Overview
Fillable Documents allow programs to share required PDF documents and forms that families can complete digitally in brightwheel. Make it easier on families by eliminating the need to download and upload forms, or use external software to complete required documents.
This tool streamlines collecting forms and storing completed PDFs electronically on student profiles. Providers can link family-entered data to profiles for accuracy and compliance. It also facilitates pre-filling Fillable Documents with personalized info.
Fillable Document vs. Document Requests
Brightwheel offers various digital tools for sending and collecting documents from parents. To choose the best tool for your program, review the information on leveraging Fillable Documents or Document Request features.
Fillable Document | Send fillable PDF forms digitally to families via brightwheel, enabling them to fill them out without downloading or leaving the platform.
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Document Request | Request PDF files and documents from families such as immunization records or birth certificates. Providers can also add an optional PDF for families to download, complete outside of brightwheel and re-upload in brightwheel. |
Create a Fillable Document
Log in to brightwheel on the web
Open the Paperwork page on the purple sidebar menu
On the Forms & Requests tab, click Create new
Select Fillable document and enter relevant details (Name, Notes, and the PDF file)
On the right sidebar, select the desired field(s) you wish to add
💡Data from Custom fields won't appear directly in the student's profile but remains accessible through the form submission.Update the Field name to match the field on the file
💡Each Field name must be unique (E.g. Titling two fields “Parent Name.” Instead title each as “Parent Name 1” and “Parent Name 2”).Optionally, use the switch to make the field required
Click the and drag the field to the corresponding PDF section. Click the right corner of the field box to resize.
Click the X on the sidebar to return & add more fields
Use Preview button and click Save & Exit when ready to save
Click Create
ℹ️ After form submission and download, the purple field box will turn white, displaying the submitted text and covering anything beneath it on the PDF form. Ensure the fillable field box doesn't cover lines or fields you want visible in the final submission.
Share a Fillable Document
Fillable Documents can be shared with all parents associated with the student. Please visit our Sharing Digital Forms Help Center resource for general steps.
Pre-Fill Forms & Send
Program administrators can optionally pre-fill elements of the fillable document before sending it to families. This is especially useful if programs needs to add the school name or prefilled incident reports detailing injuries. After sharing a pre-filled form, the fields won't be editable by parents and they will reset to enable administrators to effortlessly prefill a new instance for a new family.
Log in to brightwheel on the web
Open the Paperwork page from the purple sidebar menu
On the Forms & Requests tab locate the desired form
On that form's row, click the Actions drop-down menu
Select Send to parents
Select all or individual students you wish to send to using the checkbox
Click Review Form
Click the desired box(s) to pre-fill and add information for families
💡Only Custom fieldscan be pre-filled at this time.
💡Prefilled fields cannot be edited by parentsWhen ready, click Send
ℹ️ Only forms shared via direct invite can be pre-filled. Forms shared via link access cannot be pre-filled.
Parent View
Immediately after the request has been shared with a parent, they will receive an email with the subject line "[School Name] has requested you complete [Document Name] for [Student Name]". This email will contain a link directly to this request.
They can also access this request from the Forms & Requests tab in the student's profile on the web and mobile app. The parent will click Start to view the request and then Submit when they fill out the required fields.
See our Completing Forms with brightwheel resource for specific steps parents can take to access and submit the form.
Manage Submissions
Review Submissions
Once a Fillable Document is submitted, administrators can view its status, approve the submission, or request changes from the guardian. See our Manage Digital Forms resource for steps on approving, or requesting changes.
Form Statuses
Any action taken on a form will update the shared form’s status. For form status definitions, please visit our Manage Digital Forms resource.
Delete
Fillable Documents can be deleted along with individual submissions. Please visit our Manage Digital Forms resource for steps on how to delete.