Admins and Managers can share forms with families in three ways:
Share directly to guardian brightwheel accounts | |
Share via a copied URL link | |
Share multiple forms at once via Direct Invite or Link Access |
Once shared, parents can complete forms in their brightwheel account on the web or mobile app. Learn more about the parent experience here: Complete Forms with brightwheel.
This resource explains sharing single forms, but multiple forms can be sent together using an Admissions packet.
💡Please note, If you are a multi-site organization, forms need to be created and shared separately for each site.
Send to Parents (via Direct Invite)
Forms can be shared directly to any student contact at your program, as long as the student has at least one parent contact added to their account. Once shared, families will navigate to the Paperwork section on their account to view shared forms.
Follow the steps below to send individual forms via Direct Invite. Navigate to Admissions packets if you wish to share packets via Direct Invite.
Log in to brightwheel on the web
Go to Paperwork from the sidebar menu
On the Forms & Requests tab, use filters to find the form
Click Actions on the form's row and select Send to parents
Select students using checkboxes
(Optional) Pre-fill fields if sharing a Fillable Document. Detailed steps can be found here: Pre-Fill Forms & Send.
Click Send
ℹ️ 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.
Share a Form Link (via Link Access)
If you set a form's Access Level to Link Access only, you can copy the provided URL and send it to parents via email or embed it on your website for new or interested families.
Follow the steps below to send individual forms via Link Access. Navigate to Admissions packets if you wish to share packets via Link Access.
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, use the available filters to locate the desired form
On that form's row, click the Actions drop-down menu and select Copy form link
In the pop-up, click Copy link to copy the provided link to your clipboard
Share the link in an email to your parents or add it to your program's website
How to Share Forms 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 to complete the form, or
Create an account if they don’t have one.
Because of this, it a great idea to use Link Access on forms shared with new families who don't have an account at the program yet. New Parents can create their own account and also a profile for the child that will be visible for Admins and Managers. The child's profile will automatically be set to the default status of Prospect.
The form doesn't even need to be submitted for the student profile to be created and programs can use this information to gather prospective student info/add to waitlists!
💡 If you've already created the student profile, the guardian can select that profile to complete the form for that student and can also choose to add or enroll additional siblings that are not listed.
Post Forms to a website
Another benefit of using Link Access is it allows programs to add a brightwheel form link to their website, making it easy for parents to register, express interest, and more. Providers can also group multiple forms into a single URL via Admissions Packets.
It's important to note that adding a form link to a public website allows anyone to access it and create a brightwheel account and a profile for their child at your program. .
ℹ️ 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 helps prevent your link from appearing in public search engines like Google and reduces unwanted student sign-ups. If you or your website designer have any questions, please contact our Support Team at support@mybrightwheel.com.
Reshare a Form
Resharing will send the family a new form submission to complete. After resharing, a new submission is created for the child and the parent will receive a new email invitation for the form. Resharing can help in the following situations:
If a form needs to be completed again such as an incident report, or registration application for a new year.
If edits are made to a form after it's been shared, only new families receive the updated version unless it's re-shared.
Log in to brightwheel on the web
Go to Paperwork > Forms & Requests
On the Forms & Requests tab, locate the desired form
On that form's row, click the Actions drop-down menu
Select Send to parents
Locate the student you want to reshare a form with
Check the box next to the child’s name
For Fillable Forms, optionally pre-fill any questions by typing in a text box
Hit Share at the bottom of the page
🚩 Resharing a form creates a new instance of the form, causing it to appear multiple times in the student's profile. Re-sharing is not a good solution for reminding guardians to complete the form, or guardians who are having trouble accessing a form or the email invite, as it will share an additional version of the form.
To remind guardians, we recommend messaging them through the brightwheel app. There is no direct way to "remind" parents. To assist parents in locating the form, consider sharing our Completing Forms in brightwheel Help Center guide.
💡Forms accidently reshared can be deleted. Check out our Managing Digital Forms resources for steps on how to do this.
FAQs
How can parents submit forms for siblings, or multiple students?
How can parents submit forms for siblings, or multiple students?
If the form is shared out via link access, families can use a single shared link to enroll siblings. Parents can enroll their children by reopening the link and submitting the form for each child.
If the form is shared out via direct invite, the program must create a profile for each sibling and then share the form to each student profile. The parents will fill out a separate form submission for each student.
Parents can find exact steps here to Complete Forms with brightwheel.