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.
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: 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
From the Admissions Dashboard
If you want to see other program related information, it is also possible to view paperwork from the Admission Dashboard.
Go to the Admissions Dashboard on the web
View the Pending Forms column, then click the hyperlinked text in this column
From the Form submission status Report
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.
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
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.