Admins can set due dates and expiration timelines for forms and requests in brightwheel to help families complete them on time. Automatic reminders make deadlines clear for families, while renewal alerts help admins keep family information accurate and up to date.
How it works
Overview
| What it does | Visible to | Notifications |
Due date | Defines when a form or Admissions packet should be submitted. | Admins & families | Families are automatically notified of approaching deadlines. |
Expiration date | Determines how long a submitted form remains valid. | Admins | Admins are notified when a form expiration date is approaching. |
Due dates
When you set a form or packet due date, it will be visible to families, helping them understand when paperwork is due. You can set due dates for individual forms or for packets; however, when a form is included in a packet, the packet due date will override any individual form due dates.
Forms and packets do not close automatically when they become overdue, but due dates help admins spot late or incomplete submissions and send reminders.
Expiration dates
An expiration date defines how long a submitted form remains valid before resubmission is required (e.g., for CACFP or licensing). Admins are notified via email 2 weeks, 1 week, and 3 days before a form is set to expire.
You can set a specific date or a time period after submission (e.g., 365 days). Expiration dates cannot be added or edited after a form is shared with families.
Set a form due date and expiration date
When creating a new form, it will be optional to include a due date and/or expiration date. To set a due date for an Admissions packet, visit: Create & share Admissions packets.
Here's how to set a individual form due date and/or expiration date:
Log in on the web
Click Paperwork in the sidebar menu > Create new
Select your form type, then set your due date and/or expiration date
Hit Save to build the form and share
Locate due and expiration dates
A forms' due date and expiration date can be found at the top of the form submission list.
What families see
If a form or packet due date is set, reminders are sent 3 days after the initial share, 1 week later, then again 1 week, 3 days, and 1 day before the due date. Reminders are sent by in-app push notification and email. If a form was not submitted and the due date passed, families can still submit it, but it will display an Overdue status next to the form.
Reminder notification sent to families | 
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Families can conveniently see a forms' due date at the top of the form, from their paperwork tab, and in any email notifications.
How due dates appear in family accounts | 
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View overdue and expired forms
When reviewing form submissions, providers can see if a form is overdue and/or expired by referencing the 'Submitted' column for any given form, or from a child's individual form list.
Look for statuses of 'Expired' and 'Overdue'.
FAQs
Will paperwork auto-close after the due date or expiration?
Will paperwork auto-close after the due date or expiration?
Not yet. Forms will not automatically close after their due date or expiration date.
Is paperwork resent automatically on the expiration date?
Is paperwork resent automatically on the expiration date?
No, forms and packets aren’t resent automatically. Programs receive an email notification as the expiration date approaches, allowing time to manually resend any expired forms.
Will I be notified when paperwork is due or will expire?
Will I be notified when paperwork is due or will expire?
Families are sent form and packet due date reminders, while Admins are sent reminders as the expiration date approaches.
Can I change a form due date and expiration date?
Can I change a form due date and expiration date?
You can always edit a form due date. An expiration date cannot be edited once a form is shared. To learn more, visit: Edit digital forms.