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Parental Consent Admin Guide

 Audience: Administrators with the Parental Consent Admin role, and system administrators who grant access. For background, see the Overview page. For everyday tasks, see the User Guide. 

 1. Access & roles

Lab Symplified uses single sign-on (SSO) or email/password for authentication depending on the organization setup, so only authorized staff within your organization can log in. Module access is granted through User Access Management.

The two Parental Consent roles

Access Parental Consent

What it grants:

Open the module; use the Donor Dashboard and Donor Lookup; view sign-ups; check consent status; update parent email; resend consent emails; download consent PDFs; export reports; mark records as collected; archive drives.

Parental Consent Admin

What it grants:

Everything above plus the Admin Dashboard (gear icon): managing disclosures, the consent-form logo, and the QR code. An admin must be granted both roles.

    Important: When requesting access for a user, you must specify whether they need admin rights. To create an administrator, check both boxes — Access Parental Consent and Parental Consent Admin. For a standard user, only the first is needed.

     
     

    Granting consent-only access

    A user who only needs Parental Consent must still be given at least view access to one location (they cannot change anything there), in addition to the Parental Consent role. This lets you give screening/collections staff access to consent without giving them edit rights to inventory or other modules.

    Who manages access

    Managing access within Lab Symplified is restricted to your organization's designated system administrators. To add users:

    1. Collect each user's full (real) name and work email.
    2. Confirm whether each user needs admin (both roles) or standard (Access Parental Consent only).
    3. Add or update the user profile and assign the role(s).

    2. Admin Dashboard

    The Admin Dashboard (gear icon) is visible only to users with the Parental Consent Admin role. It controls the content and assets of the consent process.

    Disclosure management

    Disclosures are the consent language shown in the guardian email and consent form.

    1. Open the Admin Dashboard → disclosure management.
    2. Update the wording of an existing disclosure, or add a new disclosure version.
    3. Deactivate the old version and activate the new one. The active version is what goes out to parents.

    Disclosures rarely need to change. Coordinate any wording change with the appropriate policy owner before activating it, since it affects every parent going forward.

    Logo management

    This controls the logo that appears on the consent form and on the downloaded PDF. Update it here to change the branding parents see.

    QR code

    The single static QR code lives here.

    • View and download it for distribution. It never changes and is reused for every drive; every scan opens the donor sign-up portal.
    • Distribute it on sign-up materials — flyers, posters, bookmarks, mini-flyers.

    3. Reports & exports

    Consent records can be filtered and exported, supporting reporting to coordinators and the downtime / backup procedure.

    • Filter by donation site and drive date to isolate a specific drive.
    • Export to PDF — a printable report listing donors, drive date, donation site, and consent status (Signed / Pending). Print this before a drive to see at a glance who has consent and who is still pending.
    • Export to Excel — the same data in a spreadsheet, where you can apply additional filtering as needed.

    4. View Activity (audit trail)

    View Activity shows a complete, timestamped audit trail for a record:

    • When the donor filled out the sign-up form
    • When the system sent the consent email
    • When the guardian signed

    Use it to diagnose why a record never reached Signed (for example, a wrong email or an unopened message).