Add & Invite Parents Do this from the Web or App

Parents will love getting Daily Reports on their child in real-time, but first we must get them set up. There are 3 ways you can invite parents: Automated Email Invitation, Printable Parent Invitations, or via SMS Text Message.

Nuts & Bolts: The Parent Experience

  • Parents can set up accounts on the Mobile App or the web. We highly encourage the App, so the parent will receive push notifications.
  • Parents will only see their child’s daily report feed and can edit the profile information. (Adding someone as a "Family" contact is another option for family members. This type of contact can see a child's feed and profile, but not billing or payment information.) 
  • Parents can view multiple siblings on one account.
  • Parents have access to the daily feed, a messaging feature, and a calendar.
  • Multiple parents can be assigned to a student.
  • Authorized Pickup Accounts are also offered for non-parents to receive updates or handle checkouts.

Note: If a parent is also a teacher, that parent needs a separate email address.

Table of Contents

Inviting Parents Via Email

If you want to tell parents about brightwheel even before inviting them, we recommend you use this Flyer!  Otherwise, make sure you have added students and follow the instructions below to invite via email. NOTE: You can add parent email addresses in bulk via our Easy Roster Upload tool.

From the Web: 

  • Login, and click on Students from the top menu
  • Select a child's account by clicking on their name
  • Scroll down to the Contacts section and click Add a contact
  • Expand the drop-down menu under Contact Type and select Parent ("Family" is another option for family members. These contacts won't see invoices, or payment settings)

  • Add the approved pickup's information & click Save Contact

From the Mobile App:

  1. Click on a child
  2. Select edit on the top right
  3. Scroll to Contacts section
  4. Add in the Parent’s name and email.

You can choose whether to send an instant email invitation, or wait to invite them at a later time. When invited, they are prompted to download the app and create an account with the same email that was added on the child’s profile.

Our system will immediately recognize the email and connect the parent to the child.

Note: If the parent does not get the email (or misplaces it) that is ok. Please still instruct them to create an account with the same email as you have listed or simply resend the invitation from the Parent tab on the web.

Pro Tip: We recommend sending parents a personalized email from your school email informing them about brightwheel. You can use one of these draft emails to get you started.

Inviting Parents 10-Digit Code

You can find your Parent Invite codes for each child on the web under the Contacts section of a child's profile. After a parent creates an account they will be prompted to enter their child's 10-digit code.

Note: If you have already added a parent's email address to their child's profile, they will automatically be connect to their child and will not need a 10-digit code, per the instructions above. 

You can also find Parent Invitation Handouts on the web version of brightwheel.

  1. Select Parents tab
  2. Select “Download Parent Invitations” 
  3. Download & Print the handouts & share with the parents.

Here is an example of the handout.

  • Parents will follow the instructions by creating an account and entering in the specific 10-Digit code.
  • This will associate them with your child and their name and their email will appear on the Child Profile.

Note: If you never shared these handouts, but a parent is asking you for a 10-digit code. We recommend the much faster solution of adding the parent's email to the child’s account instead of downloading the list for the class to retrieve the specific code.

This code can also be found in the child's profile. Click on the child from the student tab and scrolling down to Contacts.

Inviting Parents Via SMS Text Messaging

If you do not have an email address on file for a parent, you can now invite them via SMS text message via our web portal or the mobile app.

From the Web:

  1. Select Parents tab
  2. Next to a child's name, select “Invite Parents” 
  3. Select "No" when asked if you have an email address.
  4. Enter the parent's 10 digit phone number.
  5. They will be sent a text message with instructions on downloading the app and connecting to their child. 

From the App:

  1. Select a Student
  2. Tap "Edit" at the top-right of the screen
  3. Tap "Parent" , "Family", or "Approved Pick-ups"
  4.  Select "No, invite by phone #"
  5. Enter their phone number and tap "Send Invite"

The invite will be sent. Once a parent signs up their information will populate in the Parents section of the brightwheel web portal

Please note: Update "Family" is now a separate contact type and can see a child's feed and profile while "Approved Pickups" cannot see a child's information or feed..

Tracking Parent Sign Ups

You can track the status of your parents’ sign up from the Web version of brightwheel.

  1. Click Parents 
  2. View the information to the right of each name.
  3. Look for a “Signed Up”  
  4. You’ll receive an email every time a parent sign-ups notifying you that they activated.

Note: If they have not yet signed up, you can send a reminder by clicking “Send Reminder”

Frequently Asked Questions (FAQ)

Why do parents use brightwheel?

Typically, schools & teachers choose to invite parents of students to brightwheel for any of the following reasons:

  1. Daily reporting - Securely sharing recorded activities of their children via the app
  2. Digital check-in via private/secure 4 digit pins
  3. Paperless billing and payments

Numerous schools have shared unsolicitedly with us that using brightwheel with their parents has helped them with marketing and enrolling new students, since it offers parents a window into their child’s lives during the day and digitizes otherwise manual and paper intensive processes. Here is more information on getting started.

What happens after parents sign up?

After downloading the app and joining your school, parents can immediately see their child’s profile and change settings, like adding additional information about their child, inviting additional guardians, or changing their check-in code.

Can I share the daily actions with parents in any other format?

Not currently. But we’ll be adding other formats like daily/weekly summaries and alerts/notifications in the near future - all of which will be managed within teacher settings. We do summarize each day within a ‘daily report’ button within the feed in case you’d like to direct parents to view that feature.

If you would like to print it, you can print the Daily Feed updates from the website portion of brightwheel. Just click on the child's profile and view the daily feed. From there, select "Print" or CTRL +P from the menu.

Do I have to invite parents to brightwheel to use the reporting features?

No. You may leverage all the features of brightwheel for recording actions without incorporating parents into the experience. (But you should, they’ll love it.)

Can I limit parent access to the real-time activity feed?

Yes, you can record private/staff-only notes within the app that parents cannot see. Otherwise, you currently cannot restrict parents from seeing certain content within the activity feed. But we are adding features for managing parents permissions in the future, so stay tuned.

My parents are asking for a 10 digit code?

The 10-digit code is the child's unique ID in brightwheel. This code can be found in the parent invitations. A parent will need this 10-digit code to connect to their child if they either A) used a different email address to create their brightwheel account than the one listed in the school's account or B) they were never added as a parent on the child's profile.

You can loacate this code in the students profile, or by providing a handout to the parent.

Code in Student Profile:

  1. In the web portal, select Students
  2. Choose the student in question
  3. Click the Profile tab
  4. See the Parent Invite Code under the Info section

Parent Invite Handouts:

  1. From the web portal, select Parents tab
  2. Select “Download Parent Invitations”
  3. Download & Print the handouts & share with the parents.

Here is an example of the handout

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