Can a parent sign for a child?

Yes. Send the envelope to the parent or caregiver and add the child's name as a text field.

Can people agree to some uses and not others?

Yes. Use a separate Yes or No choice for each use, and make each one required.

Can we see who has not replied?

Yes. The status list shows every envelope, and reminders can go out automatically.

Guides · By document

Collecting photo and media consent.

Before a photo of a person goes on your website, a poster or a social post, many organisations ask for written permission. A good consent form is specific about where an image might appear and lets people say yes to some uses and no to others. Sending it by link makes it easy to collect from everyone in a group, including parents.

Be specific about each use

People are often happy for a photo to appear in a newsletter but not in paid advertising. Rather than one blanket question, give a separate Yes or No choice for each use: your website, social media, printed material, advertising and media releases. The person signs once, and you have a clear answer for every channel.

Add a text field for any conditions, such as first name only or no images of their children's faces.

Website and newsletters.
Social media accounts.
Printed brochures and posters.
Paid advertising and video.
Sharing with media or partner organisations.

Consent for young people

For a sports club, kapa haka group, dance school or holiday programme, the parent or caregiver is usually the signer. Include text fields for the young person's name and team or class so each form is easy to match to the right child. If two caregivers both need to agree, add them both as signers.

Shoots, case studies and testimonials

When a staff member, client or model takes part in a planned shoot, the form can name the date, the photographer and how long you intend to use the images. An upload field lets the person attach a headshot or approve a specific image you have shared with them. For a filmed interview, add a tick box confirming they have seen the final cut.

Collecting consent from a whole group

Save the form as a template, then send an envelope to each family or participant. The status list shows who has answered, and automatic reminders follow up the rest. Anyone who does not want to take part can decline with a reason, which is itself a useful answer to keep.

Copy in your communications person so they know which answers have arrived before images are chosen.

When someone changes their mind

Consent is not always permanent. Keep a short withdrawal form as a separate template, with tick boxes for which uses they want stopped. The signed request and its audit trail sit alongside the original consent, so your team can see the full history for that person before using an image again.

Common questions

Can a parent sign for a child?: Yes. Send the envelope to the parent or caregiver and add the child's name as a text field.
Can people agree to some uses and not others?: Yes. Use a separate Yes or No choice for each use, and make each one required.
Can we see who has not replied?: Yes. The status list shows every envelope, and reminders can go out automatically.