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Schedule and manage enrollment transitions

[For Admins] Learn how to schedule enrollment transitions due to schedule changes, program/room transfers, and withdrawals.

Written by Audrey

For providers using brightwheel CRM, scheduled transitions let you plan changes ahead of time. If a toddler is moving to the threes room on October 12, or a family is leaving at the end of September, schedule it now. Your forecast will show each room as it will look on that date, including future open spots to help you plan for enrollment.

🚀 Not seeing transitions or brightwheel CRM in your account? New schools see it automatically, while existing schools need to opt in. Learn how to opt in.

Types of transitions

  • Transfer: Move a child from their current room to another room.

  • Schedule change: Change a child's schedule, such as going from full time to part time.

  • Withdrawal: Plan the date a child will leave your school.

Schedule a transition

  1. Log in on the web

  2. Go to Enrollment > Transitions

  3. Select + Schedule transition

  4. Choose the transition type and the student

  5. Enter the effective date and any room or schedule details

  6. Select Apply schedule

💡 Tip: You can also schedule a transition from the Forecast page. Select a room, click the three dots next to the child, then select Transfer, Withdrawal, or Update schedule.

How to read the Transitions page

The Transitions page shows everything you've scheduled. You can see upcoming starts, withdrawals, transfers, and schedule changes in one place, which makes it easy to prepare for room changes and spot gaps before they happen.

You can filter the page to only see completed, scheduled, or, in the unlikely case, failed transitions that you must complete manually. You can filter by any date range, or to just view specific transition types (e.g. withdrawals, transfers) and programs.

Override or cancel transitions

If a child is scheduled to transition on a future date, you can override the transition to run immediately, change the date it is set to go into effect, or cancel it all together. Here’s how:

  1. Log in on the web

  2. Go to Enrollment > Transitions

  3. Click the three dots to the right of the scheduled transition

  4. Select Run now, Edit, or Cancel transition

FAQs

Can I schedule a transition across multiple rooms?

No, you can only schedule a transition for a room a child is in today. For example, you can't schedule a move into Room B and then a second move from Room B to Room C in advance.

Can I schedule a transition for a child who may not have a room assignment?

Not at this time. You can only schedule transitions for children who are currently assigned a room. If you don’t wish for the child to appear in rooms just yet, make sure they don’t have an active enrollment status, such as inactive, enrolled, prospect, waitlist, etc.

Can I change or cancel a scheduled transition?

Yes, you can easily edit, cancel or override scheduled transitions.

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