A crucial part of managing any early childhood education program is scheduling — both understanding how many students will be in attendance in any given classroom each day, and ensuring that staff members are scheduled appropriately given student schedules and capacity. The Student and Staff Scheduling feature enables an administrator to enter custom repeatable schedules for each individual student and staff member at the program by room. This helps ensure proper staffing to maintain each room's target ratio.

The schedules page is visible to all staff members on the web and mobile app, but can only be modified by administrators. Toggling between Week and Day will adjust to view accordingly. The Daily view will display each shift record in addition to student-to-staff ratios.

Table of Contents


Viewing Schedules as an Admin

Administrators can add, modify, and view schedules for staff and students on the web.

  1. Log in on the web

  2. Click to expand the My School section on the right-side menu

  3. Select Schedules

  4. Use the date switcher and Room filter at the top of the page to narrow down results

  5. Toggle between the Week and Day view

  6. Use the Print option, as needed

Viewing Scheduled Absences

Student absences, Staff PTO time, and Staff Sick time will be displayed on the Schedules tab for that day or week in a dark grey block.

Keep in mind that absences 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, administrators may also want to delete the single instance of that schedule.


Viewing Schedules as a Staff Member

On the Web

  1. Log in on the web

  2. Click to expand the My School section on the right-side menu

  3. Select Schedules

  4. Use the arrows to look at schedules for different weeks

  5. Use the Rooms dropdown to view the schedule for a specific room you are assigned to

  6. Use the Print button to print the schedule, if desired

On the App

  1. Log in on the app

  2. Tap the ≡ menu in the top left corner

  3. Tap Schedules

  4. Tap the calendar option to change the Year/Month you are looking at

  5. View the 'My schedule', 'Staff', or 'Students' tabs to see your personal schedule, other staff members, and students

  6. Use the All rooms dropdown menu to filter the schedules for a specific room, if wanted

Please Note: Schedules cannot be viewed while using Room Device Mode


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. By default, the Schedule page will display the current week's schedule for all rooms. It may be easier to filter and set schedules by room, simply click on the Room drop down to filter display the student and staff schedules for only that room. 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. A student or teacher can have multiple schedules for different times, on different days, and/or in different rooms.

  1. Log in on the web

  2. Click to expand the My School section on the right-side menu

  3. Select Schedules

  4. Click the + Student Schedule or + Staff Schedule button

  5. Select the individual(s) from the drop-down or click the gray Add button to the right to quickly multi-select

  6. Use the Room drop-down menu to apply schedules to specific rooms, if desired

  7. Use the Repeat every week checkbox to set a multi-day recurring schedule or uncheck it to add just a single day

  8. Set the Date(s), Start/End Times, and Days of the week to repeat the schedule if applicable

  9. Add any relevant Description
    Please Note: Staff will not be able to see any descriptions listed

  10. Click Save


Make Edits to a Schedule

We know that schedules for students and staff can change often! In brightwheel, student and staff schedules can be edited or deleted at any time, for a single day, or for the recurring schedule. Here's how:

  1. Log in on the web

  2. Click to expand the My School section on the right-side menu

  3. Select Schedules

  4. Click on the schedule block for the person and day that needs to be modified

  5. Select Edit or Delete

  6. Choose This single instance or This schedule

  7. If editing, make your desired changes and Save


Scheduling Student Absences

Through the Schedules tab on the web, providers can track expected or planned student absences. This allows administrators to more accurately predict and plan for class sizes and ratios throughout the day. To record an absence for a student:

  1. Log in on the web

  2. Click to expand the My School section on the right-side menu

  3. Select Schedules

  4. Click the purple +Student Schedule button in the top right corner of the page

  5. In the Schedule Type field, select Absence

  6. Select the student or students who are expected to be absent

  7. Select the date when the student(s) are expected to be absent

  8. Enter in the start and end time of the absence

  9. Enter an optional Description, if desired

  10. Click Save

Please Note: 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.


Scheduling Staff Absences

In addition to using the Schedules tab to track Student absences, administrators can also use scheduled absences to track expected Staff absences for PTO or Sick leave.

  1. Log in on the web

  2. Click to expand the My School section on the right-side menu

  3. Select Schedules

  4. Click the purple +Staff Schedule button in the top right corner of the page

  5. In the Schedule Type field, select PTO or Sick

  6. Select the name of the staff member(s) who are expected to be absent

  7. Choose the date when the staff member(s) are expected to be absent

  8. Enter in the start and end time of the absence

  9. Enter an optional Description, if desired

  10. Click Save

Did this answer your question?