Program administrators and Managers are able to create new accounts and update existing accounts for staff members to assign the specific role they will need depending on the level of access they should have at the program.

Administrators will have full access to add and manage Staff, Lead Staff, Manager, and Administrator profiles. Managers will have access to add and manage Staff, Lead Staff, and Manager profiles, but not administrators.

Continue reading below to learn more about these roles, how to add them, and how to update roles on existing accounts!

Table of Contents


Understanding Roles

There are 4 different role options you will see available when adding or updating a staff member's permissions:

  • Staff: default staff role with no ability to edit student information

  • Lead Staff: staff role with access to edit student information

  • Manager: admin role without Billing and Subscription access

  • Admin: admin role with all access (including Billing and Subscription)

Administrators will be able to add and update any staff member to any role, but Managers will only be able to add and update users to be equivalent to their role or below their role access-wise. If you are a Manager and need to add or update a staff member's profile to Admin, please contact an existing administrator at your program to complete this action.

Please Note: While Staff and Lead Staff without Admin privileges will only be able to see Students in their assigned Rooms on the app, they will be able to view all Student Profiles in the school on the web, regardless of assigned Rooms. If you do not want Staff to be able to view all Student Profiles, we recommend leveraging our Room Device feature.


Multi-Site Admin

Some staff members will be labeled as Multi-Site Admin. This title is assigned to a staff member when a brightwheel multi-site account is initially set up, or when an administrator requests this title be assigned by the brightwheel Support Team.

The Multi-Site Admin can also be called the multi-location administrator, or Super Administrator, and they often have full access across multiple schools or locations.

If you need to remove this title from a staff profile or remove/delete a staff member with this title, please contact brightwheel Customer Support.

To learn more about multi-site management and this title please visit our Manage Multi-Sites and Multi-Location Manager on Mobile resource.


Adding Staff

As you are creating a new staff account, you can choose which role to assign to them during the creation process. Review our Add Teachers and Staff Profiles resource to learn more about how to add new staff accounts to your program.

If you've already set up the staff profile but didn't invite them to join your program yet, review our Invite Teachers and Staff to brightwheel resource to learn how to get them invited!

If you've already created a staff member's profile and they need to have their current role updated, you can update permissions on the web following the steps below!


Viewing Staff Roles

All staff roles can be quickly viewed from the Staff List on the web. This allows administrators and managers to easily see all roles in one spot as opposed to having to click into each staff member's profile.

  1. Navigate to the Staff section on the website

  2. View the Staff List, specifically the Role column


Updating Staff Permissions on the Web

If an existing staff profile needs to have a new role assigned, the staff member's permissions can be easily modified from the web.

Please Note: Managers are unable to update a staff member's role to Admin, only Manager, Lead Staff, or Staff. If a staff member needs to be updated to an Admin role, please get in touch with an existing administrator at the program for assistance.

  1. Navigate to the Staff section on the website

  2. Click on the name of the staff member that needs to be updated

  3. Click Edit in the 'Permissions' section of the Staff's profile

  4. Use the Role drop-down menu to select the appropriate role for the staff member

  5. Click Save to apply changes


Updating Staff Permissions on the App

Existing staff accounts can also have their permissions updated from the mobile app, but only if the staff member needs to be updated to Lead Staff in order to have editing permissions for student profiles.

If the staff member needs to be updated to Manager or Admin, please complete the steps above on the web!

  1. Log in to the brightwheel app

  2. Tap on School Profile

  3. Choose the Staff card at the top of the screen

  4. Select the staff member you wish to edit

  5. Scroll down to Permissions

  6. Toggle on/off Edit Student Information


Automatic Security Notice for Admins

Please be aware that any time a new Admin profile is added or an existing staff member's permissions are updated, brightwheel will send an automatic email to all Admins at the program. Staff with the Manager role will not receive updates when an Admin is added.

This notice is designed to send to all Admins to ensure that if a new Admin is added, there is immediate visibility on who the Admin is and who added/updated their role.

If there was ever the scenario that a new administrator role was added and had no affiliation with the program, we want to immediately bring it to your program's attention and urge you to contact Support so we can investigate and assist.

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