Our integration with Indiana’s attendance and voucher provider portal allows programs receiving state subsidy payments to quickly and easily submit attendance data to your provider portal directly from the Indiana ILead Report in brightwheel, removing the need to manually enter student attendance and reducing the likelihood of data entry errors.
Set up the Integration in brightwheel
Step 1: Obtain your Facility ID (license number)
Step 1: Obtain your Facility ID (license number)
The Facility ID can be found within a program's I-LEAD account or printed on your physical license. IDs will be entered into brightwheel to set up the integration. If assistance finding the ID is needed, contact the SPARK help desk at (800) 299-1627.
Step 2: Enter the License Number into brightwheel
Step 2: Enter the License Number into brightwheel
Once you’ve obtained your License Number, log into your brightwheel account on the web
Click the My School option on the purple sidebar
Select Settings
Select the School Info tab at the top
Scroll to the bottom of the page to the Integrations section
Select I Lead from the State Agency dropdown
Enter the License Number
💡 Its required to include any hyphens in the number if there is one used in the state database.Wait until you receive the green ✓Saved note
Step 3: Collect the Indiana Child IDs
Step 3: Collect the Indiana Child IDs
The Child IDs, can be exported directly in brightwheel. Once the file is downloaded, the IDs can be manually entered into the appropriate student profiles in brightwheel (See Step 4). Once added to a student profile, providers can run the Indiana ILead Report as many times as needed without re-entering the ID.
Login to brightwheel on the web and go to the Reporting > Reports tab
Under the Attendance tab at the top of the page, select the Indiana I-LEAD report
Click Download Indiana ChildIDs in the upper-right corner
Review the downloaded file for the Child IDs
ℹ️ Indiana’s child IDs are different than the student brightwheel IDs.
Step 4: Enter Indiana Child IDs on brightwheel student profiles
Step 4: Enter Indiana Child IDs on brightwheel student profiles
Log into your brightwheel account on the web
Click the My School option on the purple sidebar
Click the Students tab
Find a student profile from the list that corresponds to a student on your roster in Indiana’s provider portal
Click into the student profile
Scroll down to the Integrations section and choose the edit option to add their Indiana child ID
Repeat steps each student that needs integration with Indiana’s provider portal
Once Steps 1-4 are complete, attendance data can be submitted to Indiana!
Submit Attendance Data to Indiana
Once the integration set up steps in brightwheel are complete, data can be submitted to Indiana directly.
Log into brightwheel on the web and go to the Reporting > Reports tab
Under the Attendance tab at the top of the page, select the Indiana I-LEAD report
Choose the Pay Period of attendance data you want to send
💡 If there are any attendance errors in the selected date range, a red banner will appear at the top of this report. Click 'Review' to go to the attendance editing page and make corrections.
💡 Data for the current reporting period cannot be sent until the start of the submission date (the business day following the last day of the reporting period)Once you have all the brightwheel data ready, click Submit to Indiana I-LEAD. This will submit attendance data to the Indiana provider portal.
ℹ️ An Approved status does not confirm the attendance records submitted are accurate. Please verify attendance through Check-in and Daily Attendance Summary reports in brightwheel, ensuring each check-in has a corresponding check-out, no overlapping times across rooms, etc.
ℹ️ Students without an Indiana child ID added to their profile in brightwheel will not appear. Navigate to the student profile to add an ID.
Indiana Attendance Codes
When attendance data is sent from brightwheel to the subsidy portal, three codes will also be sent to the Indiana portal including, P (Present), A (Absent), and OD (Off Day). Please review the Indiana Attendance Codes below and how they correspond to brightwheel attendance records.
Indiana Attendance Code
|
Brightwheel Record |
P (Present) | Child has both a check-in and check-out record in brightwheel. |
A (Absent) | Child is marked as absent in brightwheel |
OD (Off Day) | Child has no check-in/check-out and no absence record logged in brightwheel. |
💡 To ensure accurate records, if a child is scheduled to be present for a day, but does not attend, the child must be marked as Absent in brightwheel.
If the child is scheduled to attend and they did attend, they need to have check-in and check-out records in brightwheel.
If a child is NOT scheduled to attend that day, they should not have any attendance data in brightwheel (no checkin/out or absences), this will automatically transfer as an Off Day
Submit a Corrected Claim
If the data submitted to Indiana 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. In order to correct a record that has already been submitted to Indiana, please reach out to your Indiana Policy Consultant.
FAQs
Will I receive my Indiana subsidy payments directly in brightwheel?
Will I receive my Indiana subsidy payments directly in brightwheel?
While brightwheel is used to send attendance records to Indiana, providers will not receive their subsidy payments through brightwheel. Please reach out to the SPARK help desk directly at (800) 299-1627 inquiring where payments are made.
Can I add past absences for a student?
Can I add past absences for a student?
Yes! But this must be done before you submit attendance data to the state of Indiana.
Use the Check-in Report to easily add past absences that weren't recorded!
Log in on the web
Open the Reports page
Select Check-in Report
Use the available filters as needed to locate the student(s) absences need to be added for and when done, click Apply
Click Get started in the blue banner displayed
💡 If you have attendance errors in the selected date range, you will see a red banner and can click Review to open the attendance editing pageClick the + Add attendance/absence button
Select the Student name in the drop down
Select the Room
Select the Date they were absent
Toggle the Mark absent option to ON
Input the Absence time
Select the absence reason using the checkboxes available
Input a Note
Click Save
As stated above, if absences needed to be added but the attendance data was already submitted to Indiana, 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. In order to correct a record that has already been submitted to Indiana, please reach out to your Indiana Policy Consultant.
Why am I getting a "Child Missing from CCMS Roster" error when trying to submit my attendance through brightwheel?
Why am I getting a "Child Missing from CCMS Roster" error when trying to submit my attendance through brightwheel?
This is occurring because there is a child/children on your roster with active vouchers, but the state has not been notified that the child is no longer enrolled or never attended.
In these cases, we suggest contacting your eligibility office to have the child's vouchers ended when their enrollment ended. Once this is corrected, the child will fall off the the roster and you can try submitting your attendance data again.
Locate your eligibility office here or by logging into the new provider portal, clicking the Absences tile, and viewing the Eligibility Office contact information at the top of your roster, as seen below.
Why am I getting a "The Submitted Service Period is not valid for upcoming payments" error when trying to submit my attendance through brightwheel?
Why am I getting a "The Submitted Service Period is not valid for upcoming payments" error when trying to submit my attendance through brightwheel?
This happens if providers attempt to submit attendance prior to the submission window opening. If sending data for the current reporting period, it can be sent the business day following the last day of the reporting period.
Why are my students showing as Unapproved?
Why are my students showing as Unapproved?
If a student is showing as Unapproved on the Indiana I-LEAD report, this can happen for a few reasons. Typically this is related to a mistake when setting up the integration. We recommend completing the troubleshooting steps below and if that doesn't resolve the issue, Contact brightwheel Support.
Confirm the unapproved student has a correct Child ID listed under their Integrations tile on their brightwheel profile
Confirm there are no extra spaces entered before or after the Child ID entered
Confirm the License number used to set up the integration is entered correctly in brightwheel
Why are my attendance records not transferring?
Why are my attendance records not transferring?
Attendance records won't send if a child is not enrolled in subsidy funding through the state for all or some of the dates in the given submission range.
Also, attendance records won't send if there are incomplete attendance records such as a check-in record with no corresponding check-out. To quickly fix any attendance records:
Click Reports > Reporting on the left, purple menu on the web
Click the Attendance tab from there
Click the Check-in report
Filter for a specific data and click Review to edit records
