As an added service for new schools, brightwheel will import your existing roster to save time and get you up and running faster. If you are coming to brightwheel from another third-party system, please follow the relevant steps below to export your roster. No re-formatting is necessary, our team will take care of the rest!
The preferred format for your roster is CSV or XLSX. These spreadsheet file types are universally recognized and will prevent potential errors that can occur when converting other file formats into a CSV.
Table of Contents
Procare
Before exporting your ProCare file, please make sure that:
Your student list is up-to-date, and only the currently active students have an enrolled status. Please see below for a list of the ProCare statuses we process and what we upload them as in brightwheel.
Please Note: Brightwheel will only upload students with an active status. Any withdrawn students or those without a status will not be imported to your brightwheel account.
Ensure that the Relationship Type boxes are checked for all of the contacts associated with the active students. It is important for us to know the type of contact because of the various contact permission levels.
Go to ProCare and click on the “Family Data & Accounting” tab.
Click “Reports” and select “Data Viewer”.
Select “Child Relationships”, and on the right side of the screen, select today’s date in the “As of Date” field.
Click “Create” towards the bottom right of the screen to generate the report.
Once the report has been generated, click the down arrow next to the floppy disk on the bottom left and select “Export as CSV”.
Do not edit this export; any changes made to this spreadsheet before sending it to brightwheel may complicate our process of converting the file into a format that our system can process and can result in errors.
The report should look like the image below:
Procare Connect
💡 Review ProCare Connect's specific help center article on this process here!
Login to ProCare connect, and on the left-hand side, go to Reports
Scroll down, under Management, and select students & family
Select Custom (All Fields)
Select all fields, then choose Generate Report
The report will generate on the right side of Procare Connect, and then click to download
The report should look like the image below:
HiMama
Login to HiMama and open the Reports module
Select the Child Profile section
Scroll down to Filter data and select the Center, Classroom, and Status (choose Active) for which you want to export
Select Generate Report, which will prompt the report to download as a .csv file (if you are unable to locate the file, check your Downloads folder)
Please note that you can only export one room of students at a time, so you will need to follow these directions for each room in your center, then submit them all to brightwheel one right after the other.
Each report should look like the image below:
Sandbox
Login to Sandbox and select Admin Reports
Click on Child Roster
Select Export to Excel
EZcare - Old (version 7.2)
Use this document → Page 91 - Exporting Data Using EZ Viewer
Open EZ-Viewer
Click on the Export button
If you haven’t marked any rows to be exported because you’ve chosen your records via a selection, or you want to export all records, a dialog box will appear, asking if you want to export a current record or export all records
The normal response will be All to export all displayed records
The system then prompts you for a filename
When you export from a Child tab view, you must decide if you want one record by family (Horizontal layout) or separate records from each child (Vertical layout) - please select the Vertical Layout (creates an export with separate records for each child)
The report should look like the image below:
EZcare - Post ProCare Buyout (version 22.05.01)
Use these instructions → Child EZ-View
Open EZ-Viewer
Go to the Records tab
Click in the EZViewer Icon, which is a grid with an eye to the right of the Records dropdown
Select the View Name dropdown and click Add New
Name your view with your school name
If you are exporting a roster for a school with multiple locations, please name the view with the specific location name
Change the Topic/Drawer to Child
Add all available fields for Child and Person
Click Save & View Records
Click the checkbox in the top left corner of the results to select all records
Click Export and select the option to export as a .csv file
SmartCare
Login to SmartCare and select Reporting
Select one of the following report types:
Click on Children List (With Custom Fields), then select all fields that apply (please include child first and last name, homeroom, Primary Account Owner and their contact information at a minimum)
Click on Directory (Roster), then select all fields that apply (please include child first and last name, homeroom, Primary Account Owner and their contact information at a minimum)
Refresh the report
Download this report as an XLS file
The Children List report should look like the image below:
The Directory (Roster) report should look like the image below:
Please Note: Sometimes in the SmartCare exports, the column headings may end up misaligned from the column bodies and column content may be merged. In this case, we can still accept the file.
Seesaw
Sign in to Seesaw as an Admin
Click on the Classes tab
Click on the [...] button
Click on Download CSV of Class Rosters
Childcare SAGE
Use this manual and see Page 35 - ‘Contacts report’ + select all fields: Childcare Sage Manual
Jackrabbit
Go to the Students menu
Select Student Reports or the Reports
Select Families/Students from the left menu
Choose Recommended, and then select the Student Detail Report.
You can filter your list of students using any or all of the available Search Criteria and Jackrabbit will compile a report of students who meet ALL of the criteria chosen
Click on Submit
Click the three-dot More icon to export the data to Excel
LifeCubby
Login to LifeCubby and select the Active Parent Roster
Click Manage My Program and run the report as an Excel spreadsheet
Go back and select the Active Student Roster
Click Manage My Program and run the report as an Excel spreadsheet
Please Note: Our team needs both exports to be submitted. If you are not able to provide both, our team will at least need the active parent roster and we recommend allowing parents to edit child information in their brightwheel account.
Blackbaud
💡 Review Blackbaud's specific help center article on this process here!
Login to Blackbaud and select Classes to open a dropdown menu
Select the specific courses from within this dropdown menu, then select the Roster tab
Click Run Roster/Student Reports and select the Course Roster report
Export this report as a CSV, Excel, or Numbers file
From Run Roster/Student Reports, you can also select the Emergency Contacts report
Export this report as a CSV, Excel, or Numbers file
Dubsado
💡 Review Dubsado's specific help center article on this process here!
To export all of the existing clients, head to Utilities >> Address Book
In the upper right, click Export and choose Email Addresses
This will generate a CSV file that contains the following fields for all of your clients:
Client First Name
Client Last Name
Phone Number
Email Address
Street Address Line 1
CuraCubby
💡 Review CuraCubby's specific help center article on this process here!
Open Curacubby and click Simple Reports
Click New Report, and type in the title (such as ‘Roster Export’)
Click Add Section and then click to expand the section
Type in the title, and type ‘all’ in the tag list to include all students
Click any of the checkboxes next to the information you want to include
For a roster export, you will need First Name, Last Name, Birth Date, Parent 1 Name, Parent 1 Mobile, Parent 1 Email, Parent 2 Name, Parent 2 Mobile, Parent 2 Email
You may also include Address, City, State, Zip, Doctor Name, and Doctor Phone if you would like
Click Create Simple Report - use the Eye icon to view the report, and use the ‘+’ to expand a row
Download the report as an XLS file by clicking the Download button at the bottom of the report
QuickBooks
💡 Review QuickBook's specific help center article on this process here (under Export Excel Files > Customer/Vendor/Payroll list and transactions)!
Open the Customer/Vendor/Payroll Center
Select the Excel dropdown
Choose Export Customer list
In the Export window, choose whether to create a new worksheet or update an existing one
Click the Export button (QuickBooks will open MS Excel)
Save the file
The report should look like the image below:
Tadpoles
There is not currently a way to export a student roster from Tadpoles. Reach out to their Support team to determine what assistance they can provide for this request.