Starting September 1, 2026, the Texas Workforce Commission (TWC) requires all providers receiving subsidized care (CCMS) reimbursement to capture a photo, digital signature, and geolocation with every attendance record.
If your program has the Texas KinderConnect integration turned on, brightwheel already has you covered. This capture happens automatically when checking in or out via Kiosk, Quick Scan, or the Attendance tab on mobile, so there's nothing extra you need to set up.
How is brightwheel TWC compliant
When checking in and out via Kiosk, Quick Scan, and the Attendance tab on mobile, brightwheel captures three pieces of data to meet state requirements:
Geolocation: GPS coordinates from the device used to check in, confirming the check-in took place at your program's location.
Photo: A photo of the person performing the check-in or check-out to verify their identity.
Digital signature: The person's recorded consent to the attendance record. This applies to everyone who checks in using brightwheel, including guardians, staff, and administrators.
Note: You won't see captured photos or geolocation in your check-in feed or reports, but this data is sent to KinderConnect automatically. If a record is missing data, you'll see a flag in the Edit Attendance modal so you can address it before submitting to KinderConnect.
Changes to the brightwheel check-in system
đ© This feature update is rolling out over the next few weeks. To get it as soon as it's available, make sure automatic updates are turned on for all your program devices. You can also let your staff and families know to enable automatic updates on their personal devices. Here's how to enable automatic updates: iOS | Android.
When checking children in or out from the Attendance tab on mobile or from a Kiosk, staff will be asked to take a photo of themselves and provide a digital signature. On their first mobile check-in, they'll see a one-time prompt to grant location access; after that, geolocation is collected automatically each time.
Note: Checking children in from the web won't capture photo or geolocation data. To stay compliant with TWC requirements, we recommend using the Attendance tab or Kiosk for all check-ins.
For families
When checking in via Quick Scan (scanning a QR code from a personal device or a program kiosk), families will:
1. Enable location permissions when prompted (a one-time step)
2. Complete health questions (if applicable), add their signature, and enter their 4-digit check-in code
3. Center their face in the oval and tap Take Photo to snap a photo
View missing requirements in the KinderConnect Report
If any records are incomplete, you can identify and review them in brightwheel.
Go to Reporting > Reports
Under Attendance, select KinderConnect
Filter by date range, Provider ID(s), and/or student statuses
If attendance errors exist, click Review in the red banner at the top
Hover over the red alert symbols to see which requirements are missing
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FAQs
Is this a state requirement?
Yes. The Texas Workforce Commission mandates this data collection for all programs receiving subsidized care reimbursement, effective September 1, 2026.
What happens to this data after it's captured?
brightwheel retains the data for 90 days, then automatically deletes it. During that window, you can submit it to KinderConnect in brightwheel, which forwards it to the Texas Workforce Commission to support your subsidy claim. The data is stored securely and not displayed in your check-in feed.
What if a record is incomplete?
If someone checks in but a required piece of data is missing, you'll see a flag in the Edit Attendance modal from the KinderConnect report in brightwheel.
Will this slow down check-in?
The additional steps add minimal time, typically under 30 seconds once families and staff are familiar with the flow.
What if someone won't grant location permission or take a photo?
Check-in cannot be completed without all three data points. If this becomes a repeated issue, contact brightwheel Support to discuss your program's situation.
Where does this apply?
These changes apply to check-ins completed via Kiosk, Quick Scan, or the Attendance tab on mobile for all user types. Check-ins recorded manually on web will not include these requirements.
Do I need to tell families about this?
Yes. We recommend notifying families before September 1 that brightwheel updated check-in to comply with Texas state requirements and briefly explaining what they'll see. This prevents confusion on the first day.
What if we're not in Texas or don't use KinderConnect?
These changes apply only to Texas providers with an active KinderConnect integration. If this doesn't describe your program, you won't see any changes to check-in.
Will families need to grant location permission every time?
No. The location permission is a one-time request on their first mobile check-in. After that, it remains active for all future check-ins.
Can I turn this off?
No. This is automatically enabled for all Texas providers using KinderConnect. This prevents your program from accidentally falling out of compliance. Contact brightwheel Support with any questions.