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 staff and family experience
For Staff
When checking children in or out from the Attendance tab on mobile or from a Kiosk, staff will now be asked to take a photo of themselves and provide a digital signature.
On their first mobile check-in, staff will see a one-time prompt to grant location access; after that, geolocation is collected each time automatically.
Note: Checking children in from the web won't capture photo or geolocation data. To stay compliant with TWC requirements, we recommend using the mobile app 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 now be required to take a photo of themselves and provide a digital signature. Here's the exact steps they will take on this new check-in flow:
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 TWC requirements in the KinderConnect Report
If any attendance records are incomplete, you can easily find and review them in brightwheel so nothing falls through the cracks.
On the web, go to Reporting > Reports
Under Attendance, select KinderConnect
Filter the report by date range, status, or student, then click Apply
Select the Fix issues sub-tab
If an attendance error exists, click Review warnings in the banner at the top, then check the Issues column to see the reason, and resolve it
What each error means
For Texas providers, errors that could affect TWC compliance are highlighted in red, such as a missing location, missing photo, or an incomplete check-in.
How to fix a missing photo or location
If a photo was not taken or a location could not be identified, you will need to delete the record and ask the family to log the check-in or check-out again. Make sure they are using an updated version of the brightwheel app so their information is captured correctly.
Note: For more details about error types, correcting and resubmitting attendance records, visit Fix KinderConnect attendance issues.
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.
Who is responsible for checking children in and out in Texas?
According to Texas childcare policy, parents or guardians must enter all attendance records (both time in and time out), rather than providers or staff. Should a guardian miss a check-in, they must log a new check-in and submit the necessary details; after this, staff can update the entry's date to match when it should have been logged.
The one exception is for transported children who arrive at or leave a program via a transportation service rather than being dropped off/picked up directly by their parent/guardian. In that scenario, the provider may be responsible for recording attendance instead. The Texas Workforce Commission outlines this exception in its policy letter: WD 06-26, Chapter 1.
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.