Once you've created a form, you have different options available for how you'd like to share it with student contacts.
It's important to note that whether you share the form via invite or a direct link, parents will still be able to view all forms that have been shared with them from the Forms & Requests tab in their student's profiles.
You can better understand the parent experience once a form is shared with them by viewing our Complete Forms with brightwheel resource!
Send to Parents
Forms can be shared directly from the Forms & Requests tab to any student contact at your program, as long as the student has at least one parent contact added to their account.
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, locate the desired form
On that form's row, click the Actions drop-down menu
💡 Click the form name and then Share > Send to parents to be led to the same screen!Select Send to Parents
Set the filters (Student, Program, Room, and Student Status), as needed
Please Note: The Student Status filter option will default to only show students with Prospect, Toured, Applied, and Waitlisted statuses but can be updatedSelect individual students using the checkbox or use the checkbox at the top of the table to select all
When ready, click Share
Once a form has been sent, all parents associated with that student will receive an email notification inviting them to complete the form as seen in the example below.
Link Access
If choosing to set the form's Access Level to Link Access only, you can copy the provided link and send it to your parents in an email or add it to your program's website.
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, locate the desired form
On that form's row, click the Actions drop-down menu
💡 Click the form name and then Share form > Link sharing to be led to the same screen!Select Link Sharing
Click Copy to copy the provided link to your clipboard
When a parent clicks a direct link to a form, they will be given the option to sign in or create an account if they don't already have one.
Share with New Families
When a form is shared via Link Access and a parent opens the link, they will be prompted to log in to their brightwheel account and complete the form from within their account or create an account if one doesn't exist yet.
A great benefit of link sharing is that you can share the link with new families who don’t have an account at your program yet. Once a form link is shared, new parents can create an account and also create a profile for the child that will appear in the admin’s account. Once a parent has added a child profile, it is created and given the default status of Prospect. The form doesn’t even need to be submitted for the student profile to be created. You can use this information to gather prospective student information and add them to a Waitlist!
If you've already created a student profile, the parent can select the profile to complete the form for. If the parent is filling out the form for a profile you haven't created (e.g. subsequent sibling), they will have the option to create a new student profile in your system to complete the form.
Posting a Form Link to a Program Website
One benefit of Link Access is it gives programs the option to add a link to a form created in brightwheel to your program’s website! This can be used to allow parents to easily register for your program, express interest in joining your school, and more.
Please note: when adding this link to a public website, anyone will have access to it. This means they can create a brightwheel account and profile for their child in your program.
If you choose to add a link to a brightwheel form on your website, we advise you to let your website designers know to add a rel="nofollow" attribute to the <a> tag that contains the form link. This will help prevent your link from appearing on public search engines such as Google and hopefully prevent any unwanted students from being added to your program.
If you or your website designers have any questions about this, please have them contact our Support Team at support@mybrightwheel.com.