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Forms & Requests vs. Shared Files: What is the difference?

Learn the key differences between these types of Paperwork in brightwheel.

Claire Lee Lyall avatar
Written by Claire Lee Lyall
Updated over 8 months ago

Forms & Requests and Shared Files are both useful tools to send and keep track of documents digitally at your program. Both are organized under the "Paperwork" tab on the web.

So, how do they differ?

Overall, you can think of Forms & Requests as a way to collect information from parents and Shared Files as a way to "post" important notices for parents and staff.

Below, you'll learn about key differences between Forms & Requests and Shared Files as well as example use cases for each feature.

Differences between Forms & Requests and Shared Files:

  1. Forms & Requests prompt an action. The different types of Forms & Requests in brightwheel all prompt parents to take an action such as filling out information or entering their signature. Shared Files have no action requested (other than viewing them).

  2. Forms & Requests sent will be delivered via email/text. When a Form is sent, parents receive an email notification or, if they only have a phone number on file, a text notification. When a Shared File is sent, parents receive a message in brightwheel informing them that a new Shared File is available. Both Forms and Shared Files are available to parents under the "Paperwork" tab in brightwheel on the web and mobile app.

  3. Shared Files are automatically available for new parents. As long as you've made the Shared File available to the whole program or to the Room a child is associated with, new parents will see Shared Files right away when they start with brightwheel. Forms & Requests, on the other hand, need to be sent to new parents which requires you to take an action.

  4. Shared Files are visible to staff members. As long as the Shared File is available to the whole program or to a Room the staff member is assigned to, staff members can access Shared Files on the web. While Managers and Admins can review parent responses to Forms & Requests, they can only be sent to parents at this time.

Examples of ways to use these two different feature types:

📌 Shared Files:

  • Parent handbook, school calendar, teacher bio, welcome letter, event flyer

📝 Forms & Requests:

  • Form: Registration, waitlist application

  • Fillable document: incident report, state/licensing form, permission slip

  • Contract: Tuition agreement, photo release form, medication release form

  • Document request: Immunization record, photo request

To learn more, take a look at these Help articles:

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