Skip to main content

Create Fillable Documents

[For Admins & Managers] Learn to use Fillable Documents to share paperwork with families to complete in brightwheel.

Audrey avatar
Written by Audrey
Updated yesterday

Fillable Documents allow programs to share PDF forms and documents with families to be completed digitally in brightwheel. Families no longer need to download files or use external software to complete required forms - brightwheel makes it easier and saves time!


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.

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

To create a fillable document, the file you upload must be in PDF format. When adding fields to the form, ensure fillable field boxes don't cover lines or fields you want visible in the final submission. The purple field box will cover any text underneath it in the file.

  1. Log in on the web

  2. Click Paperwork in the sidebar menu > Forms & Requests

  3. Hit Create new > Fillable document

  4. Enter the form details and attach the PDF, then hit Create when finished

💡 Tip: Use keyboard shortcuts to speed up creation!

  • Duplicate form fields: CMD+C to copy a field and CMD+V to paste

  • Remove a field: Delete or Backspace

  • To move fields: Arrow up, down, left, right

  • To save a field after creating: ESC


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 parts of a document before sending it to families, which is useful for adding details like the school name or incident reports. Once shared, these fields cannot be edited by parents. Please note, providers will need upload their own document to include pre-filled fields.

  1. Log in to brightwheel on the web

  2. Open the Paperwork page from the purple sidebar menu

  3. On the Forms & Requests tab locate the desired form

  4. On that form's row, click the Actions drop-down menu

  5. Select Send to parents

  6. Select all or individual students you wish to send to using the checkbox

  7. Click Review Form

  8. Click the desired box(s) to pre-fill and add information for families
    💡Only Custom fields can be pre-filled at this time.
    💡Prefilled fields cannot be edited by parents

  9. When 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

Providers can navigate to our resource Manage Digital Forms for steps on how to review submissions, statuses, and take actions such as deleting a form.


FAQs

Click to reveal the answers.

Can I edit a Fillable Document after it is shared and gone live?

Yes, however, editing a Fillable Document will not affect or change any historical submissions. After making edits, only new families that are sent these will receive the updates. If you made changes after it has already been shared with a family, you can reshare the form. Check out our Sharing Forms help center resource to learn more about this!

Can I duplicate form fields, sections, or questions?

At this time, there is no way to duplicate a field. Instead, you can add a new custom field and copy/paste the name of the field from the previous field you created. Then, place and resize the field as needed on the form.

Did this answer your question?