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. Only students with an 'Active' Enrollment Status will appear on the Schedules tab!
Viewing Schedules as an Admin
Administrators can add, modify, and view schedules for staff and students on the web.
Log in on the web
Click to expand the My School section on the right-side menu
Select Schedules
Use the date switcher and Room filter at the top of the page to narrow down the results
Toggle between the Week and Day view
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.
Remember 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 App | On the Web |
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ℹ️ 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.
Log in on the web
Click to expand the My School section on the right-side menu
Select Schedules
Click the + Student Schedule or + Staff Schedule button
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, if desired
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
Please Note: Staff will not be able to see any descriptions listedClick Save
💡 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 and 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.
ℹ️ Students and teachers can have multiple schedules for different times, on different days, and/or in different rooms.
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:
Log in on the web
Click to expand the My School section on the right-side menu
Select Schedules
Click on the schedule block for the person and day that needs to be modified
Select Edit or Delete
Choose This single instance or This schedule
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 of a student:
Log in on the web
Click to expand the My School section on the right-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
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.
Log in on the web
Click to expand the My School section on the right-side menu
Select Schedules
Click the purple +Staff Schedule button in the top right corner of the page
In the Schedule Type field, select PTO or Sick
Select the name of the staff member(s) who are expected to be absent
Choose the date when the staff member(s) are expected to be absent
Enter the start and end time of the absence
Enter an optional Description, if desired
Click Save
Schedule Reporting
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.
ℹ️ Schedule reports only include student schedule data and does not include staff data at this time.