When creating forms in brightwheel, you have powerful tools to gather information efficiently. You can use pre-made questions that automatically update student profiles and add contacts, or create your own custom questions for specific needs.
This guide will show you all your options for building forms that work best for you.
Types of questions
When you create a form, you have two options for questions:
Preset questions (linked to profiles) | Questions already set up in your account linked to existing profile fields, such as Name, Contacts, Allergies or any custom profile fields you created. Answers automatically update the student's profile and custom profile fields when you approve the form. |
Custom questions (not linked to profiles) | These are standalone questions you can create that do not link to or update student profiles. Responses remain accessible through the form submission. |
Determine how families respond in a field
For each question or field added, you can choose how families will answer. Here are the different ways they can respond:
Text: For short written answers
Yes/No
Number: For numerical responses
Date: Select a specific date
Paragraph: For longer written answers
Single or Multi-select Dropdown: Choose one or multiple options from a list
Checkboxes: (Only for Fillable Documents) Select multiple items from a list
Signature: Sign with a drawn or typed signature
State & Country: Choose a location from a pre-defined list
Instructions or messages for guardians
Providers can add a message for families that appears at the top of a form and in any email notifications for that form. This is perfect for sharing special instructions or a welcome note.
Due dates and expiration dates
Providers can set a due date for forms to show families when paperwork is due. You can also add a expiration date to indicate how long submissions remain valid.
To learn more, visit Set form due dates & expiration dates.
Fields linked to student profiles
Certain preset fields on a form are designed to update student profiles directly. When you approve and sync a submitted form, you can choose which preset fields will automatically update the child's profile.
Fields linked to a student profile will be labeled as 'linked to profile'.
Here's a list of the preset form fields that can be linked to student profiles:
Child information | Name, birthday, allergies, doctor's name & phone, gender, ethnicity, medications, notes, |
Custom student profile fields | Link to any Custom fields on student profiles on a form to collect information for that field from families. |
Parent/Guardian information | Name, relationship to child, email, phone number
💡When a "Guardian Information" section is added there is no need to create multiple sections for each guardian as the Parents will be able to add more guardians by selecting the + Add parent/guardian button that is only visible to the person filling out the form. |
Emergency contact information | Name, relationship to child, phone number |
Enrollment information | Desired start date, ask if a sibling is attending & sibling name |
Family mailing address |
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Link custom profile fields to a form
If you've created any custom student profile fields, you can include those fields in your forms. When families fill out those form fields and you approve it, the information they provide will automatically populate into the corresponding custom student profile fields.
To link a custom profile field on a form:
Create your form.
Click + Add section to begin adding fields that connect to your custom student profile fields.
Include the Child information section
Click Add field at the bottom of the section to select the custom profile field you already created.
Note: Before connecting a form field to a custom student profile field, make sure you've created the custom field in student profiles first.
FAQs
Can I link form fields to custom student profile fields I created?
Can I link form fields to custom student profile fields I created?
Yes. After creating custom profile fields on student profiles, you can add them to a form as a preset field. This links the form field directly to a student's profile.
However, if you create a custom question on the form, it will not link to a student's profile. The responses will only be accessible through the form submission.
How do I list the same field multiple times?
How do I list the same field multiple times?
Each field must have a unique name. If you need multiple fields for the same type of information, such as parent names, use distinct labels like 'Parent Name 1' and 'Parent Name 2' to prevent duplicates.
How can I tell which fields are linked to a student's profile?
How can I tell which fields are linked to a student's profile?
Fields that update a student's profile are clearly labeled Linked to profile on the form, so you can easily tell which information will populate directly onto the child's profile.
How do I request a drawn signature from families?
How do I request a drawn signature from families?
If you need signatures on a form, you can require guardians include a typed signature (text or cursive) and/or draw their signature.
To require a drawn signature, click the pencil icon next to the signature field, then select the Drawn signature field type.
