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.

Ask the parent to check which programs each profile belongs to
If the duplicates are from different programs, the parent should speak with the other program directly to get them removed as a contact at that program
If the duplicates are from your program, open the Students tab on the web to locate both profiles
Remove all contacts from the duplicate profile—this removes it from the family’s view

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

Archive or delete duplicate student profiles

You can’t merge profiles in brightwheel, but you can manage duplicates in two ways:

Archive: hides the profile but keeps it for records
Delete: permanently erases the profile

When archiving duplicate profiles, ensure that only the profile with the most complete information and activity is retained, while others are marked as 'Duplicate.'

If the duplicate includes information you want to keep, transfer it manually before archiving or deleting. This includes canceling active invoices and recreating them on the correct profile.

Manage 10+ duplicate profiles

If your program needs to update 10 or more duplicate profiles, use the Bulk Roster Update tool to have our team make changes for you and make the process faster.

Here's how it works:

Export your student roster as a CSV file
Update the file (For example, add parent contacts or room assignments to the correct profile, and set duplicate profiles to Inactive to archive them)
Re-upload the CSV file to brightwheel. Our team will apply the updates to your profiles

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.

FAQs

Why can't families see the correct student profile after I fixed the duplicate one?

If a contact can only see one of their child’s profiles, and you want them to see another:

Remove them as a contact from the profile they shouldn’t access
Add them as a contact on the correct profile.
Be sure to enter their contact information exactly as it appears on their brightwheel account.

Adding a contact links their account to the student’s profile, allowing them to view and interact with it. If they are a Parent contact, you can also provide them with the correct child's 10-digit invite code and they can add themselves to the correct profile.