Health forms how to - ScoutsCymru

At AWSC 24 we are committed to being as waste-free and paper-free as possible so this year we are pleased to introduce digital health forms for all participants. We hope you agree this is a step in the right direction.

Here’s a guide to completing these forms:

The volunteer who made the booking (booking contact) sends out unique links to each participant’s contact (more details below).
Each participant (or parent, if a young person) completes their own health form and submits it.
Once submitted, the information will be held securely and will be accessible to AWSC Administrators to use as appropriate during the event AND to the volunteer booking contact (further details on this will follow).

Creating the links has a few steps and the guide below takes you through these. If you have any questions, drop us a line.

How to share Health Forms

Login to your AWSC booking: https://booking.scoutscymru.org.uk/MyBookings

The first step is to check all the information on your booking is complete. Click on your 2024 booking and select View/Edit from the dropdown menu.

For Scouts and Young Leaders, names and dates of birth must be entered correctly for a link to be generated.

Once you are sure the information is correct move back to the top of the page and select Generate links.

You will see the screen shown below.

Due to the sensitivity of the data we have decided to give the links a life span. On this page, you can choose how long you want the links to last – up to 2 weeks. However, we ask that all forms are completed a minimum of 2 weeks before the event.

Once you have pressed the Submit button you will see the following screen. Each member of your booking (who has complete information is listed along with a link).

The two buttons at the end of each row give you the ability to copy that link or open the link in your browser(if you want to fill out your own there and then).

At the bottom of the page is a button so that you can download this information as a .csv file, which you will be able to open in Excel or another spreadsheet package.

The way we see this working is that you can send an email or text to each parent/guardian or adult participant containing a unique link that allows them to fill out their form.

Example Health Form for Young People

Here is an example of a health form for young people. The grey fields are pre-populated by the system and cannot be changed on the form. To change these fields, you will need to contact the team to update all the info.

Please note that permission to do the shooting activities is included in this form. It is very important that this section is completed if your young people wish to do shooting on camp.

The Adult form is very similar with just a few variations.

Checking Completed Forms

So you want to check who has completed their health forms.

Jump back to the My Bookings section, and on your booking select the manage people option from the drop-down.

Manage people

Now you will see a cell person on your booking. There are a couple of options for how it will look.

The red First Aid kit icon indicates the health form is yet to be completed. A green First Aid kit icon indicates the health form is complete. The not attending option is there for people who are no longer able to attend the event. If they are still coming just ignore it.

How to View Health forms

Once all of your health forms are completed, you will be able to download them as a .zip file. To do this you will need to go to the booking options menu and select documents.

Inside the zip folder, you will find a PDF for each person in your group.

If you have any questions or need support with this please get in touch and we will do our best to help.

Look forward to seeing you soon #TeamNerds