This guide explains how to test Medical and Permission Forms within EvBoo. It covers prerequisites, how to create and use test participants, how to access the form, and what scenarios to test.

This Guide is for use by Event Administrators only.

Pre‑requisites

Before testing, ensure the following have been completed:

1. Enable Medical & Permission Forms

These must be enabled in the event configuration settings. Set the Medical and Permission Form Completion Start Date in the Medical and Consent Form section of the EvBoo configuration to be a date in the future, your planned launch date for example. This will prevent the option becoming available for everyone.

2. Configure All Required Text & Options

Update all relevant wording in the Medical & Permission form configuration, including:

Introduction text
Consent statements
Activity permission wording
Medical questions
Any event‑specific guidance
Don’t forget to set the Medical and Permission Form Completion Start Date to be a date in the future!

3. Check the Correct PDF Template is Attached

Every form uses a PDF template:

Some templates are supplied by EvBoo.
Some are supplied by the event and uploaded by the EvBoo support team.

For custom templates, ensure:

All required PDF form fields exist
Field names are descriptive
Fonts and layout are appropriate

4. Need Support?

If your team needs help enabling or configuring forms, or preparing PDF templates, please reach out to us and we will assist.

1. Prepare Test Participants

You can test using either dedicated test accounts or real individuals.
Use both an Over‑18 (O18) and an Under‑18 (U18) participant.

A. Test Accounts (Recommended)

Create one or more dedicated test participants:

U18 test participant (e.g., Test Child)
O18 test participant (e.g., Test Adult or Test Leader)

These can be:

Marked as withdrawn, if you prefer to keep them out of lists
Placed into withdrawn service or staff team, or registration
Re-used safely without affecting real data

B. Real Individuals

You may test using real participants already in the system.
This helps verify real‑world details and gain feedback from a small range of trusted participants or leaders.

2. Create Login Access & Log In

All participants, including test participants, must have their own account login.

How to Generate a Sign‑Up Link

Open Enter / Amend Participant Details for the participant.
Click the three horizontal dots (⋯).
Select Participant Details.
A Sign‑up URL will be shown on the page.
Copy this link and send it to yourself (or the tester).
Open the link to complete account creation and set a password.

You can also access the Participant Details page via the participant search.

Log In

Once the participant has created a password using their sign‑up link, log in to the booking system as that participant.

3. Launch the Medical & Permission Form

Login as the participant using their unique username created earlier. During testing it is unlikely the links to the Medical and Permission form will appear in the menu while still in configuration. This prevents everyone being able to start entering their details before you have tested it!

To access it directly, append /pcform to the booking URL.

Example

if you booking site is https://bookings.evboo.co.uk/howler you add /pcform to the end to make

https://bookings.evboo.co.uk/howler/pcform

This will immediately open the Medical & Permission Form wizard for the logged‑in participant. 

Hint - sometimes using a second browser such as Firefox, Edge or Chrome will allow you have be logged in as an Admin as well as test the forms as a participant.

4. Work through the Form Wizard

The form contains several steps, typically including:

Introduction
Personal details
Doctor / emergency details
Medical information
Dietary requirements
Activity‑specific permissions
Final review

Complete each page as appropriate.

5. Confirm Wording & Behaviour

Check the following:

Wording matches your latest configuration.
No outdated or unnecessary instructions remain.
Activity lists and consent statements are correct.
Under‑18 and Over‑18 forms show their appropriate sections.
Formatting, structure, and question flow make sense to the user.
Medications specified and shown on the booking system match the PDF form.
The return instructions (e.g. print and return to their leader or some other instruction)

If adjustments are required, update the configuration and re‑test. It is essential the words reflect your event and your needs so tailor them accordingly.

6. Verify the PDF Output

Every participant’s completed form is rendered into a PDF.
Check:

All fields populate correctly
Mapping aligns with the PDF form field names
Fonts appear as expected
No missing or truncated text
Script‑font signatures appear if configured

If using your own PDF template, ensure any corrections are applied to the PDF and send to EvBoo so they can be re‑uploaded.

7. Recommended Test Scenarios

To ensure full coverage, test the following combinations:

Participant Types

Under‑18 (U18)
Over‑18 (O18)
Scouts and Girlguiding (if appropriate)

Form & Consent Variations

Different Activity Consent selections (✓ Yes / ✗ No combinations)
Different Medical Remedies

PDF Verification

Once completed check the PDF output is as you expected based on the data you entered.

Summary

To test Medical & Permission Forms:

Complete the pre‑requisites, including form configuration and attaching the PDF template.
Create test accounts first, or use real individuals if preferred.
Use the participant’s Sign‑up URL to create account access.
Log in as the participant.
Launch the form using: your event URL appending with /pcform
Work through the wizard and confirm every section behaves as expected.
Review the PDF output.
Test a variety of scenarios, especially activity and medical variations.

If you need help with configuration, PDFs, or testing, contact us and we’ll support you.