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Prepare for a New School or Calendar Year
Prepare for a New School or Calendar Year

[For Admins] Follow these best practices to manage your brightwheel account in preparation for a new year!

Claire Lee Lyall avatar
Written by Claire Lee Lyall
Updated over a week ago

As families and staff transition to new rooms and programs at the start of the year, Administrators or Managers will want to take a few actions in brightwheel to keep information up-to-date and to prevent any errors in messaging or tuition billing.

Student and contact management

๐ŸŽ“ When a child graduates or leaves your program

  • Change their enrollment status. Update the child's enrollment status to ensure they are hidden from default views of your student and room lists. You will continue to have access to all student information, regardless of enrollment status.

  • Remove their room assignments. Remove Rooms assigned to the child's profile so your room lists are always accurate. This will also prevent any accidental check-ins.

  • End bill plans. Make sure billing plans are scheduled to end when a child leaves. You can also temporarily pause billing plans.

  • Issue a credit or refund for their deposit. If the family paid a deposit, you can issue a credit or refund in brightwheel.

๐Ÿ‘‹ When new families join your program

  • Add student profiles individually or in bulk. Start tracking student records for families and communicate with them in brightwheel as early as the first time you get in touch with them. Enrollment statuses such as Prospect, Waitlist, Toured and Applied will enable you to send prospective families messages and forms without having their children in default views of your roster.

    • If the family member already has a brightwheel account from a different program, follow these steps to connect their existing account to your program.

  • Create new bill plans with a template. Save time and create templates with the same charges and payment schedule.

๐Ÿ”€ When children transition to new Rooms

Staff management

The beginning of a new school year or seasonal program is an excellent opportunity for administrators to review staff records. This may include:

End-of-year cleanup

๐Ÿšช Clean up Rooms

Some programs choose to keep the same or similar rooms from year-to-year, while some programs opt to create new rooms or rename rooms for each seasonal or school year transition.

Administrators and managers have full control over room management, including creating rooms, editing or renaming rooms, and deleting rooms.

๐Ÿ“ Clean up Forms

Close or delete any forms you donโ€™t want parents accessing anymore. If you close the form, you can re-open these forms at any time if you need to access the information. Delete forms you don't plan to use again.

๐Ÿ’ฒ Clean up Charges in billing

The end of the year is a great time to review your Charge Library. If rates have changed or if your program will be offering different services, it is recommended to make sure those adjustments are reflected in the Charge Library before new billing plans are created.

๐ŸŒด Summer programs or closures


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