Can't find a form on the parent portal
A family cannot find a form on the parent site, or the portal forms list is empty. Open Check Permissions on their profile, then follow these steps for each result: Form should be visible, Problem Found, dates, Visibility, and Recipients mismatches.
A form is missing on the parent site
Use this page when a family cannot find a form on the parent portal. They may say the form is not there, the portal is empty, nothing is showing, or they cannot see the registration form after they log in.
Check Permissions is the staff tool that explains why that form is missing for one person. It does not change settings. It compares that person to the form and prints the result in the same window.
Find it on the admin site: open a profile, then click Check Permissions in the top action row, next to Login.
Families never see this button. It is staff-only.
Check the camper (or whoever the form is about), not the parent who is logged in, unless the form is meant for guardians. A result for the wrong person looks like the form is blocked when the camper would actually see it.
How to run Check Permissions
Open a profile in the household
Search for the family and open any profile in that household.
Click Check Permissions
In the top action row, click Check Permissions next to Login.
Choose the person the form is about
Under Check this user's access, select the person who should see the form. For registration, that is usually the camper.
Choose the form they cannot find
Under To this form, select the form the family expects on the parent site.
Run the check
Click Check Permissions in the window. The result appears underneath. Read it from top to bottom, then use the matching section below.
How to read the results
You get one of two headings. Form should be visible means this person clears the checks the tool runs. Problem Found means at least one check failed. Fix that item, then click Check Permissions again until you see Form should be visible.
The tool checks two things only:
- The form is Visible, and today is inside Start Date and End Date.
- This person's profile matches every Recipients filter on the form.
It does not check who the form is for (user type), guardian Allowed access to financials, the portal web address, or whether they are logged into the right account. Those come later, only after the result says the form should be visible.
Result: Form should be visible
You see the sentence Form should be visible. There is no table.
That means, for the person you selected:
- Visibility is Visible
- Today is on or after Start Date and on or before End Date
- Every Recipients filter matches a value on their profile (or the form has no recipient filters)
Open the parent site as that person
On their profile, click Login and look at the forms list on the parent site. Refresh if you already had it open.
Confirm you checked the right person
If the form is for campers, the result must be for the camper. A parent result does not tell you what the camper sees.
If they still cannot find it, check the items the tool skips
Use the checklist in If it still is not on the parent site.
Result: Problem Found
You see the heading Problem Found. Keep reading. The lines under that heading are the reasons. There can be more than one.
Work from the top. Fix the first reason, save, then run Check Permissions again. Repeat until the heading is gone and you see Form should be visible.
Result: dates or Visibility
You see a sentence that the current date does not fall within the start and end dates of the form, or that visibility is set to hidden.
The form is hidden from everyone on the parent site, not only this family. The same sentence covers both causes. The tool does not say which one it is.
Open the form Settings tab
Go to Forms, open the form, and stay on Settings.
Set Visibility to Visible
If Visibility is Hidden, change it to Visible. Hidden turns the form off even when the dates are current.
Put today inside the date window
Set Start Date and End Date so today is inside the range. A future start date or a past end date hides the form. Due Date does not hide it.
Run Check Permissions again
That date sentence should be gone. If Problem Found remains, continue with the table below it.
You can also confirm this on the Forms list. Hidden means Visibility is off. Inactive or Opens plus a date means the window has not started or has already ended. Live means dates and Visibility are not the reason this person cannot find the form.
Result: the comparison table
Under Problem Found you may see a table. Read each row. A green check means that field matches. A red X means that field is why the form is hidden for this person.
| Column | What it means |
|---|---|
| Field | The profile field on the form Recipients tab |
| Recipient Values Allowed | Values the form requires. The person must have one of these. |
| User Values | What is saved on this person's profile. Blank means nothing is set. |
| Check or X | Check: this field is fine. X: this field blocks the form. |
Ignore rows with a check. Only rows with an X need a change.
If every row has a check and you still see Problem Found, the table is not the blocker. The date or Visibility sentence above the table is. Fix that on Settings, then run the check again.
Under the table, Why this form is hidden restates each red X in a sentence. Use those sentences to decide what to edit. There are two patterns.
Result: no value on the profile
Why this form is hidden says the person has no value set for a field, and names the values the form allows.
Example: Jordan has no value set for Season, but the form is only visible when Season is "Summer 2026".
Open that person's profile
Go to the profile field named in the sentence. In the example, that is Season.
Set one of the allowed values
Choose a value from Recipient Values Allowed. Leave the field blank only if this person should not get the form.
Or widen the form instead
If their profile is already correct and the rule is too narrow, open the form Recipients tab and add the value they have, or remove that filter.
Run Check Permissions again
That row should show a check, and the sentence should disappear.
A blank User Values cell is common after an import, when Season, Program, Grade, or a similar field was never filled in.
Result: the profile value does not match
Why this form is hidden says the person has the field set to one value, but the form only allows different values.
Example: Jordan has Grade set to "3rd", but the form is only visible where Grade is "4th" or "5th".
Decide which side is wrong
Either the profile has the wrong value, or the form's allowed values leave this person out.
Update one side
Change the profile field to an allowed value, or add their current value on the form Recipients tab.
Run Check Permissions again
The row should show a check. If another row still has an X, fix that one next. The form stays hidden until every row matches and the date sentence is gone.
If it still is not on the parent site
Use this only after Check Permissions says Form should be visible and the family still cannot find the form.
| Check | Where | What to do |
|---|---|---|
| Guardian Allowed access to financials | Parent profile, account access | If this is off, the whole forms area is hidden for that login. Check Permissions does not test it. |
| Who is this form for | Form → Recipients | The person's type (camper, staff, guardian) must be selected. The result table does not test user type. |
| Correct parent site | Profile → Login | They must be on your parent portal, logged in as this family. |
| Status | Profile | Deleted, Removed, or Archived people do not get portal forms. |
| Adult cards with no forms | Parent site forms list | Parent, guardian, staff, and volunteer cards with no active forms are hidden. A camper card can still show "There are currently no active forms for this person." |
When to use Check Permissions
| They say | Run Check Permissions on |
|---|---|
| We cannot find the form on the parent site | The camper, and that form |
| Nothing is on the portal / no forms | The camper. If the result passes, check the guardian's financials access |
| We added them and it still does not show | The camper, after you save Recipients or the profile |
| It works for siblings, not this camper | The camper who cannot see it. Compare User Values to Recipient Values Allowed |
| Are they eligible? | The camper, before you change Recipients for everyone |
| They say it ended or never started | The camper. Read the date sentence |
Office staff, registrars, and directors use this most often. Anyone who can open profiles can run it. Parents cannot. Before a form launches, run it once on a test camper after you set dates and Recipients.