Custom Reports
Use brightwheel's unique Custom Reports feature to create your own reports with the data your program needs
Audrey avatar
Written by Audrey
Updated over a week ago

brightwheel's powerful Custom Reports allows administrators to pull data from different areas within your brightwheel account and gives you the flexibility to organize that data in a way that best meets the needs of your program.

From insight into the daily operations of your program to reports required by your licensing agency, Custom Reports allows you to include the information you need, organized in a way that works for you.

Table of Contents

Getting Started

When utilizing Custom Reports, it’s important to know what data needs to be pulled before beginning to build the report (E.g. Total number of activities logged in each room for the year).

As different parameters are selected the data will be added as a new column to the report. Columns can be rearranged at anytime and parameters can be removed.

Within each parameter, a drop down of the different available data will appear from categories such as activities, contacts, home rooms, staff, and student profiles. The report can be refined by filtering for total counts, date ranges, and specific key-words!

Report Parameters

The Report Builder is a flexible tool that can meet a wide variety of reporting needs. There are several parameters that can be applied to help hone down the results that will populate within a custom report.

You can choose from different parameters to pull the data you need:

  • Fields descriptive information stored within brightwheel. Names, labels, categories, and types are all example of Dimensions.

  • Numbers: numerical values calculated form information logged within brightwheel. Student counts and Room counts are examples of Metrics.

  • Date Range: the date range for which results will be populated

  • Filters: apply more granular filters for which results are included in the report (E.g. filtering to only show students with a Status equal to "Active”)

Each parameter has a drop-down menu of different data points that can be selected to add to the report. Multiple dimensions and metrics can be included within a single report.

Pre-Built Reports

Looking for an easy way to get started with brightwheel's Custom Reports? Start with one of our Pre-Built Reports from the Custom Reports tab.

Choose from a Student Roster, an Upcoming Birthdays report, or an Activity Summary. Once you've opened the pre-built report, use it as-is or reconfigure the parameters to customize the report to your needs.

Build Custom Reports

To create your own reports, review the Fields and Numbers options to determine which selections will be relevant for the report you need. As parameters are applied, results will be populated into the report in real time.

  1. Log into brightwheel on the web, and navigate to the Reporting tab

    1. Multi-site Administrators wishing to run multiple location custom reports can click the Workspace tile in the bottom left corner > click Organization > Custom Reports and follow the remaining steps below:

  2. Select Custom Reports

  3. Use the +Add buttons to select, or search for one or multiple Fields and Numbers

  4. Set the desired Date Range and optional time grouping
    Please note: Select w/o grouping if you do not wish to group the data by a specific time measurement and instead show totals

  5. Optionally, apply a Filter to include or exclude certain data points
    💡 To only view data only for active students, filter by "Student - Status", "equals", and type "Active"
    💡 Multi-site Administrators wishing to run multiple location reports can filter by "School - Name," "equals," and type school name to view select locations

  6. Use the grid to the left of each parameter to re-order the columns by dragging and dropping

  7. Click Export to download the report as a CSV file

  8. Optionally, click Save Report to save the selected parameters for later

Once you're finished, or if you need to start over, click the Clear All button underneath the parameter list.

Please note: If you select multiple fields but they don't make sense together an error message may appear indicating you must choose compatible data points. Click X to remove any unrelated data points.

Save Custom Report

After creating a Custom Report, you can save the parameters you selected for later viewing.

To save a report

  1. Log into brightwheel on the web, and navigate to the Reporting tab

  2. Select Custom Reports

  3. Build the report by selecting the desired parameters

  4. Click Save Report

  5. Add a report Name and optional Description

  6. Click Save

    Please Note: Saved reports are only viewable by the admin who created the report. If you'd like to share the report parameters selected with another administrator, the report can be re-created by copy and pasting the URL in the user's brightwheel account.

To view, edit, or delete existing saved reports

  1. Log into brightwheel on the web, and navigate to the Reporting tab

  2. Select Custom Reports

  3. Select Saved Reports tab

  4. From the list of saved reports click on the name of the saved report that you wish to view, edit, or delete

  5. To edit the parameters selected in a saved report and save the changes over the existing saved report, click Save Report > Save option

  6. To save the changes as a new report, click Save Report > Save as option and give the new report a name and optional description.

  7. Optionally, select the trashcan icon next to any report to delete

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