Managing an early childhood education program involves scheduling students and staff effectively to maintain proper ratios in classrooms. The Student and Staff Scheduling feature allows Admins and Managers to input custom repeatable schedules for each individual, ensuring appropriate staffing based on room capacity and student attendance. This helps maintain the desired student-to-staff ratio in each classroom.
Schedule Visibility
Admins and Managers |
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All other Staff roles |
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View Schedules
Easily view schedules on the web and mobile app.
ℹ️ Important notes
Only students with an Active Enrollment Status will appear on the Schedules tab!
There is not an option to customize sorting students and staff on the schedule. They can only be sorted alphabetically at this time.
On the web
Log in on the web
Click to expand the My School section
Select Schedules
Use the date switcher and Room filter at the top of the page to narrow down the results
💡 By default, the Schedule page will display the current week's schedule for all roomsToggle between the Week and Day view
💡 The Day view will display each shift record in addition to student-to-staff ratiosUse the Print option as needed
On the Mobile App
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View Scheduled Absences & Time off
Student absences and Staff Paid/Unpaid Time off will be displayed on Schedules from the web and mobile app. Student absences will appear as a grey box and Staff Time off appear as a red block.
Providers can add, edit and delete Time off instances for staff in Schedules and from the Time off tab.
Remember that absences or Time off won’t replace previously scheduled blocks for students or staff. If a student or staff is expected to be absent for the entire duration of their typical scheduled block, Admins and Managers may also want to delete the single instance of that schedule.
Add a New Schedule
Setting up a schedule for students and staff is easy and can be done individually or by grouping all students or staff with the same schedule. Providers can also add Time off directly to Schedules and that will appear within the Time off tab, and vise versa.
ℹ️ Students and teachers can have multiple schedules for different times, on different days, and/or in different rooms.
Log in on the web
Click to expand the My School section on the left-side menu
Select Schedules
Click + Student Schedule, + Staff Schedule or + Staff time off
Select the individual(s) from the drop-down or click the gray Add button to the right to quickly multi-select
Use the Room drop-down menu to apply schedules to specific rooms
Use the Repeat every week checkbox to set a multi-day recurring schedule or uncheck it to add just a single day
Set the Date(s), Start/End Times, and Days of the week to repeat the schedule if applicable
Add any relevant Description
💡 Staff will not be able to see any descriptions listedClick Save
💡 Creating a new schedule while viewing a specific room will automatically attribute the schedule to the viewed room, but this can be changed before saving a schedule.
Edit/Delete a Schedule
We know that schedules for students and staff can change often! Providers can easily edit or delete student absences and staff schedules, including Time off. This can be done for a single day or for recurring schedules.
ℹ️ Please note, that there is no way to bulk delete student or staff schedules at this time.
Log in on the web
Click to expand the My School section on the left-side menu
Select Schedules
Click on the schedule or absence block for the person and day that needs to be modified
Select Edit or Delete
Choose This single instance to delete a single event, or This schedule to delete all subsequent schedules in the sequence
If deleting, click Confirm
If editing, update the schedule as needed and click Save
💡 At this time, staff will not receive any sort of notification when a change has been made to their schedule. Consider using sending staff a brightwheel Message to notify staff of any changes in the schedule.
Schedule Student Absences
Through the Schedules tab on the web, providers can track expected or planned student absences. This makes it easier more accurately predict and plan for class sizes and ratios throughout the day.
Log in on the web
Click to expand the My School section on the left-side menu
Select Schedules
Click the purple +Student Schedule button in the top right corner of the page
In the Schedule Type field, select Absence
Select the student or students who are expected to be absent
Select the date when the student(s) are expected to be absent
Enter the start and end time of the absence
Enter an optional Description, if desired
Click Save
ℹ️ Scheduled absences tracked via the Schedules tool won’t prevent parents or staff from checking a student in on the day of a scheduled absence.
Schedule Staff Time off
Staff Time off can be added to Schedules from the Time off page on the web in brightwheel. Admins can then edit or delete the time off directly from Schedules or the Time off page.
💡Visit our Time off Overview for steps on creating Time off events visible on schedules.
Schedule Reporting
ℹ️ Schedule reports only include student schedule data and does not include staff data at this time.
There are two options for pulling data from your student schedules:
Custom Report with schedule data - Customize schedule data alongside student profile information to view total number of scheduled students for selected date ranges, review attendance gaps, schedule event types, and more.
Full-Time Equivalent Report - View daily, weekly, or monthly Full Time Equivalent (FTE) totals for each room to determine how many full time students are scheduled for future dates. The Full Time Equivalent report compares your total scheduled student hours per day to the total maximum full time hours your program is open.