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
Navigate to the Paperwork page on the web
On the Forms & Requests tab, use the available filters to narrow down the results
Locate and click the desired form to view the current status
💡 Tip: You can conveniently view the status of a form in a few spots:
From the Admissions Dashboard - Helpful if you need a holistic view of your enrollment pipeline, plus paperwork status. Go to Admissions > Admissions Dashboard to see the 'Pending forms' column.
Export the Form submission status Report.
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 |
Overdue | The due date past and the form was not submitted |
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 |
Changes Requested | The center has requested changes and resent the form to parents for them to resubmit |
Expired | The form has expired based on the timeline you set |
ℹ️ Most form statues are also visible to Parent-level contacts.
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.
Log in on the web
Select Paperwork in the sidebar menu, then click the form's name
Next to the submission, hit Actions > Review & approve
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.' You can also select the Status filter to see forms with a specific status such as "Approved."
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.
Log in on the web
Click Paperwork in the sidebar menu
Select the form's name to open submissions
Next to individual submissions with a status of Submitted, click Actions > Review & approve
Review the form, then select Request changes
🚩 Once a form has been approved, you cannot request changes. If changes are needed to an already approved form, 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 completed a form or your requested changes, brightwheel automatically sends reminder notifications via email and in-app push. These reminders are sent 3 days after the form is initially shared, then again 1 week, 2 weeks, and 3 weeks after the initial share.
If a due date is set for the form, reminders are still sent immediately after the share, but then 1 week, 3 days, and the day before the due date.