Using check-in data already entered through brightwheel, the KinderTrack integration allows you to quickly and easily submit attendance data to your KinderTrack account, removing the need to manually enter student attendance times and reducing the likelihood of data entry errors.
Gathering KinderTrack Account Information
Before setting up the KinderTrack integration within brightwheel, you must ensure you have the necessary account information obtained from your KinderTrack provider portal.
Log in to your KinderTrack provider portal
Go to the Student and Family list page
Make note of the following details needed to set up the brightwheel integration:
Provider ID (Shown next to the location name in parenthesis. This 5-digit ID number will be entered in your brightwheel account under the School Settings)
Child ID (This 6-digit ID number for each subsidized child will need to be entered in your brightwheel account on the student's profile, under 'Integrations')
Setting up the Integration in brightwheel
Once you have obtained your integration details from KinderTrack, the next step is to enter these details on your brightwheel account!
Log into your brightwheel account on the web
Click the My School option to expand the menu and select Settings
Jump to the School Info tab
Scroll to the bottom of the page and locate the Integrations tile
In the state agency drop-down field, select IA - KinderTrack
In the ID drop-down field, input your 5-digit Provider ID number
[Optional] In the username field, input your name to store as the setup username
Select the Register button
After all the details are entered and registered, you will see a green tag indicating that the registration was successful, like the example below.
Connecting Students
Now that the school setup is complete, the next step of the process is to add your KinderTrack student IDs to your brightwheel student profiles.
Log into your brightwheel account on the web
Click the My School option to expand the menu and select Students
Select a student from the list that corresponds to a student in your KinderTrack account
On the Profile tab, scroll down to the Integrations section and click Edit
Input the Child ID in the KinderTrack ID field
Click Save
Submit Attendance Data to KinderTrack
After setting up your integration and connecting your students in your brightwheel account - you are ready to run the KinderTrack Report in brightwheel, allowing you to easily submit time and attendance data to KinderTrack without ever leaving your account!
Login to your brightwheel account on the web
Click the Reporting option to expand the menu and select Reports
Under Attendance, select KinderTrack
Use the Select a Pay Period, Status, and Students filters to narrow down the results
💡 Select the applicable Pay Period for the attendance data you want to send from brightwheel to KinderTrack. This range should match the corresponding Subsidy pay period exactly!Review the data to ensure it's accurate. If there are any attendance errors in the selected date range, a red banner will appear at the top of the report. Hit Review in the banner to be taken to the attendance editing page and make adjustments as needed.
Status of "-" undefined - this means the provider ID entered under the integration setting box is incorrect. Re-enter this ID, or contact KinderTrack Support to confirm the correct information.
Status of Unapproved - this means the student is NOT connected via a KinderTrack ID in their student profile, and data would not be submitted. Easily click on any student's name to open their profile and add their KinderTrack ID.
Status of Approved - this means the student is connected via their KinderTrack ID in their student profile and they have corresponding attendance data in the data range selected
Data may not send if there is overlapping or inaccurate attendance data within brightwheel. If needed, adjust their attendance data. Steps can be found in our Manage Student Attendance Records resource.
Once reviewed, click Submit to KinderTrack
Important Notes:
The brightwheel integration submits attendance data for subsidy payment. Student data can not be edited once submitted and can only be submitted once for each pay period. Please carefully review the attendance data before submitting to KinderTrack.
If the wrong provider ID is entered, an error will appear stating "Inactive KinderTrack provider ID." To resolve this, please re-enter the provider ID or confirm with KinderTrack the correct information.
💡 Use the Student filter on this report to submit attendance data for a specific student!
For example, if Students A, B, and C are ready for their attendance to be submitted now but Student D is not until tomorrow - you can submit data for A, B, and C now and then filter for Student D tomorrow to submit separately for the same date range.
Submit a Corrected Claim
If the data submitted to KinderTrack from your brightwheel account had errors that were not resolved prior, unfortunately, this cannot be corrected from within brightwheel.
Student data can not be edited once submitted and can only be submitted once for each pay period.
🚩 If data has already been sent, admins will encounter the error message, "External Subsidy Report Error - attendance has already been submitted."
If this is the case for you, you can submit a corrected claim by calling the following number:
HHS CCA Payments and Registration
Human Services River Place Office
2309 Euclid Avenue
Des Moines, IA 50310-9930
Phone: 866-448-4605 (Toll-Free)
Fax: 515 564-4032