The vast majority of providers that use brightwheel have at least one form that requires a parent's signature. With brightwheel's Contract feature, any PDF form can be uploaded into the Forms & Requests tab and sent to parents to sign. This is vital to centers that collect: Tuition Agreements, Photo Release Forms, Medication Release Forms, or any other center-specific contract.
💡Brightwheel has developed Tuition Contract Templates for your center's convenience and additional information on converting files to PDFs.
Table of Contents
Create a New Contract
A new contract can be created from any saved forms that you may already be using at your center. Simply save the form as a PDF and upload it to brightwheel!
Navigate to the Forms & Requests tab in the Admissions section of brightwheel
Choose the Contract option under the Create New drop-down
Enter the contract's name, type, and notes, and click Continue
Drag & drop the PDF contract to the Contract Review section or choose the Browse to Upload option
Additional custom fields can be added to the Contract Details section if desired
Preview your contract, once complete click Save
Choose to save the contract as a Draft or set Live and click Save
Share a Contract
Contracts can be shared with any family in your program directly from the Forms & Requests tab under Admissions as long as the student has at least one parent contact added to their account.
Alternatively, contracts can be shared directly from the Forms & Requests tab in an individual student’s profile. Once a contract has been shared with a family, all parents associated with that student will receive an email notification inviting them to review and sign it.
Parents will also be able to view all contracts and forms that have been shared with them from the Forms & Requests tab in their student's profile.
Signing a Contact (Parent POV)
Immediately after the contract has been shared with a parent, they will receive an email with the subject line "[School Name] has requested you complete [Contract Name] for [Student Name]". This email will contain a link directly to this contact. They can also access this contract from the Forms tab in the student's profile. Parents will see a blue "I agree" button in the bottom right corner. When the parent is finished reviewing the contract and has signed it, they can click the blue button to submit the contract."
By clicking Review the document will appear, and parents will have the option to review it and/or download it to their computer if desired. Once they are ready, they can enter their full name and date. By entering their full name in the Parent Signature field, they are confirming that they have read and agree to the document attached.
Review Contract Submissions
In order to ensure data integrity and verify the parent has correctly submitted the information requested, contracts need to be reviewed by an administrator. Any action taken on a form will update the shared form’s status.
Navigate to your list of forms and click on the title of the desired contract to view the submissions
Select Review from the Actions drop-down
Review the information provided
In the Select an action menu in the bottom right corner, Request Changes or Approve submission as needed
Form Statuses
Shared - The contract has been sent to the parent but no action has been taken
In Progress - The contract has been viewed or started by a parent but has not been completed
Submitted - The parent has completed the contract and is awaiting review
Viewed - The completed contract has been viewed by the center but no action was taken
Approved - The submitted contract was appropriately completed and reviewed
Needs Changes - The center has requested changes and resent the contract to parents for them to resubmit.
Requesting changes will resend the contract to parents with the details of the changes you have requested. Parents can then resubmit the contract. An approved form will immediately update any field tied to the student’s profile.
