Sharing Digital Forms

[For Admins & Managers] Learn how to share digital Forms with your families via invitation or a direct link to collect key information!

Sabrina avatar
Written by Sabrina
Updated this week

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 via invite to any student contact at your program, as long as the student has at least one parent contact added to their account.

  1. Log in to brightwheel on the web

  2. Open the Paperwork page from the 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
    💡 Click the form name and then Send to be led to the same screen!

  5. Select Send to parents

  6. Set the filters as needed to display the desired results

  7. Select individual students using the checkbox or use the checkbox at the top of the table to select all

    1. 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.

  8. 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.


Share a Form Link

If choosing to set the form's Access Level to Link Access only, you can copy the provided URL link and send it to your parents in an email or embed it as an enrollment link to your program's website for interested, or new families applying.

Here's how to copy and share a link to a 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

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

  5. In the pop-up, click Copy link to copy the provided link to your clipboard

  6. Share the link in an email to your parents or add it to your program's website


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 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, or enroll multiple students, or siblings that may not be listed.


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 to an enrollment form 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

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.

  1. Log in to brightwheel on the web

  2. Go to Paperwork > Forms & Requests

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

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

  5. Select Send to parents

  6. Locate the student you want to reshare a form with

  7. Check the box next to the child’s name

    1. For Fillable Forms, optionally pre-fill any questions by typing in a text box

  8. Hit Share at the bottom of the page

🚩 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 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, or nudge guardians to complete the form, we recommend Messaging them through the brightwheel app. There is no direct way to "remind" parents.

For parents struggling to locate the form, we recommend sharing our Completing Forms in brightwheel Help Center resource guiding them to locate it in their brightwheel account.

💡Forms accidently reshared can be deleted. Check out our Managing Digital Forms resources for steps on how to do this.


FAQ

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.


Learn more about Creating and Managing Forms!

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