If a family sees their child listed multiple times in brightwheel, or you’ve accidentally created multiple profiles for the same child, there are a few ways to identify and correct duplicates.

Help families only see the correct student profile

Families may see duplicate profiles if they're linked to different programs or if multiple profiles were created by mistake. Here's how to help families resolve duplicate profile issues.

Ask the guardian which program is associated with each profile
If the duplicates are from a different program, ask the guardian to contact that program to be removed as a contact
If the duplicates are from your program, open the Students tab and locate both profiles
Remove all contacts from the duplicate profile, then confirm the guardian is added to the correct one

💡 Tip: Removing a contact from a profile immediately stops guardians from seeing that child in their account.

Archive or delete duplicate student profiles

You can't merge profiles in brightwheel, but you can archive or delete duplicates. If the duplicate profile has information you want to keep, transfer it manually first. You'll also want to cancel any active invoices and recreate them on the correct profile.

Action	When to use
Archive	Set the status to "Duplicate" to hide the profile from daily view while keeping records. Before archiving, remove any guardian contacts from the duplicate so families can't see it. Delete or add an end date to any active billing plans to prevent future charges.
Delete	Permanently removes the profile. This is only available if no billing activity exists. No additional steps needed after deleting. The profile and all its data will be permanently removed.

Steps to archive or delete

Archive	Delete
Open the student profile from My School > Students Click Edit under the student's 'School Details' tile Change the 'Status' field to `Duplicate` Hit Save	Open the student's profile from My School > Students Scroll to the bottom of the student's profile Click Delete Student

Manage duplicate profiles in bulk

Use the Bulk Roster Update tool to make changes faster if you have 10 or more duplicate student profiles to manage.

First, export your roster as a CSV.

Next, make updates to the Enrollment Status column in the CSV file by changing the student statuses to 'Duplicate'. You can also add parent contacts to the correct profiles or the correct room assignments.

The last step is to re-upload the file, and the brightwheel team will apply the updates to profiles for you.

Important notes:

Removing contacts or rooms from the CSV won’t remove them from the student’s actual profile. Update those manually in brightwheel.
Billing information doesn’t transfer automatically. You’ll need to recreate any bill plans on the correct profile and remove them from the duplicate.
Changing the Enrollment Status in your roster to Duplicate will automatically archive those profiles when re-uploaded.
To prevent duplicate profiles during bulk uploads, include each student’s unique ID in the roster and ensure names and IDs match existing profiles.

FAQs

Why is a family still not seeing the correct profile after archiving?

The guardian is likely still listed as a contact on the duplicate, or hasn't been added to the correct profile yet. Remove them from the duplicate and add them to the correct profile. Parents can also use the child's 10-digit invite code to add themselves.

Why can’t I delete a student profile?

Profiles with billing activity can't be deleted. Archive it instead to keep the data accessible.

What happens if I delete a profile?

Deleting permanently removes all data, including messages, attendance, and billing history. This can't be undone.

Resolve duplicate student profiles