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.
Table of Contents
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.
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
Submitting Attendance Data to KinderTrack
After setting up your integration and connecting your students in your brightwheel account, you are ready to run the KinderTrack Subsidy Report within brightwheel. This will allow you to easily submit your time and attendance data to KinderTrack without leaving your brightwheel account!
Login to your brightwheel account on the web
Click the Reporting option to expand the menu and select Reports
Click Student reports and then select KinderTrack
Select the appropriate date range based on the attendance data you want to send from brightwheel to KinderTrack
🚩This range should match the corresponding Subsidy pay period exactly!
Review the data on the report to ensure it's accurate or make adjustments
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 the data has been reviewed and you're ready to submit, click Submit to KinderTrack
🚩 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.
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 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