HelloForms
Family · free template

Child Pick-Up Authorization Form

Name who may collect a child, with ID rules and password control.

Questions
25
Pages
4
Layouts
classic
Conditional rules
3
Preview it in the gallery

Searches this template answers

About this template

Collection is the moment a childcare setting is most exposed, and an out-of-date list on a clipboard is how mistakes happen. This authorisation form creates a dated record of exactly who may collect a child. The parent identifies the child and their group or class, then lists each authorised adult with their full name, relationship to the child, phone number and, importantly, whether the setting has met them before. A collection password can be set so staff can verify an unfamiliar adult who arrives claiming authorisation. The form asks whether photo ID must be shown on first collection, and whether any named adult is authorised for regular collection or emergencies only. A restrictions section records anyone who must not collect the child, including any court order or safeguarding arrangement, with a document upload where one exists. Parents confirm they will notify the setting in writing of any change and that the setting will not release the child to anyone not listed. Both the list and the signature are timestamped.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Child and parent

  • Child's full namerequired
  • Child's date of birthrequired
  • Group, class or roomrequired
  • Parent or carer namerequired
  • Email addressrequired
  • Mobile number
  • Home address

Page 2 — Authorised adults

  • Authorised person 1 — name, relationship, phonerequired
  • Authorised person 2 — name, relationship, phone
  • Authorised person 3 — name, relationship, phone
  • Authorised person 4 — name, relationship, phone
  • Which of these have staff met before?
  • Will any authorised person be under 18?required
  • Name and age of the young person

Page 3 — Verification

  • Set a collection password?required
  • Collection password
  • Must photo ID be shown on a first collection?required
  • Emergency-only authorisations?required
  • Notes on emergency-only arrangements

Page 4 — Restrictions and declaration

  • Is anyone prohibited from collecting your child?required
  • Details and any court order or arrangement
  • Upload any relevant order or agreement
  • Agreementrequired
  • Parent or carer signaturerequired
  • Daterequired

25 questions in total.

Conditional logic included

  • When “Is anyone prohibited from collecting your child?” is Yes, require “Details and any court order or arrangement”.
  • When “Set a collection password?” is Yes, require “Collection password”.
  • When “Will any authorised person be under 18?” is Yes, require “Name and age of the young person”.

Works in this layout

Browse classic templates

Frequently asked questions

How do we keep the list current?
Send the form again whenever arrangements change; each submission is dated so the most recent one is the authoritative list.
Is the password approach safe?
The password is stored with the submission and visible only to staff you invite, giving a verbal check for adults staff have not met.
Can we handle court orders?
A restrictions section captures prohibited adults and lets parents upload the relevant order for your safeguarding file.
Can we print it for the register?
Yes — export the submission as a branded PDF and keep it with the child's file or at reception.

Related templates

All Childcare & Family templates