Skip to main content

Delete staff members

[For Admins & Managers] Learn how to remove and delete staff at your program.

Written by Audrey

When you remove a staff member, they immediately lose access to all school and student information and are removed from your active roster. Admins can remove staff members with any role. Managers can only remove staff members who hold the role of Manager, Lead Staff, or Staff.

šŸš© Removing a staff member also permanently deletes any direct messages between them and Admins. If you think you may need access to those messages in the future, hold off on deleting until you're sure ā€” admins do have the option to restore a deleted staff member later if needed.

Remove staff members

Before removing a staff member, ensure you are logged into an Admin account as only Admins have the relevant permissions to perform this action.

If the removed staff member was the School Owner, contact brightwheel Support to transfer the ownership to another administrator before attempting to remove their account.

On the web

  1. Navigate to the Staff & Payroll page on the website

  2. Use the search bar, Room filter, or Role filter to narrow down the list and locate the staff member

  3. Once located, click the Actions dropdown menu on that staff member's row

  4. Click Delete

  5. Click Delete [STAFF NAME] to confirm the action

On the mobile app

  1. From the Administrator Home screen, click on Staff

  2. Click the staff member's profile to delete

  3. Scroll to the bottom of the page and click the Delete button

  4. Click Delete again in the pop-up screen to complete the action

Remove multi-site staff

Multi-site Admins can only be removed from the Organization dashboard. To access the dashboard and delete, please take the steps below. Please note, when removing a Multi-site Admin, you must first change their role to Staff before you can delete them.

  1. Log in on the web

  2. At the top of the left sidebar menu, click the current program name

  3. Select Organization - manage all locations

  4. Click Staff in the sidebar menu

  5. Next to the staff member, select Actions > Edit role & locations

  6. First change the employees role to Staff, then hit Remove next to the desired location(s)

  7. Clock Close to save & exit

Restore deleted staff

If a staff member was removed by mistake, or they are returning to your program after time away, admins can reactivate their profile at any time. This is also useful for seasonal or on-call staff who come and go throughout the year.

For step-by-step instructions, see our article Restore deleted staff members.

šŸš© If the staff memberā€™s email address is now in use for a new brightwheel account or they deactivated their account, you will receive an error message when restoring their staff profile. Please add them as a new staff member or contact our Support Team for more assistance.

Export employee records

Once a staff member has been removed from brightwheel, you can still access their past timecard records if needed. They will still appear as an option in the Employee Name filter for the Timecard Report and Time Summary but will be moved to the bottom of the list with (Archived) in front of their name.

For more information, check out our Staff Time Tracking help center resource.

Shared login information

We do not recommend having staff members use shared login information. Room Device Mode is a feature we recently built to avoid having staff members share logins. Ā 

If staff members already share login information, please make sure that all passwords are changed when terminating a staff member. Please also contact the Support team to have a forced logout done on all devices.Ā 

Temp or on-call staff members

In cases where a staff member or teacher is not regularly working, such as a substitute or on-call teacher, administrators/managers can still create staff accounts for these employees.

When this employee is called in, simply update their room assignment to reflect where they are working that day. When they are no longer needed in that room, remove all room assignments for that user. This allows check-in records to be logged for that employee but does not give them access to school records when they are not actively working.

Deactivate staff members

There are times when staff accounts need to be fully deactivated in brightwheel outside of being removed/deleted from a program. For example, if they need to move to a new center or use their email address for a parent account.

In addition, if the error message "User email address is already in use by a different organization" appears when adding a new staff member, deactivation may be necessary. Deactivations can only be initiated by the brightwheel Support Team.

ā„¹ļø If you need to request an account deactivation for yourself or staff member, please contact the brightwheel Support Team.

Did this answer your question?