Administrators have the option to delete inactive or graduated students who no longer attend their program.
Additionally, administrators have the option to archive profiles instead of deleting them, which hides the student profile from active lists but retains historical data for record-keeping, licensing, or audits.
It's highly recommended to archive instead of deleting to ensure important data remains accessible when needed.
Archive
| Archiving hides the profile from your Active student list but keeps the student's records accessible. If you need to access the student records in the future (E.g. for licensing, audits), we recommend archiving the profile instead of deleting. |
Delete | Deleting a student profile permanently erases the child's data from your brightwheel account, including profile information, messages, attendance records, activities, family contacts, etc |
Archive students
To archive a student, simply change their enrollment status to a non-active status of Graduated, Inactive, Removed, or Duplicate. Archiving hides the profile from your active student list to show only current students, while allowing future access for billing, taxes, licensing and reporting.
Before or after archiving a student, we highly recommend deactivating any active bill plans to avoid incorrect charges after they leave your program. Changing a student's status to Removed will automatically delete any plans and upcoming invoices.
Log in on the web
Click My School in the sidebar menu > Students
Select a student profile, then hit edit in their 'School Details' tile
Update their status to Inactive, Graduated, Removed, or Duplicate, then click Save
💡Tip: Need to archive multiple students? Providers can also update the status of multiple students at once or use the roster upload tool. Learn more here: Bulk update student enrollment statuses.
How archiving impacts family visibility
Archiving a student does not affect their linked contacts' access to their brightwheel account, invoices, or payment history. Only a Removed status will hide a student's activity feed and delete any billing plans or upcoming invoices.
We recommend removing any contacts if you no longer wish for parents and other contacts to view the child's profile, message the program, or check their child in/out. Archiving a student does not automatically remove student contacts or restrict access.
Delete students
🚩 Deleting students is a permanent. If a student no longer attends your program, we recommend providers archive the student profile instead of deleting to retain access to the student's records.
On the Web
Log in on the web
Select My School > Students from the sidebar menu
Click into a student profile, scroll to the bottom, and hit Delete student
On the App
Log in on the app
Click School Profile
Select Students at the top of the page
Click a students name, scroll to the bottom, and then hit Delete
FAQ
How do I find and/or restore archived student profiles?
How do I find and/or restore archived student profiles?
At anytime, administrators can view archived student profiles by going to the Student List, changing the Student status filter to what enrollment statuses are relevant (i.e., Inactive, Graduated, Removed, or Duplicate), and viewing the displayed results.
If the child returns to the program, administrators can restore archived profiles by searching for the student’s name and adjusting their status back to Active. Please note deleted student profiles cannot be restored.
How can I ensure that archived students are not charged tuition?
How can I ensure that archived students are not charged tuition?
If students are no longer attending a program, any active billing plans should be deleted and any upcoming charges voided.
Providers will be prompted to delete any active billing plans when archiving the student. If this option was not selected, or students are still being charged, please manually take steps to Deactivate Billing Plans.
To void upcoming invoices, take steps to Void a Charge or Invoice. If families were mistakenly charged, providers can issue a refund.
How should I handle student contacts?
How should I handle student contacts?
If contacts should not have access to the student profile, its recommended administrators or managers remove them as contacts from the student's profile. Contacts that are removed will no longer have access to any information, data, or records related to the profile.
If parents remain added to the student’s contact list, they’ll continue to have access to historical messages, activities, attendance data, billing records, and be able to message the school and accidentally check the archived student in even if the profile is archived.