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Create Programs & assign students

[For Admins + Managers] Learn to manage students using Programs to better understand enrollment, capacity, and project future resourcing.

Written by Audrey

Programs in brightwheel let you group children by age or schedule, like Infants, Toddlers, Ages 3 to 5, full-time, or after-school. Each program has its own capacity, so you can see at a glance which programs are full and which have open spots. This makes it easier to plan schedules and room assignments.

How Programs help with enrollment

If your school has more than one program, like Infants, Toddlers, and Preschool, you can filter by program to focus on one group at a time. Here’s where it helps.

  • Admission packets tracker: Filter by program to see which families still need to finish their enrollment paperwork.

  • Sharing forms: Filter by program before sending, so a form like a toddler feeding plan only goes to the right families.

  • Program Waitlist report: Run the report to see which children are waitlisted for each program.

Create a new Program

  1. Log in on the web

  2. Select My School > Programs in the sidebar menu

  3. Click + New Program 

  4. Fill in the fields specific to this program and click Add program

Explanation of Program fields

  • Program Name: The public-facing name of the program that would be shown in the profile to admins, and families on forms

  • Description: A public-facing description of the program

  • Max Capacity: The maximum number of students that can be enrolled in this program

  • Min / Max Age: The age range for this program

  • Start / End Date: The dates for which this program runs. The end date is optional as many programs roll over year to year, but is helpful for any specialized programs that schools might have.

  • Rooms: The rooms that are connected to that program

Assign students to a program

Providers can add students to programs from their profile. Much like room assignments, students can be assigned to multiple programs at once. Assigning all students to your programs will help administrators with overall enrollment management and projections. 

  1. Log in on the web

  2. Click My School > Students

  3. Select a student to open their profile

  4. Click Edit next to the Enrollment Details section of the student's profile

  5. Add or remove as many programs as needed and Save

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