Manage Digital Forms

[For Admins & Managers] Learn how to adjust existing forms to continue to collect key information from families through brightwheel.

Cassie avatar
Written by Cassie
Updated over a week ago

Once a customizable form has been created providers can continue to edit the form as needed to update content, re-order sections or fields, update the access level, and duplicate the form itself to continue to collect key information from families through brightwheel. This allows providers flexibility with their enrollment process as their needs change or expand.


Reorder Sections and Fields

Reordering section and fields allow programs to reorder existing or new content to ask questions in the order preferred. This allows programs to continue to customize forms after initial creation.

To reorder the way sections or fields are listed on a form, you can use the numbered drop-down menu that appears for each section and/or field to change the order they are listed in:

  1. Log in to brightwheel on the web

  2. Open the Paperwork page on the purple sidebar menu

  3. On the Forms & Requests tab, locate the desired form

  4. On that form's row, click the Actions drop down menu

  5. Select Edit fields

  6. To reorder a Section:

    1. Use the purple number drop-down option to the left of the sections name to select the appropriate order

  7. To reorder a Field:

    1. Use the white number drop-down option to the left of the fields name to select the appropriate order

  8. Once done with changes, select Save


Review Form Submissions

Form Statuses

Any action taken on a form will update the shared form’s status.

  • Shared - The form has been sent to the parent but no action has been taken

  • In Progress - The form has been viewed or started by a parent but has not been completed

  • Submitted - The parent has completed the form and is awaiting review

  • Viewed - The completed form has been viewed by the center but no action was taken

  • Approved - The submitted form was appropriately completed and reviewed

    • An approved form will immediately update any field tied to the student’s profile

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

ℹ️ Parent-level contacts can also see a form's status from their brightwheel account on the web.

Review Form Status

You can view a shared form's completion status in a couple of different ways.

If you want to see all related Admissions information in one place, using the Admissions Dashboard to view form completions is a great idea.

  1. Go to the Admissions Dashboard on the web

  2. Use the available filters to narrow down student results

  3. View the Pending Forms column to see the shared form's completion status

  4. Click on the hyperlinked text in this column to open the student's profile to the Forms & Requests tab

  5. Click the Actions dropdown menu and select Go to Form to view the current status

You can also choose to just open the form directly from the Forms & Requests tab if you just want to see what the status is for all students with whom the form was shared.

  1. Navigate to the Paperwork page on the web

  2. On the Forms & Requests tab, use the available filters to narrow down the results

    1. Search the form name

    2. Filtered by Shared, Unshared, or Closed status

    3. Use the Order By drop-down to sort by Name, or Recent activity

  3. Locate and click the desired form to view the current status

💡Optionally, use the Refresh button at the top of the Forms & Requests tab or from within the form to see any new form submissions.


Approve or Request Changes

In order to ensure data integrity and verify the parent has correctly submitted the information requested, forms need to be reviewed by the program. Administrators can can approve the submission, or request changes from the guardian.

Selecting Request changes will resend the form to parents with the details of the changes requested and they can resubmit the form.

Selecting Approve will automatically update the form status. Selecting Approve and Update will automatically update the student profile with any information entered for only the preset brightwheel questions included on the form.

  1. Log in to brightwheel on the web

  2. Open the Paperwork page on the purple sidebar menu

  3. On the Forms & Requests tab, use the available filters to locate the desired form

    1. Search the form name

    2. Filtered by Shared, Unshared, or Closed status

    3. Order By: Name, or Recent activity

  4. Click the form's name to open parent submissions

  5. Locate any submissions with a "Form Status" of Submitted

  6. Optionally, filter your review by entering a student's name in the Search students bar

  7. Click the Actions drop-down on the applicable row and select Review

  8. Review the form contents

  9. At the bottom, click Select an action...

    1. If changes are needed, select Request changes

      1. Input a note for the parent detailing what needs to be changed

      2. Click Send request to notify parents via email

    2. If changes are not needed, select Approve submission

      1. If you would like the form information to update any applicable fields on the student's profile automatically, click Approve and update. If you do not want the student profile fields to get updated, click Approve without updating.

Details on Requesting Changes

Requesting Changes to a form can only be done when the form is not yet approved. Once changes are requested, the form will be resent to parents detailing what you've requested. Parents can make the requested changes and resubmit the form.

If a form has already been approved but changes are needed, you can re-share the same form with parents to allow them to resubmit current information. Any predefined fields on the student's profile can be automatically updated with the new information.


Duplicate a Form

Create an exact copy of a form by duplicating it. Forms can be duplicated as many times as needed within a single program site.

  1. Log in to brightwheel on the web

  2. Open the Paperwork page on the purple sidebar menu

  3. On the Forms & Requests tab, locate the desired form

  4. On that form's row, click the Actions drop down menu

  5. Select Duplicate Form

  6. In the pop-up, enter a name for the new duplicate form

  7. Hit Duplicate Form again

  8. Once on the Form Details page, you can customize and edit the new form by hitting Select an action > Edit fields in the upper right corner.


Close a Form

When a form is no longer needed by a program, it can be closed so that student contacts can no longer access it and send in new submissions. This is a good option if you plan to reuse the form at a later date or need to reference it in the future.

  1. Log in to brightwheel on the web

  2. Open the Paperwork page on the purple sidebar menu

  3. On the Forms & Requests tab, use the available filters to locate the desired form

    1. Search the form name

    2. Filtered by Shared, Unshared, or Closed status

    3. Order By: Name, or Recent activity

  4. On that form's row, click the Actions drop-down menu

  5. Click Close form from the drop-down options

  6. In the pop-up, hit Close form again to confirm

Reopen a Closed Form

Once a form is closed, it can always be reopened and shared with families again.

  1. Log in to brightwheel on the web

  2. Open the Paperwork page on the purple sidebar menu

  3. On the Forms & Requests tab, use the Status box to filter for Closed forms
    💡 Click the X next to other access types to only filter for Closed forms

  4. To further narrow the results, search the form name, or Order By: Name, Recent activity

  5. On that form's row, click the Actions drop-down menu > Send to parents

  6. Select the student(s) you wish to share it with

  7. Click Review Form > Send

  8. Once shared with one student, the form will be reopened and shareable


Delete a Form

We understand there are instances where you need to permanently delete a form. This could be for a form that was created by mistake or if you accidentally sent a form to the wrong student. You will have the option to delete an entire form or delete an individual submission sent to a student.

After deleting a form - you will no longer be able to access it or any submissions. If you have sent this form to parents, they will not retain access and may lose any work in progress. We recommend exporting or downloading any completed student submissions before deleting if you need them for your records.

💡 If a form (submission or the entire form) was deleted by mistake, our team may be able to assist. Reach out to brightwheel Support to determine what options are available.

Delete Entire Form

  1. Log in to brightwheel on the web

  2. Open the Paperwork page on the purple sidebar menu

  3. On the Forms & Requests tab, use the available filters to locate the desired form

    1. Search the form name

    2. Filtered by Shared, Unshared, or Closed status

    3. Order By: Name, or Recent activity

  4. On that form's row, click the Actions drop-down menu

  5. Click Delete form from the drop-down options

  6. In the pop-up, hit Delete form again to confirm

Delete Individual Form Submission

  1. Log in to brightwheel on the web

  2. Go to the My School > Students tab from your purple sidebar menu

  3. Click on the applicable student to be taken to their profile

  4. Toggle at the top of the page to their Forms & Requests tab

  5. Locate the form submission you want to delete

  6. Hit Actions next to the submission and select Delete Submission from the drop-down menu

  7. In the pop-up, hit Delete form again to confirm


FAQs

Can you change the name of a form after it's already created?

Yes this can be done by going to Paperwork on the web and under Forms & Requests finding the form that needs to be changed. Next to the form click Actions > Form Details to then edit the form name and click Save to update it to the new name.

What if I need to edit a form I’ve already shared with parents?

You can easily edit and reorder sections within a form as mentioned above! Editing a form will not affect or change any historical submissions. After making edits, only new families that are sent these will receive the updates. If you made changes to a form after it has already been shared with a family, you can reshare the form. Check out our Sharing Forms help center resource to learn more about this!

Can I duplicate forms across multiple program sites?

While there is no direct way to copy, or duplicate a form across multiple locations, we recommend navigating to each location and recreating the form at each site you need them.


Learn more about Creating and Sharing Enrollment Forms!

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