accepted or declined, any answers to additional fields, the captured electronic signature, and the PDF receipt if one was generated.
Close, reopen, or archive
| Action | When to use it |
|---|---|
| Close | When the deadline has passed or you no longer accept responses. Families will not be able to respond. |
| Reopen | If you need to accept responses again for a closed authorization. |
| Archive | To hide the authorization from the closed list once it is no longer needed. |
Avís
Archiving removes the authorization from the main list. This action is not reversible from the panel.
What to do if...
Families did not receive the authorization notification. The notification is sent automatically on publish. If a family did not receive it, check that they have the app installed and notifications enabled. You can share the authorization through another channel so they can access it from the family portal.
I need to edit a published authorization. Once published, the content cannot be edited. Close the current authorization and create a new one with the necessary corrections.
The progress bar does not reach 100% even though everyone has responded. The total is calculated against the number of active students in the school. Families without a portal account are counted as pending.
Frequently asked questions
Can I send an authorization to only one class or group? Yes. When creating or editing the draft, use the Recipients selector to choose the tags for the relevant group or year. Families without that tag will not see the authorization.
Can families change their response after submitting? No. The response is final once submitted. If a family needs to change it, you must close and reopen the authorization so it appears for them again.
Where is the electronic signature stored? Inside each response you will find the signature captured at the moment of submission. It is kept as evidence and can be reviewed from the panel at any time.
Which role is needed to manage authorizations? The director role. Educators can view authorizations but cannot create, close, or archive them.