Student statuses help providers organize students based on their enrollment standing, such as indicating whether a student is actively attending, waitlisted, touring, or no longer attending. Brightwheel offers various statuses to manage student and school data: Active, Graduated, Inactive, Removed, Duplicate, Prospect, Toured, Applied, Waitlist, and Enrolled.
Learn more about using, adjusting, and archiving students via statuses below!
Overview
Who can set/adjust student enrollment statuses?
Admins can manage student statuses individually or in bulk on the web, and only individually on the mobile app.
Managers and Lead Staff can only manage statuses individually on the mobile app
Managers cannot select the Inactive, Duplicate, Removed, or Graduated statuses
Enrollment Status Uses
Active: recommended for students who are regularly attending a program
Graduated, Inactive, Removed, and Duplicate: options for students who will no longer be attending the program
Prospect, Toured, Applied, Waitlist, and Enrolled: students who may be attending in the future but aren’t attending regularly yet
There is no functional difference between these statuses other than for filtering, so programs can choose to use whichever statuses are the best fit for their program.
Set & Adjust Enrollment Statuses
Students' enrollment statuses can be set, or viewed on their profiles on the web or the mobile app. Keeping track of accurate statuses is crucial for any program and enables easy filtering of students.' Providers can individually update statuses or efficiently update multiple statuses in bulk.
💡 Archiving a student by setting their status from Active to Inactive will not impact a student contact's visibility into their own brightwheel account, payments, payment history, etc. If archiving, please take steps to Archive Students via Enrollment Statuses to ensure all actions needed are taken.
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Set Students to Active Automatically
If providers know the student's start date, the system can automatically change the student's status to Active on that date. An email notification will be sent to administrators on that day to inform them of the status change. This can be done when enrolling a student from a Waitlist or on the student profile by taking the steps below:
Log in to brightwheel on the web
Click to expand My School and click Students
Select the desired student profile
Locate the Enrollment Details tile and click Edit
Select a future Enrollment Date
Check the Set Status to "Active" on Enrollment Date box
Click Save
💡 Before a future set to active date can be selected, the student must first have an inactive enrollment status (E.g. Enrolled, Applied, etc.).
Filter by Enrollment Status
Throughout the brightwheel web and mobile apps, filters are applied by default so that only students with Active or no enrollment statuses are displayed. This prevents cluttering of classrooms and avoids confusion. Providers looking to view all students regardless of enrollment status should remove any status filters when searching to view all student profiles.
Update Status Filters on the Web
Filter students by status using dropdown under Student status or click X to remove a status filter.
Update Status Filters in the App
Programs can customize student enrollment statuses in the mobile app to only see students with the selected statuses in rooms. For example, providers pay choose to only display Active students or to include statuses like Inactive, Duplicate, and Prospect.
If students are missing from classrooms or inactive ones are shown incorrectly, verify that the filters are set correctly.
From the Administrator Home page, tap Rooms
Once in the room, tap Manage on iOS or the settings gear on Android
Tap the Student Status filter
Tap the enrollment statuses you wish to display in that room
Tap Save
Archive Students via Enrollment Statuses
You have two options for managing inactive or graduated students: archive or delete.
If a student no longer attends your program, we recommend providers archive the student profile instead of deleting to retain access to the student's records. Archiving hides the profile from your active student list to show only current students, while allowing future access for billing, taxes, licensing and reporting. To archive a student, change their enrollment status to Inactive, Graduated, Removed, or Duplicate.
Providers can also update the status of multiple students at once from a room on the web, or use the roster upload tool.
Log in on the web
Click to open the My School menu on the sidebar and select Students
Click the applicable student name to open their profile
Before archiving, ensure the "Set Status to 'Active' on Enrollment Date" box in the Enrollment Details tile is unchecked to prevent the student from reverting to Active.
In the School Details tile, click Edit
Update the Status to Inactive, Graduated, Removed, or Duplicate
Click Save
💡 Tips and tricks for closing out a student's profile after archiving
Remove the student's contacts if you no longer wish for parents and other contacts to view the child's profile, message the program, or check their child in/out. Archiving a student does not automatically remove student contacts or restrict access.
Deactivate any active billing plans for the student to avoid incorrect charges after they leave the program. Providers can manually deactivate billing plans or will be prompted to delete any active plans when archiving a profile.
FAQ
Should I remove student contacts from archived student profiles?
Should I remove student contacts from archived student profiles?
If contacts should not have access to the student profile, its recommended administrators or managers remove them as contacts from the student's profile. Contacts that are removed will no longer have access to any information, data, or records related to the profile.
If parents remain added to the student’s contact list, they’ll continue to have access to historical messages, activities, attendance data, billing records, and be able to message the school and accidentally check the archived student in even if the profile is archived.
How do I find and/or restore archived student profiles?
How do I find and/or restore archived student profiles?
At anytime, administrators can view archived student profiles by going to the Student List, changing the Student status filter to what enrollment statuses are relevant (i.e., Inactive, Graduated, Removed, or Duplicate), and viewing the displayed results.
If the child returns to the program, administrators can restore archived profiles by searching for the student’s name and adjusting their status back to Active. Please note deleted student profiles cannot be restored.
How can I ensure that archived students are not charged tuition?
How can I ensure that archived students are not charged tuition?
If students are no longer attending a program, any active billing plans should be deleted and any upcoming charges voided.
Providers will be prompted to delete any active billing plans when archiving the student. If this option was not selected, or students are still being charged, please manually take steps to Deactivate Billing Plans.
To void upcoming invoices, take steps to Void a Charge or Invoice. If families were mistakenly charged, providers can issue a refund.