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. Parent handbook, sick-day policy, allergy-awareness info sheet, kitchen rules. The parent reads the PDF, types their name to confirm they've read it, and you have a record.
For documents where the parent fills fields (enrollment forms, photo release, tuition agreement), use Build a fillable form template instead.
Send it
- Go to Paperwork → Document Requests and click + New.
- Pick Send a document to acknowledge.
- Upload the PDF.
- Set a title parents will recognize ("Brown Bees Parent Handbook", "Sick Day Policy").
- Optionally pick a family or child to scope the document. Leave blank for org-wide.
- Tick Requires Acknowledgement if you want the parent's typed acknowledgement on record. (If you leave it off, the document is just available for them to view — no signature captured.)
- Click Create Document.
What the parent sees
- The document shows up in their Documents inbox.
- They click View Document to open the PDF in a new tab.
- If you set Requires Acknowledgement, an Acknowledge button appears next to View Document.
- Clicking Acknowledge opens a modal where they type their full name, tick a box ("I have read this document and acknowledge it"), and click Acknowledge.
- The acknowledgement records the date, time, IP, browser, and typed name as legal evidence they read it.
Track who has acknowledged
Open the document. The detail panel shows:
- Acknowledgement field — "Acknowledged on [date]" once they've signed off, "Pending acknowledgement" until then.
- The unified inbox shows it in Outstanding until acknowledged, then moves it to Completed.
There's no per-document approval step on your side for acknowledgements (unlike fillable forms). Their typed acknowledgement is the final record.
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 |
| You want a quick "send and forget" | You want to review and approve before considering the form complete |
If in doubt, fillable form is safer — it captures both the read-it intent (via signature) and the data you need.
Tips
- One document, one action. Don't combine "read this" with "fill these fields" in a single PDF and use Acknowledgement. The parent has no way to fill blanks via Acknowledgement. Use a fillable form.
- The PDF stays as you uploaded it. Acknowledging does not modify the file. Only the database tracks who acknowledged.
- Re-send to a family by uploading the new version. If you update your handbook, upload the new file as a new document. The old acknowledgement stands as a record of the prior version.
Troubleshooting
Parent says they cannot find the Acknowledge button. They need to click into the document first (the slideover opens) to see Acknowledge. The list view only shows status, not the action button.
Parent says clicking Acknowledge does nothing. This was a known bug fixed earlier in April 2026 — make sure your deploy is current. If still happening, share the document id with support.
I uploaded the wrong PDF. Delete the document and re-upload. There's no in-place file replace today.