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Bulk Update Students via Roster Upload Tool
Bulk Update Students via Roster Upload Tool

[All Staff] Update student profile information and contact lists in bulk using our Roster Upload Tool!

Sabrina avatar
Written by Sabrina
Updated over a week ago

Brightwheel's Roster Upload Tool simplifies bulk updating student profile information. Simply export the roster, make desired changes and let brightwheel update the student profiles for you!

Use this feature to update 10+ student profiles at once without editing each one individually. Fields can be updated such as birthdates, room assignments, enrollment status, subsidy status, notes, enrollment date, mailing address, and more.


How to Bulk Update

  1. Make changes to student info following the correct format outlined here.
    💡Any changes made to a field will overwrite the current information with a few exceptions.

  2. Upload the updated roster from the Student tab on the web

  3. Look out for an email from brightwheel notifying when student information is updated. This can take up to two business days, but typically happens same day.

ℹ️ The roster will include all editable fields in one report. Fields not in the roster cannot be bulk updated.


Important Information

When updating a program's roster, there are a few things to be aware of:

  • Brightwheel ID: The brightwheel_id column is how our system knows which records to update, do not edit or remove these cells; this may cause duplicate records if removed 

  • Deleting Information: If information is removed from a given cell, our roster upload will not delete this information from the program. For data integrity, our tool ignores blank cells

  • Student Contacts: Contacts with a activated brightwheel account can only be updated by the student contact themself. The email, or phone number for a student contact cannot be bulk updated as any student contacts included on this roster will either be added as new contacts if they are not in our system or remain unchanged if they are already associated with that student. 

  • Room Assignments: The bulk upload tool can assign students to new rooms but can't remove children from rooms.

    • Changing the Homeroom assignment on a roster will update the main homeroom assignment, but will not remove them from their previous homeroom - their previous homeroom assignment will be added to 'Other Rooms'.

    • Changing any additional room assignments listed under room_1, room_2, etc. on the roster will add the student to those additional rooms, but not remove them from any of their previously assigned rooms.

    • To completely remove, or switch a student's homeroom to another, follow the steps to bulk update student homeroom assignments, or add/remove rooms in individual student profiles.

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