Use brightwheel’s multi-site tool to manage brightwheel accounts and information across multiple schools or locations! Multi-site administrators have full access to all linked locations from a convenient workplace selector on the web or app, to access rosters, reports, staff, billing, and more.

Table of Contents


Set Up a Multi-Site Organization

Multi-site organizations can help administrators organize and manage multiple sites by grouping several brightwheel accounts under one organization. When accounts are grouped together, administrators will be able to quickly and easily toggle between locations without needing to maintain different login credentials for each school. Additionally, administrators can add staff to one or multiple locations as needed, to accommodate staff who may work across two or more sites.

It’s important to note that once locations are grouped together under a single organization, there will be one lump sum brightwheel Premium subscription payment rather than separate subscriptions for each location.

  1. Create a unique brightwheel school account for each location using a unique email address.
    💡 Many programs find it convenient to set up each location using the site director’s email address!

  2. Once each location has been created, reach out to brightwheel Support so we can help link the accounts together under one Organization. Make sure to provide the following information to our Support team:

    1. Each of the email addresses used to set up the accounts for each location

    2. Which administrator accounts should have multi-site access to all locations


Toggle Between Locations

Once your locations have been grouped together under one Organization, multi-site administrators can select which location to view by clicking the Workspace tile at the bottom of the purple dashboard menu. Once clicked, a popup will appear displaying all locations a multi-site admin is added to.

Switch Locations on the Web

  1. Log in to brightwheel on the web as a multi-site administrator

  2. Click on the Workspace tile in the bottom left corner
    Please Note: This option is located above your profile tile and the current location you're logged in to will be displayed on the tile

  3. Select another location to immediately be loaded into it
    Please Note: You can use the search bar or scroll through locations as needed

Switch Locations on the App

  1. Log in to brightwheel on the app as a multi-site administrator

  2. Tap the three horizontal lines in the top left corner

  3. Tap Switch

  4. Select another location to immediately be loaded into it


Multi-Site Dashboard

When toggling between locations on the web, there is an additional option to click the Organization header above the locations to be loaded into the Multi-Site Dashboard.

This dashboard currently displays two widgets: Meals and Attendance. Both widgets show an aggregate view of data across all locations where you are a multi-site admin.

  1. Log in to brightwheel on the web as a multi-site administrator

  2. Click on the Workspace tile in the bottom left corner
    Please Note: This option is located above your profile tile and the current location you're logged in to will be displayed on the tile

  3. In the pop-up, click Organization to loaded into the dashboard

  4. Click View Report (as seen below) to display a detailed and filterable view of the information

This dashboard will continue to be improved to include more valuable reporting information for all locations grouped under one Organization!


Manage Staff Access

Leverage brightwheel’s multi-site tool to manage staff access across multiple locations! Once the multi-site organization has been set up, administrators can configure staff access and permissions independently for each location.

  1. Log in to brightwheel on the web as a multi-site administrator

  2. Click the My Profile tile at the bottom of the purple dashboard menu, and select a location as needed

  3. Navigate to the Staff tab

  4. Follow the steps to add new staff and set their role/access accordingly OR follow the steps to update an existing staff member's role
    Please Note: Multi-site admins are able to add staff members to multiple locations if needed!

  5. Repeat as necessary for each location to add new or update existing staff accounts


Frequently Asked Questions (FAQs)

How can I change the default school I see when logging in as a Multi-Site Administrator?
If you want to change the default school you see when logging in to your account, please reach out to our Support team advising what program you'd like to be your default and we'll be happy to assist!

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