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!
Whether it’s parent-teacher conferences, program events, admission tours, 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, and Staff with parent messaging permissions can create Sign-up forms with specific slots, then share it directly with parents via a URL link.
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, consider adding descriptions to your slots if you need specific details from a Parent (like what snack they're bringing). Families will always have the option to include a custom note when signing up.
Log in on the web
Click Paperwork in the sidebar menu > Sign-ups
Tap + Create new, then input details and available slots
When finished, click Save. Turn on link sharing to copy the link to share 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.
Send sign-up forms to families
Once a sign-up form is created, you can share it with individual families via link sharing by copying the link and sending it out in messaging, newsletters, or elsewhere.
Log in on the web
Click Paperwork in the sidebar menu > Sign-ups tab
Next the Sign-up, select Actions > Share
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.
When you share a sign-up link, new families are prompted to create a brightwheel account and student profile, automatically adding them to your account so you can track their progress and message them.
Existing families, or once new families create their account, can then 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. Admins and creators of Sign-ups will also receive an email once someone signs up or if they cancel.
Visit View & manage family slot sign-ups to learn more.
Types of Sign-ups
Item slotSign up for bringing items (e.g. supplies, snacks) |  |
Time slotSign up for an event or activity happening on a specific date and time (e.g. party RSVPs, field trips) |  |
Recurring slotSign up for events or activities that repeat regularly (e.g. open house/tour slots) |  |
Time seriesSign up for events that have multiple times on a day (e.g. parent-teacher conferences) |  |
FAQs
What access do staff have?
What access do staff have?
While only Parents can use the Sign-up feature for program activities, staff can assist admins with creating and managing the Sign-ups. Admins & managers have full view & edit access to all Sign-ups created at their program. Staff access to sign-up forms depends on who created the sign-up and whether the “Visible to staff” setting is turned on.
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?
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?
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?
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?
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?
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.
