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Meeting Kentucky Attendance Licensing Requirements in brightwheel [Kentucky]
Meeting Kentucky Attendance Licensing Requirements in brightwheel [Kentucky]
Sabrina avatar
Written by Sabrina
Updated over a week ago

Providers in Kentucky are able to use electronic attendance records to meet licensing requirements for child check-in and check-out in their programs. Please use the instructions below to ensure that your records are accepted.


Update Program Information on the Web

  1. Navigate to School Settings by clicking the icon in the bottom left corner, where you should also see your profile photo, name, and program name.

  2. At the top of the screen, select School Profile.

  3. Update your program information, making sure you include:

    1. School Name

    2. License Number

  4. Press Save


Configure Attendance Settings

Provide Check-in and Check-out Option for Families and Caregivers

In order for check-in and check-out data to be viable for DCC record-keeping and for attendance record usage, the check-in and check-out must be completed and signed by a parent, family member, or approved pick-up. Providers can use the Check-in Kiosk feature or print a QR code so that parents can use the brightwheel app to check in and check out.

Turn on Digital Signatures on the Web

  1. Navigate to School Settings by clicking the icon in the bottom left corner, where you should also see your profile photo, name, and program name.

  2. Under the School Info tab, move to your Check-in Settings

  3. Ensure that the Digital Signatures box, which is the third one down, is toggled to On.

Once you have turned on Digital Signatures, parents, family members, or approved pick-ups can check in or check out from a printed QR code or through a device with the brightwheel app set up in Kiosk mode.

Print a QR Code for Check-in and Check-out

  1. Navigate to School Settings by clicking the icon in the bottom left corner, where you should also see your profile photo, name, and program name.

  2. Under the School Info tab, move to your Check-in Settings

  3. Press Open & Print your QR code

  4. Select Print in the top right corner

Open Check-in Kiosk as an Administrator on Your Device

  1. Log in to the brightwheel app on your device

  2. Navigate to the Administrator Home Screen on the mobile app

  3. Tap Check-in Kiosk

  4. Enter your 4-digit code
    💡​ Not sure of your check-in code? You can find this under Edit Profile in your account.

Parents can either enter their 4-digit PIN or scan the QR code from their app. They will be prompted to enter a signature, and then can check a child in or out through the Kiosk.

ℹ️ Staff check-ins and check-outs as well as changes made to the records will be available through sending the audit logs to the DCC.


Create a Room for Subsidy Students

If you would prefer to only send records for students who are enrolled in your program who receive subsidy payments through CCAP, you can assign those students to a designated Homeroom so that you only send their information through the filtering feature in the attendance report.

Follow instructions on how to create a room (some providers will name it “CCAP Room” or “Attendance Room”) and assign that as the Homeroom for students. You can bulk assign all students in your program to that room so that it is where their attendance record starts each day. Then, you can move students to other rooms to help manage your ratios.

Move students from the CCAP or Subsidy Room Assignment:

  1. Navigate to the CCAP/Subsidy room on the mobile app

  2. Tap Attendance

  3. Select the student(s) you wish to move rooms, or tap Select All

  4. Review the options appearing at the bottom of the screen

  5. Tap the Move Room button at the bottom of the screen. The student(s) will automatically be checked into the new room and checked out of the previous room.
    🚩 Students and staff must be assigned to the rooms before moving between them. Changing rooms does not generate notifications for parents.

  6. Tap Close in the top left corner to exit Attendance Mode


Sending the Attendance Report and Audit Log

If a program has received a request via email to submit their attendance records to the Division of Child Care, they can easily do so through the brightwheel Reports tool. Following a request from the DCC, use the instructions below to submit your attendance record and audit log directly to the Kentucky Attendance Audit team.

Using the Check-In Report to Fix Errors

  1. On the web under Reporting on the left hand side, select Reports

  2. In the Room Reports section, select Check-in

  3. Use Date from and Date to to select the date range for the audit

  4. A red bar will appear at the top that lets you know that students have missing attendance info. Press Review to see these student attendance records.

  5. Enter the missing information for the student record and press Update

  6. For any student records that are completely missing, press + Add Attendance/absence in the top right corner and enter the correct information.

View & Send Attendance Report and Audit Log

  1. Log in on the web

  2. On the side menu, click to open the Reporting page

  3. Click to expand the Room reports section and then Check-in

  4. Apply Room filter (if needed)

    • You can select to send attendance records for all students, all students enrolled in a specific room, or one student

    • Note: This would be where you filter for the designated CCAP or Subsidy room using the “Rooms” filter.

  5. Apply Student status filter to all students who are currently or were enrolled at the time of the request:

    • Active

    • Enrolled

    • Inactive

    • Graduated

  6. Click Apply to view filtered results

  7. To EMAIL the export:

    • Click the grey Export button in the top right corner

    • Use the checkboxes to select which detailed columns should be included in the export (or leave all checkboxes checked)

      1. First Name

      2. Last Name

      3. Date

      4. Check-In Time

      5. Signed In By

      6. Check-Out Time

      7. Signed Out By

    • In Select Recipients, type bwaudits@ky.gov and press Add

    • Select “Include attendance audit logs

    • Click the Email to button to send the requested report

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