Before a child's first day, you need two things from their family: a signed waiver, and the information your staff need to keep the child safe. Collecting both online, as part of registration, means nothing is missing on the morning of.
What to collect at registration
- The participant's name and date of birth.
- A parent or guardian's name, email and phone number.
- An emergency contact other than the parent, with their relationship to the child.
- Allergies, medications and anything else about the child's health your staff should know.
- Photo consent: whether you may use photos of the child.
- Anything your activity needs, like a jersey size or a skill level.
Ask only for what you'll use. Every extra field is one more thing a parent types on a phone, and one more piece of personal information you're responsible for.
Waivers: what makes a signature worth keeping
A ticked checkbox on a form shows that someone ticked a box. A useful record shows who agreed, to which words, and when:
- the full text of the waiver as it read when they signed, not a link to a page you might change later
- the name and email of the person who signed
- the date and time
- which version of your waiver it was
When you change your waiver for next season, families who signed this year's should still have this year's text on record.
Medical details: who should see them
A child's allergies and medications are some of the most sensitive information a camp holds. Canadian privacy law expects you to collect what you need for the child's care, use it for that, and limit who can see it.
In practice, the coach running the session needs to know who has a nut allergy and where their epinephrine auto-injector is. Whoever answers the registration inbox doesn't need a child's medication list, and nobody needs it in a shared spreadsheet or an email thread.
Decide how long you keep it, too. Medical details from a camp that ended two years ago carry risk and serve no one.
How Kineo handles it
- Your waiver is shown and signed as part of registration, before the family pays. Kineo keeps the signer's name and email, the time, and a copy of the exact text and version they agreed to.
- Allergies, medications, medical notes, emergency contacts and photo consent are collected on the same form.
- Coaches see allergy alerts for their session in the Kineo coach app on the day, without access to the rest of your dashboard.
- Families can see the waivers they signed in My bookings.