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Create Sign-up sheets for events, supplies, parent-teacher conferences & more

[For all Staff] Learn how to build digital sign-up forms for families to sign up for events, room supplies and more!

Written by Audrey

With brightwheel's Sign-up feature, providers can send digital sign-up sheets to families in minutes—no more chasing down families or managing paper RSVPs!
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Whether it’s parent-teacher conferences, program events, sign-ups for classroom materials and snacks, or more, Sign-ups make coordinating simple and streamlined for both staff and families.

How Sign-ups work

Admins, Managers, Staff, and Lead Staff roles can create Sign-up forms with specific slots, then share it with parents.

Parents can sign up for a slot, add notes, and cancel if needed. Providers have full control to manage these forms by closing, reopening, duplicating, or deleting them.

You can customize your sign-up form with different slot types to fit your specific event or activity.

Create a Sign-up form

When creating a Sign-up form, add descriptions to slots if you need specific details from Parents (like what snack they're bringing). Families will always have the option to include a custom note when signing up.

  1. Log in on the web

  2. Click Paperwork in the sidebar menu > Sign-ups tab

  3. Tap + Create new, then input details and available slots

  4. When finished, click Save and take steps to share it with families

💡 Tip: When creating Sign-ups, you'll have the option to make slots visible to staff for extra help with planning and scheduling. Staff & Lead Staff can create and edit only the Sign-up sheets they create.

The family experience

💡Tip: You can also share the resource Sign up for program events & activities with families who need instructions signing up for a slot.

Once shared, families can click Sign up next to any slot and optionally add notes.

Once a family signs up for a slot, they will receive an email or text confirmation of their registration. They will also receive a notification if the provider cancels their sign-up or the entire event. Families can view and manage their sign-ups from their account.

Families cannot see who else has signed up, but they will see a 'Filled' status if all slots are taken.

View who signed up & responses

Providers can see who signed up, including their name, relationship to the child, and any notes the guardian provided. The primary account Administrator and creators of the Sign-up will also receive an email once someone signs up or if they cancel. These email notifications cannot be modified or disabled at this time.

Visit View & manage family slot sign-ups to learn more.

Types of Sign-ups

Item slot

Sign up for bringing items (e.g. supplies, snacks)

Time slot

Sign up for an event or activity happening on a specific date and time (e.g. party RSVPs, field trips)

Recurring slot

Sign up for events or activities that repeat regularly (e.g. open house)

Time series

Sign up for events that have multiple times on a day (e.g. parent-teacher conferences)

FAQs

What access do staff have?

  • Admin, Managers, Lead Staff, and Staff roles can all create Sign-ups

  • Admins and Managers have full access to edit and manage any Sign-ups

  • Lead Staff and Staff roles can edit and manage Sign-ups if they created the sign-up themselves or if the creator granted view permissions by toggling the "Visible to staff" setting when creating the sign-up (otherwise they won't be able to)

  • Staff without Parent Messaging roles do not have access to create or manage Sign-ups

Role

Create

Edit & manage

Admins & Managers

✅ Has full access to all Sign-ups

✅

Lead Staff & Staff

✅

✅ Only if they created the Sign-up they will have full access to edit and manage it.

For signups created by other staff, they will only have view access if granted permission by the Sign-up creator or Admin.

Staff without Parent Messaging

❌ Does not have access to Sign-ups

N/A

Can parents cancel their sign-ups?

Yes, Admin can remove parents from slots and parents can cancel their sign-ups within their brightwheel account under Paperwork > Sign-ups.

Will sign-ups link to calendar events?

This feature does not yet link to calendar events; however our product team is actively exploring this feature option.

Can I request a payment with a sign-up?

No, we recommend sending individual invoices as you normally would.

Can I print physical sign-up sheets?

Not yet, however, our team is exploring this as a potential addition to this feature.

Can I preview a sign-up sheet for Parents?

Yes, to see the family experience of your sign-up, you can always click Select an action > Preview.

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