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How to use brightwheel AI

[For Admins] Learn how to get answers fast from brightwheel AI, your school's operational assistant.

Written by Audrey

Now that you know what brightwheel AI can do, this guide walks you through where to find it, real examples of questions to ask, and answers to common concerns.

What you can ask brightwheel AI about

brightwheel AI answers questions about how your school is running, using your school's actual data. Specifically you can look at:

  • Billing - Who owes money? Who's set up for autopay? What's the payment status?

  • Attendance - Who's checked in? How many children are here today? Who didn't show up?

  • Staffing - Who's clocked in? Am I in ratio? Who's assigned to which room?

  • Rosters - What's my active enrollment? How many children are in each room? Who's missing paperwork?

  • Families - Who doesn't have emergency contacts? Which families need follow-ups?

Real examples

Your situation

What you ask

What you get

Other related questions

A parent calls asking about their bill

"What's the balance for the Chen family?"

Exact amount they owe so you can answer on the spot

"Which families are not enrolled in autopay?"

"Who has an outstanding invoice?"

You need to know if you have enough staff clocked in

"Who is clocked in right now?"

List of who's working and where they're assigned

"Who is assigned to the infant room?"

"Do I have coverage for the preschool room right now?"

You're preparing for a meeting and need enrollment numbers

"How many children are currently enrolled?"

Your total enrollment number

"How many are in the toddler room?"

"How many in the infant room?"

You suspect families are missing paperwork

"Which families haven't completed their enrollment forms?"

List of children with missing info so you know who to follow up with

"Where is this student in the enrollment process?"

Where to find brightwheel AI

You'll see brightwheel AI in a few places.

In the top toolbar

Click Ask brightwheel AI or the AI logo in the top right of your screen, anywhere on the web.

In the search bar

Start typing a question in the top search bar anywhere on the web and brightwheel AI shows up as an option.

Tips for best results

💬 Ask in plain language

You don't need to be technical. "Who's missing their vaccine records?" works just as well as "Pull immunization documentation for unenrolled families."

✋ Ask follow-up questions

If you get an answer and want to dig deeper, just keep asking. You can ask as many follow-ups as you need in one conversation.

✅ Check the answer before you act on it

brightwheel AI works with your real data, but take a second to make sure it makes sense before you make a decision based on it.

FAQs

What actions can’t brightwheel AI take?

It won't send messages or update records. You stay in control. brightwheel AI answers questions and explains data but it doesn't make changes to your account.

It won't have access to information you don't have. If you don't have permission to see something, brightwheel AI doesn't either.

For multi-site programs, it answers per site. If you run multiple schools, you'll need to switch to each school's account to get answers about that specific location.

What if the data in brightwheel isn't up to date?

brightwheel AI pulls live data, so answers reflect what's in your system right now.

Can I trust the numbers?

Yes, it pulls directly from your school's data. But always double-check before making big decisions.

Can my staff see my questions?

No. Your conversations are private to your Admin account.

Is my data secure?

Only Admins with permission can access the data brightwheel AI sees. Nothing is shared between schools.

Can I use this on my phone?

Not yet, it is only accessible on the web for now.

Does it remember past conversations?

No, each conversation starts fresh.

What if I have concerns about using AI

Please don't hesitate to contact brightwheel Support directly. We'd love to help address any questions or concerns.

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