Form Recipients & Permissions

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title: Who can access a form description: Understand how a form decides who can see it: audience permissions, recipient filters, and how the direct access link fits in.

Overview

Every form decides who can access it using two separate controls that work together:

1. Who the form is for - which kinds of people are allowed to access the form at all (campers, staff, and so on).
2. Recipient filters - the saved or dynamic criteria that narrow access down to specific people within those types.

You set both in the form's Recipients area. Understanding how they interact helps you make a form available to exactly the right people.

Who the form is for

At the top of the Recipients area, choose the audience for the form:

• Registration forms: Who is this registration for? Helper text: Pick who attends, not who fills the form out. Guardians already complete registration for campers.
• Other forms: Who is this form for? Helper text: Pick who the form is about. Add Guardians only if they are the ones attending.

Only the selected types can ever access the form, no matter what the filters say. If you add a Parent or Guardian type, Campium asks whether guardians will be attending before it keeps that choice.

How to apply the form

After choosing who the form is for, you decide how it applies:

• To all the Active/Inactive/Pending user types selected above - everyone with an active, inactive, or pending status in those types can access the form. No filters are used.
• Only people who match the filters below - access is limited to the people who match the recipient filters you build.

Recipient filters

When you choose to filter, you build criteria that narrow the selected user types down to specific people. Filters can use profile fields, statuses, seasons, sessions, and other data, and you can:

• add one or more filter rows with fields, operators, and values
• save a set of filters as a reusable Saved Filter template and load it into other forms
• see a live Matches count, and use View to preview exactly who matches

Filters only ever narrow within the types you selected. They never grant access to a type the form does not allow.

The direct access link

The Direct access link (found at the bottom of the Recipients area) is for special cases where a specific family needs a form but does not match your current filters. The link:

• bypasses recipient filters - the person does not need to match your saved or dynamic criteria
• still respects who the form is for - the person's type must be one the form allows
• still requires login on the parent portal
• expires after the timeframe you choose

In other words, the direct access link is a shortcut around your filters, not around the audience picker. If a family's type is not allowed on the form, the link will not let them in.

Putting it together

To decide whether a given person can access a form, Campium checks:

1. Is their type allowed under who the form is for? If not, they can never access the form.
2. How does the form apply? If it applies to all selected types, eligible people get access. If it is filtered, only people who match the filters get access, unless they were given a direct access link, which skips the filters but still requires an allowed type.

A family cannot find the form

When one person cannot find the form on the parent site, open their profile and click Check Permissions. Pick that person and the form. The result is either Form should be visible or Problem Found, with a field-by-field table and a Why this form is hidden explanation.

Step-by-step for each result: Can't find a form on the parent portal.

Related

Recipients

Generate and share a direct access link for families who need a form outside your filters.

Can't find a form on the parent portal

Run Check Permissions and read each result.