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.
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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 must be in PDF format. Please make sure your file converted to the correct form before uploading.
Log in to brightwheel on the web
Select Paperwork from the sidebar
Go to Forms & Requests, click Create new and select Fillable document
Enter the form details and attach the PDF. Click Continue once the file has processed.
💡Processing times vary. You can exit and check the form status later. A status of Processed means it's ready and Processing failed means there's an issue and you should contact Support for assistance.Add fields from the right sidebar and ensure each has a unique name
(Optional) Mark fields as required
Drag and resize fields to match the PDF layout
When ready, click Create
ℹ️ Important Notes:
Ensure fillable field boxes don't cover lines or fields you want visible in the final submission. The purple field box will turn white and cover any text below it on the PDF.
Data from Custom fields won't appear directly in the student's profile but remains accessible through the form submission.
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.
Log in to brightwheel on the web
Open the Paperwork page from the purple sidebar menu
On the Forms & Requests tab locate the desired form
On that form's row, click the Actions drop-down menu
Select Send to parents
Select all or individual students you wish to send to using the checkbox
Click Review Form
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 parentsWhen 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?
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?
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.