---
title: "Send a document for acknowledgement"
description: "For PDFs parents only need to read and acknowledge — handbooks, policies, info sheets. They type their name to confirm they read it."
type: guide
updated: 2026-08-01
canonical_url: https://help.nestlicare.com/owners/documents/send-a-document-for-acknowledgement
roles: ["center_admin", "super_admin"]
platforms: [web]
---
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](/owners/documents/build-a-fillable-form-template) instead.

## Send it

1. Go to **Paperwork → Document Requests** and click **+ New**.
2. Pick **Send a document to acknowledge**.
3. Upload the PDF.
4. Set a title parents will recognize ("Brown Bees Parent Handbook", "Sick Day Policy").
5. Optionally pick a family or child to scope the document. Leave blank for org-wide.
6. 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.)
7. 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.