As an Admin or Manager, once you've created a form, you have different options available for how you'd like to share it with Parent 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 on the web or mobile app.
ℹ️ Learn more about the parent experience 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 from the sidebar menu
On the Forms & Requests tab, use the available filters to locate the desired form
Search the form name
Filtered by Shared, Unshared, or Closed status
Order By: Name, or Recent activity
On that form's row, click the Actions drop-down menu
💡 Click the form name and then Send to be led to the same screen!Select Send to parents
Set the filters as needed to display the desired results
Select individual students using the checkbox or use the checkbox at the top of the table to select all
If sharing a Fillable Document, optionally pre-fill any fields and add information in the text boxes. Detailed steps can be found in our resource, Pre-Fill Forms & Send.
Click Send
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, use the available filters to locate the desired form
Search the form name
Filtered by Shared, Unshared, or Closed status
Order By: Name, or Recent activity
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
Share Forms to New Guardians
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
Because of this, it a great idea to use Link Access on forms if you intend to share them with new families what 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 an Admin/Manager has already created the student's profile, the guardian can select that profile to complete the form for that student and can also choose to add additional students that may not be listed (such as a sibling).
Post Form Link to a Program Website
Another benefit of using Link Access is it gives programs the option to add a brightwheel form link right to the program’s website! This can be used to allow parents to easily register for your program, express interest in joining your school, and more.
It is important to understand that adding a form link to a public website will mean anyone on the web has access to it and can create a brightwheel account and 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 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.
Reshare a Form
We understand you might have situations where you need a family to complete a form again such as an incident report, registration form for a new year, and more. To do this, simply reshare the form with the family and this will send them a new form submission to complete.
Log in to brightwheel on the web
Go to Paperwork > Forms & Requests
On the Forms & Requests tab, use the available filters to locate the desired form
Search the form name
Filtered by Shared, Unshared, or Closed status
Order By: Name, or Recent activity
On that form's row, click the Actions drop-down menu
Select Send to parents
Use the filters and search box to locate the student you want to reshare a form with
Check the box next to the child’s name
Optionally, if using a Fillable Form, pre-fill any questions for families by selecting a text box and adding information
Hit Share at the bottom of the page
Once complete, a new submission will be created for the child and the parent will receive a new email invitation for the form.
🚩Resharing a form will send a new instance of the form - meaning the form will show up multiple times in the student's forms list. Re-sharing is not a good solution for guardians who are having trouble accessing a form or the email invite, as it will share an additional version of the form.
Instead, we recommend sharing our Completing Forms in brightwheel help center resource with the parent to show them how to locate the form in their brightwheel account.
You can also delete additional instances of a form if you reshared it by accident. Check out our Managing Digital Forms resources for steps on how to do this.