Emergency contact form for students, staff and members

The worst time to hunt for a parent's phone number is during an emergency. I keep one form that everyone fills in once. The numbers then sit in one sheet I can open fast.

Who should fill it in?

Anyone you may need to call about: pupils (through a parent), teachers, support staff, coaches, volunteers and club members. Parents often fill it for children. Adults can fill it themselves, or hand it to their own AI.

That AI might ask: "Who should we call first?" Then "What is their phone number?" Then "Is there a second contact?" It shows every answer and sends only after a yes. Read about agent-fillable forms.

What does it ask, and why?

Two contacts, each with a relationship and a phone number, because the first one often does not pick up. A voicemail box says whether a message is safe to leave. One open box covers allergies or needs that staff must act on, and nothing more. A check date shows how old the details are.

How do I keep it current?

Ask for a new response each term and use the newest row per person. Download the CSV and print it for trip bags and the front desk. Browse forms for schools and forms for HR teams. New interns need contacts too, so send this after an internship application is accepted. A knowledge check can confirm staff read the safety steps.

Questions

Can I ask for a doctor's name or insurance details?

You can add a field, but keep it to what responders must act on. Leave insurance numbers and medical records out. This template asks only for allergies or needs in one free box.

How do I see who has not replied yet?

The form lists responses only. Compare the CSV against your own roster, sort both by name and look for gaps. Then share the link again with those people.

What if a contact's number changes?

The person sends the form again. Keep the newest row for each name and ignore older rows. The details_checked_on column helps you tell which row is newest.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Who should we call in an emergency?",
  "description": "Please give us people we can reach quickly. We only use these details if something happens.",
  "fields": [
    {
      "id": "person_name",
      "label": "Full name of the student, staff member or member",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "person_role",
      "label": "Their role with us",
      "type": "single_choice",
      "required": true,
      "options": [
        "Student",
        "Staff member",
        "Volunteer",
        "Member",
        "Other"
      ]
    },
    {
      "id": "first_contact_name",
      "label": "First contact's full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "first_contact_relation",
      "label": "First contact is their",
      "type": "single_choice",
      "options": [
        "Parent or guardian",
        "Spouse or partner",
        "Brother or sister",
        "Other relative",
        "Friend or neighbour"
      ]
    },
    {
      "id": "first_contact_phone",
      "label": "First contact's phone",
      "type": "phone",
      "required": true
    },
    {
      "id": "first_contact_backup_phone",
      "label": "A second number for the first contact",
      "type": "phone"
    },
    {
      "id": "second_contact_name",
      "label": "Second contact's full name",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "second_contact_relation",
      "label": "Second contact is their",
      "type": "single_choice",
      "options": [
        "Parent or guardian",
        "Spouse or partner",
        "Brother or sister",
        "Other relative",
        "Friend or neighbour"
      ]
    },
    {
      "id": "second_contact_phone",
      "label": "Second contact's phone",
      "type": "phone"
    },
    {
      "id": "voicemail_ok",
      "label": "It is fine to leave a voicemail",
      "type": "checkbox"
    },
    {
      "id": "responder_notes",
      "label": "Allergies or needs that staff must know in an emergency",
      "type": "long_text",
      "help": "Only what someone would need to act on.",
      "max_length": 600
    },
    {
      "id": "details_checked_on",
      "label": "Date you checked these details",
      "type": "date"
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Who should we call in an emergency?","description":"Please give us people we can reach quickly. We only use these details if something happens.","fields":[{"id":"person_name","label":"Full name of the student, staff member or member","type":"short_text","required":true,"max_length":150},{"id":"person_role","label":"Their role with us","type":"single_choice","required":true,"options":["Student","Staff member","Volunteer","Member","Other"]},{"id":"first_contact_name","label":"First contact'\''s full name","type":"short_text","required":true,"max_length":150},{"id":"first_contact_relation","label":"First contact is their","type":"single_choice","options":["Parent or guardian","Spouse or partner","Brother or sister","Other relative","Friend or neighbour"]},{"id":"first_contact_phone","label":"First contact'\''s phone","type":"phone","required":true},{"id":"first_contact_backup_phone","label":"A second number for the first contact","type":"phone"},{"id":"second_contact_name","label":"Second contact'\''s full name","type":"short_text","max_length":150},{"id":"second_contact_relation","label":"Second contact is their","type":"single_choice","options":["Parent or guardian","Spouse or partner","Brother or sister","Other relative","Friend or neighbour"]},{"id":"second_contact_phone","label":"Second contact'\''s phone","type":"phone"},{"id":"voicemail_ok","label":"It is fine to leave a voicemail","type":"checkbox"},{"id":"responder_notes","label":"Allergies or needs that staff must know in an emergency","type":"long_text","help":"Only what someone would need to act on.","max_length":600},{"id":"details_checked_on","label":"Date you checked these details","type":"date"}]}'

JSON definition

json

{
  "title": "Who should we call in an emergency?",
  "description": "Please give us people we can reach quickly. We only use these details if something happens.",
  "fields": [
    {
      "id": "person_name",
      "label": "Full name of the student, staff member or member",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "person_role",
      "label": "Their role with us",
      "type": "single_choice",
      "required": true,
      "options": [
        "Student",
        "Staff member",
        "Volunteer",
        "Member",
        "Other"
      ]
    },
    {
      "id": "first_contact_name",
      "label": "First contact's full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "first_contact_relation",
      "label": "First contact is their",
      "type": "single_choice",
      "options": [
        "Parent or guardian",
        "Spouse or partner",
        "Brother or sister",
        "Other relative",
        "Friend or neighbour"
      ]
    },
    {
      "id": "first_contact_phone",
      "label": "First contact's phone",
      "type": "phone",
      "required": true
    },
    {
      "id": "first_contact_backup_phone",
      "label": "A second number for the first contact",
      "type": "phone"
    },
    {
      "id": "second_contact_name",
      "label": "Second contact's full name",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "second_contact_relation",
      "label": "Second contact is their",
      "type": "single_choice",
      "options": [
        "Parent or guardian",
        "Spouse or partner",
        "Brother or sister",
        "Other relative",
        "Friend or neighbour"
      ]
    },
    {
      "id": "second_contact_phone",
      "label": "Second contact's phone",
      "type": "phone"
    },
    {
      "id": "voicemail_ok",
      "label": "It is fine to leave a voicemail",
      "type": "checkbox"
    },
    {
      "id": "responder_notes",
      "label": "Allergies or needs that staff must know in an emergency",
      "type": "long_text",
      "help": "Only what someone would need to act on.",
      "max_length": 600
    },
    {
      "id": "details_checked_on",
      "label": "Date you checked these details",
      "type": "date"
    }
  ]
}