Forms, PAR-Q and medical record

Before anyone steps onto the court, an organization usually needs two things: to know the person is fit for physical activity and to have their medical details and emergency contact at hand. Torneyo forms keep this alongside the athlete’s record, with validity and approval.

It lives on the organization dashboard, under Quick actions → Custom forms. The feature is available from the Pro plan up.

Three kinds of form

Type	What it’s for	How to create it
PAR-Q	Physical Activity Readiness Questionnaire, with the 7 official questions	Create default PAR-Q button
Medical record	Blood type, allergies, medication, health conditions, health plan and emergency contact	Create default medical record button
Custom	Anything else: image release, liability waiver, your own questionnaire	New form button

The default PAR-Q comes with the 7 official questions (Yes/No, required) and requires a signed attachment. You can add up to 10 questions of your own. Official questions carry an Official badge and can’t be removed.

The default medical record comes with 8 text questions: blood type, allergies, regular medication, conditions or injuries to watch, health plan (optional) and the emergency contact’s name, phone and relationship.

Building or adjusting a form

In the builder, set:

• Title, description and a supplementary text shown to whoever fills it in.
• Answer validity (days) — blank means the answer never expires. E.g. 365 for a yearly PAR-Q.
• Certificate template URL — link to the document the person should download, sign and attach.
• Require signed attachment — the answer can only be submitted with the scanned document (PDF, JPG or PNG, up to 10 MB).
• Questions — each with a Yes/No or Free text answer, and a Required flag.

The type can’t change after creation. A question that already has answers can’t be removed — to change the content, create a new form. Deactivating removes the form from the list and stops requiring it.

Filling it in

Answers are collected on the student record: under Academies → class → student, the Forms section lists every active form of the organization with the athlete’s status:

• No answer · Pending approval · Approved (with “valid until”) · Rejected (with the reason) · Expired

Use Fill in (or Fill in again, when rejected or expired), answer and, if required, attach the signed document. The new answer is pending and the most recent one always counts.

The answer belongs to the athlete, not to the enrolment: an approved PAR-Q is valid for all their classes and activities in that organization.

Approving or rejecting

The Pending approvals tab gathers the answers to review, with the athlete, form, date and a note when the attachment was sent. View answers shows what was answered.

• Approve — when the form requires an attachment, first approve the document in the athlete’s documents list (it shows up as “Signed PAR-Q”); only then can the answer be approved.
• Reject — requires a reason, which shows on the student record to guide the next attempt.

A “Yes” on the PAR-Q doesn’t block anything on its own: the organization assesses and decides, usually asking for a medical certificate through the configured template.

PAR-Q required at enrolment

Under Enrollment policy, tick Require PAR-Q at enrollment. From then on, the athlete is only enrolled — and only moves from the waiting list into the class — with a PAR-Q that is approved and still valid. The student screen warns “Enrolment blocked until the PAR-Q is approved”. See Classes, students and attendance.

Medical record on the enrolment PDF

When the athlete has an approved, valid medical record, the student’s enrolment PDF gains a Medical details and emergency contact section, with the emergency contact highlighted — ready to print and take on a trip or to an event.

Expiry

When the form has a validity period, the athlete gets an email saying the answer is about to expire, with the notice set in Expiration warning in the enrolment policy (default: 7 days). After it expires, the answer shows as Expired and no longer counts for enrolment or the PDF.

Who can do what

Action	Owner	Administrator	Manager	Operator	Finance
See the forms and the status on the student record	✓	✓	✓	✓	✓
Fill in on the student record	✓	✓	✓	✓	–
Create, edit and deactivate forms	✓	✓	✓	–	–
See the queue and approve or reject answers	✓	✓	✓	–	–

Privacy

Health answers are sensitive personal data under Brazil’s LGPD. They are visible only to members of the organization that created the form and to the athlete themselves, when their account is linked to the record. See Privacy and data protection.

Current limitations

• The organization’s staff fill in the forms, on the student record. The athlete or guardian can’t fill them in yet (athlete area, portal or app).
• Answer types are Yes/No and Free text.
• Forms are used for class enrolment; they don’t apply to tournament registration yet.
• The expiry warning goes to the athlete’s email, not the guardian’s.