Send a document for acknowledgement
For PDFs parents only need to read and acknowledge — handbooks, policies, info sheets. They type their name to confirm they read it.
Some documents only need to be read and acknowledged: a parent handbook, a sick-day policy, an allergy-awareness sheet, kitchen rules. The parent reads your PDF, types their name to confirm they've read it, and you have a record.
For documents where the parent fills in blanks (enrollment forms, photo release, tuition agreement), use Build a fillable form template instead.
Make the template
- Go to Documents → Document Requests, click New template, and choose Acknowledgement.
- Upload the PDF.
- Give it a Title parents will recognize ("Brown Bees Parent Handbook", "Sick Day Policy") and pick a Category.
- Click Save template. It's now on the Templates tab, ready to send as often as you like.
Send it to a family
- On the Templates tab, click Send on the template's card.
- Pick the Family, and the Child (optional) if it's about one child.
- Add a Due date (optional) if you want one.
- Click Assign.
The parents in that family get an email, and the document waits in the Documents section of their app. Send it once per family.
What the parent sees
- The document shows up in their documents as something to do.
- They open the PDF and read it.
- They type their full name, tick the box confirming they've read it, and submit.
- We record the date, time and their typed name as the acknowledgement.
Track who has acknowledged
Open Documents → Document Requests:
- Outstanding: sent, not acknowledged yet.
- Awaiting your review: the parent acknowledged it. Open it and click Approve to file it, just like a fillable form. See Review and approve a form.
- Completed: approved.
When to use which
| Use Acknowledgement when... | Use Fillable Form when... |
|---|---|
| The PDF is purely informational (handbook, policy) | The PDF has blanks parents fill in |
| You only need proof the parent read it | You need structured data (allergies, schedule, dosage) |
| The form's wording does not have any blanks | Parents need to provide info to enroll or update records |
Tips
- One document, one action. Don't combine "read this" with "fill these fields" in a single PDF and use Acknowledgement. Parents can't fill in blanks on an acknowledgement. Use a fillable form.
- Updated your handbook? Make a new template from the new PDF and send it again. The old acknowledgements stay on record for the old version.
Troubleshooting
I sent the wrong document. On its card under Outstanding, click the trash icon (Remove from parents' to-do list). You can Restore it later if you need to.
I uploaded the wrong PDF to the template. Make a new template with the right PDF, then Delete the old one from its card's ⋮ menu.
A parent can't find it. Ask them to open the Documents section of their app. If it isn't there, check that you sent it to the right family.