Document Requests

Document Requests allow administrators to request a document from families allowing for the easy exchange and tracking of documents.

Sabrina avatar
Written by Sabrina
Updated over a week ago

Document Requests allow Admins and Managers to request a document from families. You can also upload a form so families can download, print, and fill it out, then send the completed form back to the program digitally through brightwheel. This allows for the easy exchange of documents with families online, which can help programs and families stay organized and reduce the manual overhead of creating, sending, and keeping track of all of their documents.

Request a New Document

Administrators can either request a document from the parent with explicit instructions or send a document that can be downloaded and completed by the parent, who can then submit the completed document to the school through the same tool.

  1. Log in to brightwheel on the web

  2. Open the Paperwork tab on the purple sidebar menu

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

  4. Choose the Document Request option

  5. Enter the document's name and notes and click Continue

  6. Add instructions for parents by clicking Edit in this section and saving the instructions

  7. Optionally, drag & drop a PDF to the Downloadable form section or choose the Browse to Upload option
    💡 If you don't need to upload a Document here, no need to complete this step! You can use the 🗑️ icon in the top right to delete this entire section.

  8. Preview your contract, and click Create once complete

  9. Choose to save the contract as a Draft or set Live and click Create

Share a Document Request

Document Requests can be shared with any family in your program directly from the contract's page as long as the student has at least one parent contact added to their account. Alternatively, requests can be shared directly from the Forms & Requests tab in an individual student’s profile. Once a request has been shared with a family, all parents associated with that student will receive an email notification inviting them to review and complete the request. Parents will also be able to view all document requests, contracts, and forms that have been shared with them from the Forms & Requests tab in their student's profile.

Parent View - Completing a Document Request

Immediately after the request has been shared with a parent, they will receive an email with the subject line "[School Name] has requested you complete [Document Name] for [Student Name]". This email will contain a link directly to this request. They can also access this request from the Forms & Requests tab in the student's profile.

The parent will click Start to view the request which will contain the instruction, any potentially included downloadable PDF, and a section for them to upload the requested document. Once they are ready, they can drag and drop the file in the appropriate section or click browse to upload.

Review Document Submissions

In order to ensure data integrity and verify the parent has correctly submitted the document requested, submissions need to be reviewed by an administrator. Any action taken on submissions will update the shared form’s status.

  1. Navigate to the desired form to view submissions

  2. Select Review from the Actions drop-down to review the submission

  3. When ready, select Approve submission or Request changes from the Actions drop-down

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 center has viewed the completed contract, but no action was taken

  • Approved - The submitted contract was appropriately completed and reviewed

  • Needs Changes - The center has requested changes and resent the form to parents for them to resubmit.

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