Administrators can choose which role to assign their teachers and staff, depending on the level of access they should have at the program. Once you assign a role, you can view it from the web Staff & Payroll tab and edit it at any time.
Types of staff roles
There are a few different role options you will see available when adding or updating a staff member's permissions. Roles are available across all program types, but providers with multiple locations have additional roles.
Admin-level roles
Role | Responsibilities | Who can assign | Best for |
Admin | Has full access, including Billing and Subscription. Can add and manage Staff, Lead Staff, Manager, and Admin profiles. | Admins | Managing the whole program or single location |
Manager | Has admin access without Billing and Subscription. Can add and manage Staff, Lead Staff, and Manager profiles, but cannot add Admins. Can change child statuses to help maintain the admissions pipeline. | Admins and Managers | Day-to-day program management |
Staff roles
Role | Responsibilities | Who can assign | Best for |
Lead Staff | Can edit child information. Does not see the Staff & Payroll menu option or the Admissions and Forms section. | Admins and Managers | Classroom use with child profile editing |
Staff
| Default staff role. Cannot edit child information. Does not see the Staff & Payroll menu option or the Admissions and Forms section. | Admins and Managers | Everyday classroom use |
Staff Without Parent Messaging | Cannot message families. Can still message other staff individually or the entire room staff, including in Room Device Mode. | Admins and Managers | Classroom use without family messaging |
Additional roles
Role | Responsibilities | Who can assign | Best for |
Billing Only | Has access to the billing page only and can take the same actions as an administrator there, such as creating or voiding charges.
Cannot view child information outside of billing, invite families, edit billing settings, view non-billing reports, or see account deposit information.
Note: | Admins | Bookkeeping and billing tasks |
Note: To log timecards for a staff member with the Billing Only role, youâll need to assign them to a room. To keep them from messaging families or logging activities for children, choose a room that has no children enrolled.
Multi-site roles
If your organization has multiple schools in brightwheel, you can also assign additional roles to control who manages organization settings, who oversees individual schools, and who only needs to see reports.
Only a Org Admin and Multi-site Admin can assign or remove the Multi-site Admin and Organization Reports roles.
Role | Responsibilities | Who can assign | Best for |
Org Admin | Sets and locks settings for the entire organization. | Org Admins | Managing organization-wide settings |
Multi-site Admin | Has full access to all assigned schools and can view, but not change, organization settings. Also known as a multi-location administrator or super administrator. | Org Admins, Multi-site Admins | Overseeing multiple schools
|
Organization Reports | Views reports for all assigned schools. Does not have access to child profiles, billing details, messaging, or activities. | Org Admins, Multi-site Admins | Reporting access only |
Features accessible based on permission level
FAQs
Why canât I remove an admin who owns the account?
Why canât I remove an admin who owns the account?
In brightwheel, account owners cannot be removed without transferring ownership.
Do I need to be an admin at every location for managing multi-site subscriptions?
Do I need to be an admin at every location for managing multi-site subscriptions?
Yes, to manage subscription payments, you must be the Account Owner and an admin for all sites in a multi-site account
Can multi-site admins manage staff at other locations?
Can multi-site admins manage staff at other locations?
Yes, with Multi-Site Administrator access, staff at other locations can be managed easily. Assign this role through the organization dashboard.