Brightwheel >> Childcare centers >> Chasing Families to Return Signed Enrollment Forms

How to Evaluate Childcare Software

Chasing Families to Return Signed Enrollment Forms

When you run a large childcare center, enrollment paperwork can feel like a second full-time job—especially when multiple follow ups needed become the norm. This evaluation guide helps you compare childcare software options that can simplify form distribution, signatures, tracking, and reminders, so your team spends less time nudging and more time supporting children, staff, and families.

The challenge: Paper and PDFs don’t scale in a large center

In a large childcare program serving 60 or more children, small enrollment delays quickly multiply. Common issues include:

Missing visibility: You can’t quickly see which families still need to sign which forms.
Manual reminders: Staff send repeated emails, texts, and printed notes, then try to remember who responded.
Version confusion: Families sign older forms, or staff print the wrong packet.
Compliance risk: Incomplete records can create stress during audits, licensing checks, or internal reviews.
Enrollment drag: Delays in completed paperwork can slow classroom planning, staffing, and revenue timing.

If you see these patterns, you’re not alone—providers commonly evaluate software to reduce admin time. Many administrators using brightwheel report saving an average of 20 hours per month on administrative work, which often includes enrollment workflows and family communication.

Evaluation criteria: What to look for in enrollment forms and e-signatures for a large center

Use the criteria below to compare platforms side by side.

Digital forms and e-signatures that families actually complete

Look for tools that make it easy for families to:

Open forms on a phone without printing
Sign electronically with clear prompts
Receive confirmation that a form was submitted successfully

Real-time tracking of form status across every child

A strong system should let admins quickly answer:

Which families haven’t started?
Who started but didn’t finish?
Which forms are missing for each child’s file?

Prioritize a dashboard or status view that reduces check-ins and guesswork.

Automated reminders that reduce follow-up work

If multiple follow ups needed is your current reality, automation matters. Evaluate whether the software can:

Send reminders on a schedule you control
Trigger reminders based on “not started” or “incomplete” status
Keep a record of reminders sent for consistency across staff

Centralized recordkeeping for compliance and audits

Ask how the platform stores signed forms:

Does it attach forms to the child’s profile?
Can you search and retrieve forms quickly during an audit?
Does it keep an organized history of updates and re-signing?

Secure communication and document handling

Families trust you with sensitive information. Confirm the vendor clearly explains:

How documents get stored securely
Who can access records internally (role-based permissions)
How the platform supports secure communications with families

Easy setup, implementation, and support (especially if you aren’t using software today)

If you’re moving from paper, spreadsheets, or scattered PDFs, don’t overlook the basics. Regardless of your main pain point, easy implementation and responsive customer support can make or break adoption—especially in a large center where you need consistent workflows across front office staff, directors, and classroom teams.

How brightwheel solves this challenge

Brightwheel is an all-in-one childcare management solution designed to streamline operations and strengthen communication with families. For enrollment forms specifically, brightwheel can be a strong fit if you want to:

Reduce manual follow-ups by using digital workflows instead of paper packets
Improve visibility into what’s submitted and what’s missing
Keep family communication in one place, which matters when deadlines approach

Brightwheel also reports that 95 percent of users say it improves communication with families—an important advantage when you need timely signatures and quick responses during enrollment season.

Practical questions to ask any vendor during demos

Bring these questions to keep evaluations objective:

How do families receive forms, and how many steps does it take to complete them?
How does the system show incomplete and missing forms at a glance?
What reminder options exist, and can we customize timing and messages?
Where do signed forms live, and how quickly can we retrieve them for licensing?
What permissions can we set for directors, admins, and staff?
What does onboarding look like for a large center, and what support do we get after launch?

Signs you’ve found the right solution

You’ll likely be on the right track if your team can:

See outstanding forms in under a minute
Cut follow-ups from many touchpoints to a consistent, automated process
Keep enrollment records organized without manual filing
Feel confident about compliance documentation during busy seasons

See how brightwheel works in real life

If enrollment forms are the main reason you’re evaluating childcare software, the fastest way to decide is to see how brightwheel works in real life and confirm it matches your large center’s enrollment workflow, approval steps, and recordkeeping needs. Schedule a personalized demo with a brightwheel specialist and walk through your enrollment packet, signature process, and follow-up plan.

Download a helpful evaluation guide (free PDF)

If you want a broader checklist you can share with your leadership team, A Practical Guide for Selecting Childcare Management Software outlines what to look for, what to ask during demos, and how to plan implementation—so you can make a confident decision even if you don’t choose a platform right away.

Select the best childcare software that addresses your priorities

Your large childcare center may have other priorities. Learn how to evaluate childcare software that suits your various needs with the following resources: