How does an Administrator handle Split Family Issues when requesting a Care Profile? (Community Edition) – Forms & Flows

For Community Edition

Providing access to more than one parent.

The Administrator/Organisation is in control regarding which parent is requested to complete a Medical Form (Care Profile). This parent is known as the Profile Owner.

A second parent can also be added as a ‘notification only’ parent. Please check this article on how to do this: How does an Administrator add a Secondary Email Address for Notifications?

This second user will receive email notifications but will not be able to edit the Care Profile or respond to eForms unless the Profile Owner gives them ‘View and Modify access’. Please check this article on how the Profile Owner can do this: How Does a User Share a Profile with a Second Parent or Carer.

To cater for situations where the Profile Owner refuses to share with the other parent, some Organisations such as schools, have implemented policies within their school that the Profile Owner must give ‘view and modify access’ to the other parent unless there is a court order that would deny the other parent access to such information.

Further, that if the Profile Owner does not comply, then the school can change which parent is the Profile Owner. This simple policy works well and ensures that dual access to Operoo is provided.

NOTE: It is strongly suggested NOT to create two requests for Care Profiles (one for the mother and another one for the father) as this may create conflicting medical information and emergency contact details.

What if multiple parents/guardians have been given "View and Modify" access and Administrators want to restrict who can view a specific response?

At times, there's an eForm that is asking for personal data, such as parent and/or carer contact details where it's important that only the contact who completed and submitted the eForm can see the response given. For example, a Pre-Admission/Data Collection eForm.

By selecting "Restrict other contacts from viewing the responses" in the individual eForm Settings, Administrators can choose for only the person who submitted the eForm to see the response given. For example, if mum submitted a Change of Contact Details eForm and this setting was selected, only mum could see the eForm response and no only contact who has an Operoo account could see that submission.

To select this setting;

1. Navigate to the eForm and open it via the 3 lines.

2. Click on "Settings", then select the setting "Restrict other contacts from viewing the responses", before scrolling to the bottom and clicking "Save".

If you have any questions, please contact your Customer Success Manager or the Support Team.

Please note: If this setting is to be set for multiple eForms, the setting must be enabled per eForm.

It's important that this setting is not enabled for every eForm, as there will be eForms where all student contacts should see the response given, for example response to a Trip Consent eForm.

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