Gravity Forms
+ Permission Slips

A school trip, a club outing or a youth camp needs a permission slip from every family: yes or no, medical notes, an emergency contact, a signature and often a fee. Paper slips get lost in school bags, and a general online form tells you who replied but not who is still missing. The Gravity Forms Permission Slips add-on turns one Gravity Form into the permission slip of one trip and keeps track of every child on the list.

Import your list of children and parent e-mail addresses from a CSV and send each parent a personal signed link. The link opens the slip already filled in with the child's name, so a parent cannot answer for the wrong child, and a changed link is refused. Parents give or decline permission, add medical notes, an emergency contact and a signature (a drawn signature when the signature field is on your site, or a typed name), and pay the trip fee through your normal Gravity Forms product and payment fields. Sending the slip again replaces the earlier reply, with an audit note.

The trip dashboard shows Signed, Declined and Not returned at a glance, sends reminders only to the parents who have not replied, and stops replies after the cut-off on the server. On the day, print the roster as PDF or CSV with emergency contacts, fee status and Out / Back tick boxes. Medical notes are visible only to the trip lead and administrators: they are moved out of the entry, so entry screens, exports and notification e-mails never show them. Everything runs on your own site with no outside connection. For Gravity Forms 2.9 and newer.

Each trip is one Gravity Form with the Permission slip setting switched on. The add-on keeps its own list of children for the trip, with a random secret per child. A personal link carries the child's number and a signature made from that secret with your site's own key, so it cannot be guessed or changed: any other value is refused with 403 before Gravity Forms reads the submission. When the link is opened, the slip is shown on your slip page (or on a plain page of its own) with the child's name filled in and locked; on submit the name is taken from the link again on the server, so a link only ever answers for its own child. The reply cut-off is checked on the server too, both when the page is posted and in the form validation. When an entry is saved, the add-on records the decision, emergency contact and signature for that child, moves the medical notes out of the entry into its own table (the entry keeps a short note instead) and, if the child already had a reply, moves the earlier entry to the trash with a note on both entries. Reminders and personal links are sent through WordPress mail, one e-mail per child. The roster PDF is drawn with a bundled PDF library on your own server. The add-on makes no outside HTTP request beyond the licence and update checks.