If your organization has multiple schools in brightwheel, you can give a staff member the same role at every school in one step. For example, a regional director can be an Admin at all 30 of your schools without you setting it up school by school.
You can also lock that role, so local Admins can't change or remove it. Any new school you add gets the same role automatically.
Choose how an staff member is managed
Org Admins and Multi-site Admins at every location can choose between two options from the Organization dashboard when adding or managing staff.
Note: The ability to lock roles and change if staff are managed at the organization level is rolling out to all schools and may not be available in your account yet.
Manage across the organization | Adds the staff member to every school with the same role and locks it. Local admins can't change or remove the role, but they can still edit the rest of the profile.
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Manage per location | This doesn't lock the role. Choose this option if the staff member should only be at select schools. Local admins with Admin permissions or higher can then edit or remove them at their school.
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Note: A role can only be locked when the staff member is listed at every school with the same role. Learn about roles and permissions here: Understanding staff permissions & roles.
Assign and lock a role across your organization
To assign a staff member to all locations and lock their role, make sure the staff member is added at one school already from that school's Staff & Payroll page; then you can use the Organization Dashboard to add them at all locations and lock their role.
This is available on the web for organizations with more than one school.
Note: The Organization Dashboard manages where staff are listed and permissions, but it can't create or delete staff completely. This must be done at the local site level.
Steps to assign and lock a role
Log in on the web
Click the program name in the sidebar menu (top left)
Select Organization > Staff
Next to the staff member, click Actions > Edit role & locations
Select Manage across the organization
Choose their role and default location, then click Close to save
What local admins see
If a local admin tries to change or remove the role, they'll see an error message explaining that the staff member is managed at the organization level. They can still edit other parts of the profile. If they reach out requesting changes to the staff member's role, you can make the change from the Organization > Staff page yourself.
Switch to Manage per location
Use these steps if a staff member should only be at certain schools, have different roles across multiple locations, or if you want local admins to manage their role.
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When changing a staff member to be managed per location, they keep their current role at every school, but it's no longer locked, so local admins can change or remove them.
Log in on the web
Click the program name in the sidebar menu (top left)
Select Organization > Staff
Next to the staff member, click Actions > Edit role & locations
Select Manage per location, then click Close to save
After that, you can edit their role or remove them from a single school like you do today.
FAQs
Why can't I edit or delete a staff member's role at my school?
This likely means their role is managed at the organization level, so it's locked at each school. An Org Admin or a Multi-site Admin listed at every location can change it from the Organization > Staff page.
Does switching to Manage per location remove anyone from a school?
No. The staff member keeps their role at every school. The role is just no longer locked.
Can I lock a role at only some of my schools?
No. A role is locked only when the staff member is listed at every school with the same role. For select schools, use Manage per location option.
Can I assign roles across my organization in the mobile app?
Not yet. This is available on the web, from Organization > Staff.