Health declarations and medical certificates
What the school keeps about a child's health, who is allowed to read it, and what happens — and does not happen — when a certificate expires.
Written for school owners and admins, coaches
Two records sit together on a child's page. The health declaration is what a parent asserted and signed: twelve yes-or-no questions, all of them answered, every yes backed by a written note. It is stored as signed, never edited, and asked for once — when a family creates the child's record by signing themselves up. Re-enrolling a child already on file never asks again, and a child the desk adds by hand is never asked at all: those profiles read “No signed declaration on file.” for good. A certificate is the other record, a doctor's fitness note with an issue date and an expiry date. Only one is ever consulted: the one that expires last, not the one uploaded last.
Who can open it
“Health & medical records” is a permission of its own, split from “Students” so a school can hand out a roster without a child's medical history, and the “Coach” preset holds it read-only. The routes behind the card check the plain role instead: an “Admin”, any “Coach”, or the child's own parent. A “Front desk” or “Manager” account meets an error where the card should be, whatever you tick for them. Adding or removing a certificate is narrower again, admin or the child's own parent, so a coach is shown “Upload certificate” and a remove control whose save is refused. The declared answers arrive only on “Open declaration”, and “Medical details. Opening this is recorded in the audit log.”
Adding a certificate
- Open the child's “Medical certificates” card, on the student's page or on the family's own account.
- Fill in “Issued on” and “Valid until” first. Choosing a file before them returns “Please add the issue and expiry dates first.” and uploads nothing.
- Press “Upload certificate” and pick the file: a PDF or a photo, up to 10 MB. Anything else comes back as “Only PDF or image files are allowed.”.
- Keep the expiry later than the issue date, or the upload is refused.
- Check that the new row reads “Valid”. “View” opens the file through a link that lives about five minutes.
When one lapses
Nothing is blocked. A lapsed or missing certificate paints “Medical certificate expired” or “No medical certificate” on the child's header and marks them for attention on the class roster, and that is the whole of it: registration goes through, renewal goes through, the register takes the mark. A scan at the desk does name the status, but the attendance row is already written by the time you read it. The roster flags only a lapsed or missing one, never “Expiring soon”, and that header badge turns at 30 days whatever you set in “Warn before a certificate expires (days)”.
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