Using Shared Files

[For Admins + Managers] Use our "Shared Files" feature to create and share important documentation with your families and staff!

Sabrina avatar
Written by Sabrina
Updated over a week ago

Admins and Managers can easily upload room and/or program files for your student contacts and Staff to view using the Shared Files feature!

This feature enables you to share important information such as handbooks, menus, or event flyers with given Rooms or the whole program. As families join your program and move Rooms, they’ll be able to access this pertinent information automatically through the brightwheel mobile app. No need to worry about making sure the right documents are being shared!


Add and Share Files

  1. Log in to brightwheel on the web

  2. Open the Paperwork tab on the purple sidebar menu

  3. Jump to the Shared Files tab

  4. Click the + Add New button in the top left corner

  5. Either drop a file into the box or select the browse button to add a file from your library

    1. Review the Allowed File Types as needed

    2. 15 MB is the maximum file size that can be added

  6. Add a Name for the document

  7. Select a Document Type using the drop-down menu

  8. Click Add

  9. Select a Share to option or press skip for now

💡 Signatures cannot be collected on Shared Files. If a digital signature is needed, we recommend using a Form.


Manage Shared Files

Admins can share files as they add them, however, there may be times in which it's preferred to share the file later or share with an additional room, or a file may no longer be relevant! Learn how to manage Shared Files below.

Share Files with Additional Rooms/Entire Program

  1. Log in to brightwheel on the web

  2. Open the Paperwork tab on the purple sidebar menu

  3. Jump to the Shared Files tab

  4. Locate the file that needs to be shared and click the Actions dropdown menu on that row

  5. Select Sharing

  6. Use the Share to the dropdown menu to select School or Rooms

    1. If sharing with specific rooms, use the Share with drop down menu to select and deselect the applicable rooms

  7. When finished, click Update sharing

ℹ️ Shared Files are viewable by ALL staff assigned to the room and all parent contacts of any student with an Active enrollment status assigned to the room. If a file needs to be shared with an individual family or staff member, we recommend sending it as a Message Attachment.

Delete Shared Files

  1. Log in to brightwheel on the web

  2. Open the Paperwork tab on the purple sidebar menu

  3. Jump to the Shared Files tab

  4. Locate the file that needs to be shared and click the Actions dropdown menu on that row

  5. Select Delete

  6. Select Yes to confirm the action. Once confirmed, the file will be deleted and inaccessible to parents and staff.


Shared Files Access

When a file has been shared to a room that a Parent contact has access to, they will receive a message with the file attached. Parent contacts will see a Documents tab from their own account to easily access what's shared from the web and the mobile app as seen below!


Staff can view documents shared in any room that they are assigned to from their account on the web. They will have a document tab, similar to the administrators, listing all documents that they have access to.


Frequently Asked Questions (FAQ)

Can I send a Microsoft Word, Excel, or Pages document to families?

Yes! You can send a document to parents through brightwheel as a Shared File but it must be converted to PDF format first. We recommend doing a quick Google search for steps on converting the file type on your specific computer model. There are also free PDF converters available.

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