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Review form submissions

[For Admins & Managers] Learn how to view submitted forms, request changes from families and approve forms.

Audrey avatar
Written by Audrey
Updated over 2 weeks ago

Once a family submits a form or other paperwork in brightwheel, you'll want to either approve it or request changes if the family needs to correct any information.

You can also review the status of a form to see a family's progress or to send a message reminder to complete the form.


See the status of a form

You can view a shared form's completion status in a couple of different ways.

From the Forms & Requests tab

This is the best spot to see all form submissions.

  1. Navigate to the Paperwork page on the web

  2. On the Forms & Requests tab, use the available filters to narrow down the results

  3. Locate and click the desired form to view the current status

💡 Tip: Use the Refresh button at the top of the Forms & Requests tab or from within the form to see any new form submissions.

From the Admissions Dashboard

If you want to see other program related information, it is also possible to view paperwork from the Admission Dashboard.

  1. Go to the Admissions Dashboard on the web

  2. View the Pending Forms column, then click the hyperlinked text in this column

From the Form submission status Report

Run, download, or print a report showing the status of all forms shared at a program. For steps to access this report, please visit our Form submission status Report resource.


What a form status means

Any action taken on a form will update the shared form’s status.

  • Shared - The form has been sent to the parent but no action has been taken

  • In Progress - The form has been viewed or started by a parent but has not been completed

  • Submitted - The parent has completed the form and is awaiting review

  • Viewed - The completed form has been viewed by the center but no action was taken

  • Approved - The submitted form was appropriately completed and reviewed

    • An approved form will immediately update any field tied to the student’s profile

  • Changes Requested - The center has requested changes and resent the form to parents for them to resubmit.

ℹ️ Parent-level contacts can also see a form's status from their brightwheel account on the web.


Approve submissions

The system automatically reviews submitted forms for data integrity and accuracy. Administrators can then either approve the submission (with or without syncing preset fields to update student profiles) or request changes.

If approving forms within a packet, you can review the entire packet at once by following steps to Review packet Submissions.

  1. Log in on the web

  2. Select Paperwork in the sidebar menu, then click the form's name

  3. Next to the submission, hit Actions > Review & approve

  4. After reviewing the form, select the action to approve it. You can choose to sync any preset fields to student profiles or not.

💡Tip: To quickly see all the forms that need your review and approval, use the Order by filter at the top of the submissions table for 'Reviews Needed.'


Request changes from families

In order to ensure data integrity and verify the parent has correctly submitted the information requested, forms need to be reviewed by the program. Administrators can request changes from the guardian if information is missing or incorrect.

Once changes are requested, the form will be resent to parents via email detailing what you've requested. Parents can make the requested changes and resubmit the form.

  1. Log in on the web

  2. Click Paperwork in the sidebar menu

  3. Select the form's name to open submissions

  4. Next to individual submissions with a status of Submitted, click Actions > Review & approve

  5. Review the form, then select Request changes

Note: Requesting Changes to a form can only be done when the form is not yet approved. If a form has already been approved but changes are needed, you can re-share the same form with parents to allow them to resubmit current information.


Send reminders to guardians

If a guardian or parent hasn't finished a form or your requested changes, brightwheel will send them email reminders automatically on day 3, 7, 14, and 21 after the form or change request was first sent. The reminder will include any incomplete forms for the student.

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