Health information belongs to the trip. It usually comes from your school's permission form, and each trip keeps its own copy: nothing is carried from one trip to the next.
The six headings
- Emergency contacts
- Allergies
- Dietary restrictions
- Medical notes
- Over-the-counter medicines allowed
- Behavioral and other notes
Every heading is optional, and a heading only appears when it has something in it. If your form has one health question, put the answers in Medical notes. You do not need to use the others.
Who can read it
- The trip staff: owners, co-organizers and chaperones. A chaperone restricted to one group sees that group's travelers only.
- The traveler's parents, from their child's page.
- The traveler, in My profile.
Nobody else can read it, and no setting can widen that. The traveler's page shows "Families can see this section, except fields marked staff only." under the heading as a reminder.
Who can change it
- Organizers edit it on the traveler's page, or import it with the roster.
- Parents add and change it themselves, including emergency contacts. You get a notification such as "Olivia's allergies were updated" with "Updated by a parent".
- Adult travelers change their own in My profile.
- Students can see their own but cannot change it. A parent or the organizer does.
Notes only staff should read
The traveler and their parents can read the health headings, the general notes on the record and every custom roster field, except custom fields marked Staff only. For a note you write yourself and do not want the family or the traveler to read, create a custom field and mark it Staff only under Edit trip › Custom roster fields. The import screen says "Families can see this" or "Staff only" beside every column you map.
When it is deleted
To protect your travelers' privacy, health information and emergency contacts on a trip, and the values of custom fields marked Medical, are deleted 30 days after the trip ends (the return date, or the last travel day of a multi-date trip). Other custom fields and the rest of the trip are not affected. Health information is also deleted when a traveler is removed from the trip or the trip is deleted. If you reuse a trip for another date, its health information stays with the trip and is deleted 30 days after the new return date. At least seven days before the deletion, the trip's owner and co-organizers get a reminder in the app and by email with the date. Export it before then if you need a copy; turn on Include health details when you export. See Delete your account or export data.