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Manage Students via Enrollment Status
Manage Students via Enrollment Status

[For Admins & Managers] Learn how to use student enrollment statuses to uphold student and program data

Sabrina avatar
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!

Learn more about the status uses, how to set/adjust statuses, how to archive student profiles, and more 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.

💡 Setting a student's status from Active to Inactive will not impact a student contact's visibility into their own brightwheel account, payments, payment history, etc.

On the Web

On the App

  1. Log in to your account on the web

  2. Click to expand My School and then select Rooms

  3. Click to open the appropriate room

  4. Check the box next to the student(s) who need to be updated
    💡 If needing to make bulk changes, select all the applicable students!

  5. Click Change Status

  6. Use the drop-down menu to select the new status for the student(s)
    💡 If the intent is to archive the student profile, review the section below and follow those steps to ensure all actions needed are taken.

  7. Click Confirm to complete the changes

  1. Log in to your account on the app

  2. Click School Profile

  3. Click Students at the top of the page

  4. Locate the students name and click it

  5. Click in the Status field to select the updated option from the list

  6. Click Save once finished

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:

  1. Log in to brightwheel on the web

  2. Click to expand My School and click Students

  3. Select the desired student profile

  4. Locate the Enrollment Details tile and click Edit

  5. Select a future Enrollment Date

  6. Check the Set Status to "Active" on Enrollment Date box

  7. 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 displayed on the mobile app. Options include showing only Active students in classrooms or expanding to include students with statuses like Inactive, Duplicate, Prospect, etc. If students are not appearing in classrooms, or inactive students are appearing incorrectly on the mobile app, check to confirm the filters are set correctly.

  1. From the Administrator Home page, tap Rooms

  2. Once in the room, tap Manage in the top right corner, or the settings wheel on Android

  3. Tap the Student Status filter

  4. Tap the enrollment statuses you wish to display in that room

  5. Tap Save

  6. Tap the back button. You'll then see students with the selected statuses appear in the Room.


Archive Students via Enrollment Statuses

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, student enrollment statuses can be used to archive students which will organize and filter out students who no longer attend a program.

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. It allows administrators to maintain data access and filter their view to active students.

🚩 Archiving a student by changing a student's enrollment status to Inactive, Graduated, Removed, or Duplicate will not remove student contacts or affect their access automatically and won’t impact whether parents and other added contacts are able to view the profile. They will continue to see the student's profile under their account, will have the ability to message the school, and be able to accidentally check the student in unless they are removed from the contact section of the student's profile.

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. Before archiving, confirm the "Set Status to 'Active' on Enrollment Date" box in the in the Enrollment Details tile is NOT checked. If it is, click Edit, uncheck it, and Save.

  5. In the School Details tile, click Edit

  6. Update the Status to Inactive, Graduated, Removed, or Duplicate

  7. Click Save

  8. 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.

💡 Tip: If you need to update enrollment statuses for a large number of students, you can do this from a room on the web, or use the roster upload tool.


FAQ

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?

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.

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.

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