Camp roster safety data: emergency contacts, allergies, and pickup authorization

The Camp roster carries the safety-critical data staff and counselors rely on during a session: who to call, what a swimmer is allergic to, and who is authorized to pick them up. Read this before treating the roster as a source of truth on-site.

For every registered swimmer, the roster tab shows:

• Emergency contact, name and phone number.

• Allergies, a list of allergies with severity, including a dedicated anaphylaxis flag shown separately from other allergies.

• Authorized pickup contacts, who is allowed to pick the swimmer up.

• Medical notes, free-text notes.

Members no longer type safety info into the camp form. It lives once on the household profile. Emergency contact on the household, allergies and authorized-pickup lists on each person. And the camp form shows it read-only. When a family registers, the profile's values are frozen onto the registration as a snapshot, which is what the roster reads. So a later Household edit updates only that family's next registration; the roster keeps the snapshot taken when they registered. This is why a member can arrive already having "entered" their allergies: they set them on the Household page, not on the camp form.

On the Camp roster, Edit intake still opens the same editor. Attendance uses compact buttons; its camper/date labels and saved values are unchanged. The control styling does not change which safety data the roster reads.

There are two places intake data comes from, and they don't always agree:

• Per-registration free-text fields. Emergency contact name/phone, medical notes, and a legacy "authorized pickup" text field. These are frozen from the household profile at registration; staff can still correct them per registration from the Edit intake action on the Camp roster tab.

• Structured per-dependent data. A proper list of allergies (with severity) and a proper list of pickup contacts, set on the household's dependent record rather than on the registration itself (the same lists the member maintains on the Household page). The same Edit intake panel lets staff edit these structured lists alongside the legacy free-text fields.

The roster doesn't just show one or the other. It follows a deliberate dual-read rule:

• If structured allergy or pickup data exists for the swimmer, the roster shows that, not the old free-text note.

• If the structured list is empty, the roster falls back to the legacy free-text field instead of showing an authoritative "none."

This is a safety-first choice: there's no separate marker to distinguish "never migrated off free-text" from "someone deliberately cleared the structured list." Given that ambiguity, showing stale free-text is the safer failure mode. A counselor being unnecessarily cautious about a note that turns out to be outdated is a much smaller risk than the system silently hiding a real, unmigrated allergy because an empty structured list was assumed to mean "no known allergies."

If staff clear a swimmer's structured allergy or pickup list, the old free-text medical notes or legacy pickup field is not automatically blanked. Because of the dual-read rule above, that stale free-text will resurface on the roster as soon as the structured list is empty.

The Edit intake panel places the legacy free-text field directly below the structured list as a hint, but nothing enforces this. If the old text is no longer accurate, staff must clear it manually in the same edit. Don't assume clearing the structured list is enough on its own.

A swimmer with no emergency contact name on file is flagged with "missing" in the roster's warning color (amber, not the anaphylaxis badge's red) so it stands out without being confused for a medical alert. Resolve this before the camp week starts. Don't wait for an incident to notice a gap.

Allergies marked with anaphylaxis severity get a dedicated danger badge on the roster, shown above the swimmer's other allergies rather than blended in with them. This is more prominent than an ordinary allergy note. Treat it as the first thing to check when reviewing a swimmer's medical information for the week.

The roster CSV export (downloaded from the Camp page, "Download CSV") and the on-screen roster read from the same underlying roster data, including the same dual-read rule for allergies and pickup contacts. Whatever the roster shows on screen is exactly what counselors will see in the exported CSV. There's no separate export-only view to keep in sync.