Brightwheel understands the importance of communicating with staff effectively. The messaging feature on the web and within the app acts as a centralized communication hub for staff and administrators. This helps to reduce the number of platforms used for communication and enables staff and administrators to easily share updates or coordinate with classroom staff instantly. This feature provides convenient one-on-one communication between administrators and staff, but also group staff messages where administrators can send group messages based on staff room assignments.

It's important to note that removing a staff member will also remove the Staff Messaging history, and the previous thread will be unrecoverable.

Table of Contents


Administrator to Staff Messaging

Messaging between administrators and staff is very similar to messaging with parents. In this case, administrators can message any staff member within brightwheel. Any staff member can message any administrator but are not able to message other staff members within brightwheel. This provides a secure and convenient way of keeping up to date with staff in a single centralized location.

Administrator to Staff Messaging on Mobile

Administrator to Staff Messaging on the Web

  1. Open the brightwheel app to the Administrator Home page

  2. Click the purple Messages tile at the top of the screen

  3. Tap the Speech Bubble in the top right-hand corner

  4. Tap Staff

  5. Tap Individuals

  6. Select the desired staff member(s) and tap Next

  7. Draft the message and tap Send Message

  1. Click to open Messaging from the purple side menu

  2. Click + New Message

  3. Select Staff

  4. Select Individual Staff

  5. Use the dropdown option to navigate between rooms and select the desired staff member (s)

  6. Click Next

  7. Draft the message and click Send Message


Group Staff Messages

Often, administrators need to communicate with all of the staff in a particular classroom. Brightwheel’s messaging functionality empowers administrators to communicate quickly and easily using the group messaging option. Once the thread has been started, any staff member or other administrators can navigate to the conversation to read and reply at any time. Messaging an entire classroom will notify all staff members assigned to that classroom.

Group Staff Messaging on Mobile

Group Staff Messaging on the Web

  1. Open the brightwheel app to the Administrator Home page

  2. Click the purple Messages tile at the top of the screen

  3. Tap the Speech Bubble in the top right-hand corner

  4. Choose the Staff option

  5. Choose the Entire Room option

  6. Select the desired room(s)

  7. Tap Send Message to Room

  8. Draft the message and tap the Send Message

  1. Click to open Messaging from the purple side menu

  2. Click + New Message

  3. Select Staff

  4. Select Entire Rooms

  5. Choose the desired room(s) and click Next

  6. Draft the message and click Send Message


Viewing Staff Messages

Admins and Managers can view staff messages on the web or app. However, it's important to note that specific Admins or Managers will not be able to view individual Admin <> Staff threads unless they are a part of that thread.

Viewing on Mobile

Viewing on the Web

  1. Open the brightwheel app to the Administrator Home page

  2. Click the purple Messages tile at the top of the screen

  3. Jump to the Staff tab

  4. Use the search bar filter to enter a specific Room Name or Staff member and click Apply
    💡To view all messages, don't enter anything here!

  1. Click to open Messaging from the purple side menu

  2. Jump to the Staff tab

  3. Use the search bar filter to enter a specific Room Name or Staff member and click Apply
    💡To view all messages, don't enter anything here!


Staff Messaging & Replies

Staff members without administrator privileges have the ability to respond in group and individual threads. They are also able to start new conversations with other administrators within the brightwheel account. Staff members, however, cannot directly message other non-admin staff members in brightwheel.

Staff Messaging on Mobile

Staff Messaging on the Web

  1. Tap the Messages icon at the bottom of the screen

  2. Tap the Speech Bubble in the top right-hand corner

  3. Select Room Staff or Administrator (or respond directly in an existing thread)

  4. Select the desired room(s) or administrators and tap Next

  5. Draft the message and tap Send Message

  1. Click to open Messaging from the purple side menu

  2. Click + New Message

  3. Select Room Staff or Administrator (or respond directly in an existing thread)

  4. Choose the desired room(s) or administrators and tap Next

  5. Draft the message and click Send Message


Delete Messages as an Admin

Only staff with an Admin role can delete messages. Admins can delete messages they have sent themselves, other admins have sent, or other staff members have sent by doing so on the web.

  1. Navigate to the Messaging page on the web

  2. Jump to the Staff tab

  3. Use the Staff or Room Name filter as needed

  4. Choose the message thread
    Please note: Messages can only be deleted in one thread at a time. If you need to delete a staff-wide announcement, you'll need to delete thread by thread.

  5. Click Edit in the upper left corner of the message window

  6. Click the box next to the message(s) to delete

  7. Click Delete message

  8. In the pop-up window, select Yes, delete to confirm the deletion

Once deleted, the message thread will reload and display "[Admin Name] deleted this message" and that notice will be visible to anyone in the thread.

Please keep in mind that the action of deleting a message(s) is permanent, and the message cannot be recovered. If you use this option, ensure you've selected the correct message(s) to delete.

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