Troop CampfireChasing health forms the week before summer camp is a rite of passage nobody enjoys. Campfire can track who has a current form so you know who to chase without opening a filing cabinet.
Turn it on
- Tap Account Settings (top right) → Organization → Features.
- Turn on Health Forms.
- Choose how much to store. Scouting America does not allow units to store health forms electronically, so units in a Scouting America program should leave Allow Uploads off and record exam dates only. If your unit is part of a different organization, check with them before turning uploads on.
Date-only tracking is the whole feature
Recording exam dates without storing a document gives you everything Campfire does with health forms: expiry dates on the roster, the Reports → Health Forms compliance list, and the Physical column on an event's Readiness tab. Nothing is held back, so no unit has to store a form to get the tracking.
Getting the forms to families
The form itself comes from Scouting America, not from Campfire. Point families at the Annual Health and Medical Record page to download and print it. Campfire links to the same page from each member's health form section, so a parent who is already in the app can get there without hunting for it.
Parts A and B are filled in by the family. Part C is the physical, so it needs a doctor's signature and a visit, which is the part worth asking for early. Campfire tracks Part C separately with its own exam date and its own annual expiry, so a family can hand in A and B now and bring C later without the record looking incomplete.
A tip from a Cubmaster
Ask families to fold the printed form in four and put it in a sandwich-sized Ziploc bag. It survives a wet weekend, it fits in a pack, and a stack of them stays sorted when a leader is carrying the whole unit's paperwork. Campfire tells you whose form is current; the bag is what gets it up the mountain.
Who can add or update a form
Only roles with the Manage Health Forms permission can upload a form, set or change an exam date, or delete a form — usually a leader or committee member who looks after medical records. Families cannot edit their own records, so what is on file is always what a leader put there. Scouts and parents can still see their own family's forms, and anyone with View All Health Forms can see the whole unit's. To change who has these, go to Account Settings → Organization → Roles.
See who is missing one
Open Reports → Health Forms for a compliance view of the whole unit. This is the list to work from before a campout.
Require a form for an event
When you create or edit an event you can set the health form level it requires. Campfire then works out each attendee's status by comparing their form against the event dates, and shows it as a column on the event's Readiness tab alongside permission slips and payment — see Track permission slips and payments.
Health information is sensitive
Health forms are the most sensitive records in your unit. Only members whose role grants access can see them, and they are deliberately excluded from exports and from anything public. Scouting America does not allow units to store health forms electronically, so units in a Scouting America program should record exam dates only. If your unit is part of a different organization, check with them before you store any documents. Whatever you keep, remove forms you no longer need.