Creating Registration Questions & Consent Forms in Bookiphy

Your Registration Form in Bookiphy helps you collect all the essential details you need from parents and students — from profile and emergency contacts to medical information and consents.

This form ensures every booking is safe, compliant, and well-documented, and the information you collect appears automatically throughout your platform — giving your team instant access to key data such as medical alerts and photo permissions.

Step 1: Access Registration Form

1. Go to Registration Form in the menu

2. Locate your existing form (e.g. Activity Centre Form) or click Create New Form.

3. Select Edit Form to start adding or updating registration questions.

You’ll see your form divided into seven key sections — each designed to help you capture specific information from parents.

Step 2: Understand the 7 Registration Form Sections

Bookiphy’s registration form is structured into seven logical sections. You can enable, rename, or reorder them to suit your centre’s needs.

1. Profile: Collect essential student details such as:

• Child’s full name and date of birth

• Age group

• Gender (optional)

• Address or postcode

This keeps your student database accurate for attendance, reports, and age-based bookings.

2. Contacts: Capture the primary parent, carer or guardian’s contact details:

• Full name

• Email and phone number

• Relationship to the student

Tip: Booking confirmations and communications are sent to this (primary) contact by default.

3. Emergency

Record additional emergency contacts to ensure safety during sessions.

• Emergency contact name and number

• Relationship to the child

⚠️ Encourage parents to provide a contact other than themselves, in case they can’t be reached.

4. Health 

Use this section to capture key medical and allergy information.

You can add custom fields such as:

• Allergen type – Low / Medium / High

• Specific allergens (e.g. Eggs, Nuts, Dairy)

• Medical conditions (e.g. Asthma, Diabetes, Epilepsy)

• Medication details or notes

Once parents complete this section:

• A medical icon  appears next to the student’s name across your dashboard.

• Hovering over it displays allergy and condition details instantly, for example:

Allergen type: High

Allergen: Egg Allergy

Medical Condition: Asthmatic

This ensures your team can act quickly and safely during sessions.

5. Other:

Add any optional or club-specific questions such as:

• “How did you hear about us?”

• “Any additional notes or learning support needs?”

This section is fully customisable.

6. Consents: Collect parental permissions digitally and securely.

Popular consent questions include:

• Photo & video permission: “Can we include your child in photos or social posts?”

• First aid consent: “Do you give permission for first aid to be administered if required?”

• Collection authorisation: “Can emergency contacts collect your child if you are unavailable?”

Each consent type appears visually across your platform:

• A crossed out camera icon  displays beside the student name if photo permission is denied (“No photo permission”).

This gives your staff instant visibility of what’s permitted or restricted before each class or camp.

7. Terms

Include your club’s Terms & Conditions, Privacy Policy, or GDPR statement here.

Parents must tick to agree before completing registration — keeping you legally compliant.

Step 3: Customise Questions

To add or edit a question:

1. Click Add Field inside any section.

2. Choose the field type (text, dropdown, yes/no, checkbox, date, etc.).

3. Mark important questions as required if they must be completed before booking.

4. Reorder questions by dragging and dropping within the section.

Step 4: Publish Your Form

When you’re ready, click Save & Proceed, then Publish.

A green Published label confirms that the form is live and can be linked to your booking form from the Booking form settings page.

Step 5: View & Download Registration Data

You can view all the data collected from your registration forms anytime under Reports → Registration Report.

This report displays all student details submitted through your form — neatly organised by section:

• Profile

• Contacts

• Emergency

• Health

• Other

• Consents

• Terms
  
  

You can:

• Filter by form name, age group, or student list

• Export the report in a downloadable format (e.g. CSV or Excel)

• Access full registration records for compliance or audits

Need help? Email support@bookiphy.com