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

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

Audrey avatar
Written by Audrey
Updated over a week ago

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, 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, 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. Admins and creators of Sign-ups 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/tour slots)

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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