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Manage Students via Enrollment Status
Manage Students via Enrollment Status

Use student enrollment statuses to filter out archived students while retaining access to data.

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Written by Sabrina
Updated over a week ago

Brightwheel offers many different student statuses to ensure that all student and school data is maintained: Active, Graduated, Inactive, Removed, Duplicate, Prospect, Toured, Applied, Waitlist, and Enrolled!

Many programs need to retain access to records for billing, taxes, licensing, and other reporting purposes, and brightwheel understands how important it is to always have reliable access to data. With this in mind, deleting or erasing a student profile is not an option. Instead, administrators can use student enrollment statuses to organize and filter out archived students.

Set & Adjust Enrollment Status

Students' enrollment statuses can be set on their profiles on the web or the mobile app by an administrator. At this time, Managers and Lead Staff can only manage statuses from the mobile app one student at a time. Managers cannot select the Inactive, Duplicate, Removed, or Graduated statuses.

Admins have the ability to make bulk status changes on the web if several students' statuses need to be updated at once. This is particularly helpful at the beginning and end of each school year, calendar year, or seasonal program schedule!

  • The Active status is recommended for students who are regularly attending a program.

  • There are a few options for students who will no longer be attending the program: Graduated, Inactive, Removed, and Duplicate.

  • For students who may be attending in the future but aren’t attending regularly yet, status options include Prospect, Toured, Applied, Waitlist, and Enrolled.

There is no functional difference between these statuses other than for filtering, so administrators can choose to use whichever statuses are the best fit for their program.

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. These filters can be adjusted on the mobile app through Room Settings, and on the web as needed.

Archive Student Profiles

Administrators can change students' enrollment status to Inactive, Graduated, Removed, or Duplicate to archive them, preserving their data while separating them from active students by default when viewing rooms and student lists. Archiving won't remove contacts or affect their access automatically. It allows administrators to maintain data access and filter their view to active students. We recommend archiving via the web platform for a smoother experience.

  1. Log in on the web

  2. Click to open the My School menu on the sidebar and select Students

  3. Use the available filters to locate the applicable student and click their name to open their profile

  4. In the Enrollment Details tile, locate the "Set Status to "Active" on Enrollment Date" checkbox and ensure this is NOT checked. If it is, click Edit, uncheck it, and Save.

  5. In the School Details tile, click Edit

    1. Update the Status to Inactive

    2. Click Save

  6. If the student has an active billing plan, a window will appear offering the option to delete the billing plan. Use the prompts to select the desired options and Delete plan

    💡 If there is no option to delete a student's active billing plan while updating a student's status, please reference this article on how to delete a student's billing plan manually.

  7. In the Rooms tile, click Edit

    1. Remove all assigned Rooms using the X

    2. Click Save

  8. [Optional] In the Contacts section, click Edit

    1. Remove any needed student contacts

    2. Click Done

Manage Archived Profiles

When archiving students, brightwheel also recommends removing them from any assigned rooms.

Archiving a profile won’t impact whether parents and other added contacts are able to view the profile. If parents remain added to the student’s contact list, they’ll continue to have access to historical messages, activities, attendance data, and billing records even if the profile is archived. If contacts should not have access to this profile, administrators or managers can choose to 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 needed, administrators can restore archived profiles at any time by searching for the student’s name and adjusting their status back to Active.

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