Once a form is shared, Parent contacts can complete forms in their brightwheel account. This resource explains sharing single forms, but multiple forms can be sent together as an Admissions packet.
Ways to share a form
Admins and Managers can share Forms, enrollment Contracts or Tuition Agreements, Document Requests, and Fillable Documents with families in three ways:
Share directly to guardian brightwheel accounts | |
Share via a copied URL link | |
As a single packet | Share multiple forms at once as an Admissions packet via Direct Invite or Link Access. Visit Share packets to learn more. |
Send to families
Direct Invite (email/text notification)
You can share any form directly with student contacts if the student has at least one Parent contact listed. Direct Invite sends the form to the parentās Forms & Requests tab in their account.
Log in on the web
Go to Paperwork > Forms & Requests
Locate the form, then hit Actions > Send to parents
Select students and (optional) pre-fill fields, then click Send
Send via Link Access (via URL link)
If a formās Access Level is set to Link Access only, you can copy its URL and share it with families however you prefer, such as through email, a brightwheel message, or by embedding it on your website for new or prospective families.
Log in on the web
Go to Paperwork > Forms & Requests
Locate the form, then hit Actions > Copy form link
Click Copy next to the URL link. Then share the link or add it to your program's website
How Parents are notified & reminded
When a form is shared via Direct Invite, families automatically receive an in-app push and an email or SMS notification that a form was shared. All parents linked to the student will receive the invite notification.
If a parent has not completed the form or any requested changes, brightwheel automatically sends reminders at 3 days, 1 week, 2 weeks, and 3 weeks after the initial share. If you set a form due date, families will automatically get reminders as the deadline approaches. Learn more in Set form due dates & expiration dates.
Notification when a form is first shared | 
|
Note: When sharing a form via Link Access, no initial notifications are sent automatically. However, if a family starts the form and a due date is set, theyāll receive reminders as the due date approaches.
How to share Forms with new families
When a Form or Contract 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 donāt 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!
š” 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. .
ā¹ļø 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 childās name
For Fillable Forms, optionally pre-fill any questions by typing in a text box
Hit Share at the bottom of the page
š© 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.
If a shared form has not been completed, the family will receive email and in-app push notification reminders to families. You can also Message families directly sharing our Completing Forms in brightwheel Help Center guide.
š”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.