Enrollment Contracts

Administrators can create contract forms via uploaded PDFs with the ability to collect electronic signatures and names from a parent.

Sabrina avatar
Written by Sabrina
Updated over a week ago

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.

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!

  1. Log in to brightwheel on the web

  2. Open the Paperwork page on the purple sidebar menu

  3. On the Forms & Requests tab, click the Create new drop-down menu

  4. Select Contract

  5. Enter the contract's name, type, and notes, and click Continue

  6. Drag & drop the PDF contract to the Contract Review section or choose the Browse to Upload option

  7. Additional custom fields can be added to the Contract Details section if desired

  8. Preview your contract, once complete click Save

  9. 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 the Paperwork page 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.

  1. Navigate to your list of forms and click on the title of the desired contract to view the submissions

  2. Select Review from the Actions drop-down

  3. Review the information provided

  4. 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.

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