Manage Multi-Sites

[For Admins] Learn how to set up a Multi-Site, toggle between locations, view the Multi-Site Dashboard, and manage staff access.

Sabrina avatar
Written by Sabrina
Updated over a week ago

Use brightwheel’s multi-site tool to manage brightwheel accounts and information across multiple schools or locations!

Multi-site Administrators and users with the Organizational Report role have access to multiple linked locations all from a convenient workplace on the web to access reports and more!


Set Up a Multi-Site Organization

Multi-site organizations simplify management by grouping multiple brightwheel accounts under one organization. This enables administrators to easily switch between locations without managing separate login credentials. Staff can be added to one or multiple locations as needed. It's crucial to highlight that grouping locations results in a single brightwheel Premium subscription payment instead of separate subscriptions for each location.

  1. Create a unique brightwheel school account for each location using a unique email address.
    💡 Many programs find it convenient to set up each location using the site director’s email address!

  2. Once each location has been created, reach out to brightwheel Support so we can help link the accounts together under one Organization. Make sure to provide the following information to our Support team:

    1. Each of the email addresses used to set up the accounts for each location

    2. Which administrator accounts should have multi-site access to all locations


Toggle Between Locations

Once your locations have been grouped together under one organization, multi-site administrators can select which location to view in their ​brightwheel app or on the web. They will be able to select any location they are added to.

Switch Locations on the Web

  1. Log in to brightwheel on the web as a multi-site administrator

  2. Click on the Workspace tile in the bottom left corner
    💡 This option is located above your profile tile and the current location you're logged in to will be displayed on the tile

  3. Use the search bar or scroll through locations as needed

  4. Select another location to immediately be loaded into it

Switch Locations on the App

  1. Log in to brightwheel on the app as a multi-site administrator

  2. Tap the three horizontal lines in the top left corner

  3. Tap Location

  4. Select another location to immediately be loaded into it


Multi-Site Dashboard

The Multi-Site Dashboard is a tool Multi-Site Admins can leverage for the following tasks across multiple locations:

  • Update staff permissions & default location selection

  • Run pre-made & customized reports

  • Review locations across multiple states & tags

ℹ️ Users with the Organization Report role will only have access to reports from the dashboard.

  1. Log in to brightwheel on the web as a Multi-Site Administrator, or with the Organization Reports role
    💡 If you are listed with the Organization Reports role at all locations, you will immediately be logged into the dashboard page

  2. Click on the Workspace tile in the bottom left corner above your profile name tile

  3. In the pop-up, click Organization

    1. To manage staff in the dashboard, follow Manage Staff Access steps below

    2. To run multi-site reports in the dashboard, review our Multi-Site Reporting resource


Manage Staff Access

After setting up the multi-site organization, administrators can manage staff access and permissions by toggling between individual locations or utilizing brightwheel's multisite dashboard tool for simultaneous management across multiple locations. Log in as a multi-site administrator on the web and follow the provided steps.

  1. Click on the Workspace tile in the bottom left corner above your profile name tile

  2. In the pop-up, click Organization

  3. Navigate to the Staff tab

  4. Optionally, search by staff name, or filter by location and role

  5. Select Actions > Edit role & Locations next to the desired staff name
    💡 If you need to add a brand new staff profile to a location, toggle to the specific location & follow the steps add a brand new staff profile

  6. In the Role drop down, select the desired permissions

  7. Select the Default location, or click Add/Remove to update staff locations

  8. To exit & save, click Close


Multi-Site Reports

See our Multi-Site Reporting resource to learn more about reporting capabilities across multiple locations!


Click to expand FAQs ↓

How can I change the default school I see when logging in as a Multi-Site Administrator?

Follow the steps outlined in Manage Staff Access above to update for your account, or other staff!

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