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Setting Up Your Brightwheel Account for Kentucky CCAP Requirements
Setting Up Your Brightwheel Account for Kentucky CCAP Requirements

For providers in the state of Kentucky

Sabrina avatar
Written by Sabrina
Updated over a week ago

Providers in Kentucky are able to use their Check-In Report to meet CCAP attendance record requirements. In order to ensure that your Check-In Report will be accepted, you must:

  • Include your license number in your School Name and License Number field in your School Settings

  • Turn on Digital Signatures in your Check-In Settings and have all check-ins and check-outs completed by a parent, family member, or approved pick-up

  • Mark each student as a Subsidy recipient in their Student Profile

Follow the instructions below to ensure that your Check-In Report will be accepted.

Update Program Information on the Web

  1. Select My School on the purple menu and then select Settings from the dropdown menu

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

  3. Update your program information with the following:

    • School Name: Include your School Name and License Number on this line

    • License Number: Enter your license number

  4. Press Save

Configure Attendance Settings

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

In order for your Check-in Report to be accepted for DCC CCAP attendance requests, each check-in and check-out must be completed and signed by a parent, family member, or approved pick-up. You will then print the Check-In Report weekly.

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.

Update Subsidy Status in the Student Profile

  1. Select My School and then select Students

  2. Go to the Student Profile of a child you would like to update.

  3. In the Financial Details section, select Edit

  4. Update the Subsidy field to “Yes”

  5. In the Subsidy Details, update to CCAP.

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