Teacher/Staff Permissions

Learn about various roles that can be assigned to staff profiles and how to update a staff member's role when needed

Sabrina avatar
Written by Sabrina
Updated over a week ago

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!

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)

  • (Multi-Sites Only) Organization Reports: Able to only view and run reports for the organization

  • (Multi-Sites Only) Multi-Site Admin: full access to brightwheel & able to assign this role and Organization Reports role to any staff

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.

It's also important to call out that on the web, Managers have the ability to change student statuses to help maintain the admissions pipeline, but the ability to set the student to active and inactive is up to Admins who have higher permissions.

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 Roles

The Multi-Site Admin and Organization Reports roles are only available to programs with multiple locations within brightwheel.

The Multi-Site Admin can also be called the multi-location administrator, or Super Administrator, and they have full access across multiple locations. The Organization Reports role allows the staff member to access brightwheel on the web to view reports for all the sites they are listed at with this permission. This is great for when you have a staff member that only needs access to reports and does not need access to student profiles, billing details, messaging, activities, and more!

💡 Visit our Multi-Site Reporting resource to learn about the reports the Organization Reports role has access to.

Please Note: Only Multi-Site Admins can remove, or assign this role to other Multi-Site Admins along with the Organization Reports. To manage staff roles Multi-site Administrators can follow the steps below, or refer to our Manage Multi-Sites resource to leverage the Multi-Site Dashboard tool.

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

    1. Multi-Site Admins can also leverage the Multi-Site Dashboard tool to view staff roles across multiple locations at once

  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

    1. Multi-Site Admins can also leverage the Multi-Site Dashboard tool to manage staff roles across multiple locations at once.

    2. To update a staff member who is currently assigned the Organization Reports role, you will need to go to the Multi-Site Dashboard linked above

  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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