Admins and Managers can add staff profiles to brightwheel. Staff can create a brightwheel account and login if an email address is listed.
Once accounts are created, staff can download the mobile app to their personal device or log in to their account from a school designated device, depending on program preference. Check out some Affordable Devices we Recommend!
💡 Tip: Share our Teacher Training Overview to provide staff with some initial training.
Understand Staff Roles
There are multiple role options you will see available when adding or updating a staff member's permissions. Please review our Teacher/Staff Permissions resource for details.
If your staff member(s) are using brightwheel as a staff member and a parent, review our resource Using brightwheel as a Student Contact and Staff Member for more information on how their accounts should be set up. In order to facilitate different user roles, the user will be required to set up TWO brightwheel accounts.
Add Staff
When adding a staff member, you will have the option to add them with or without an email address. We recommend adding an email if you'd like the staff to login to brightwheel. If you wish to leverage a shared device via Room Device Mode, adding an email is not necessary.
You will also have the option to send a invitation to the staff or you can wait until later to send it.
On the Web
Log in on the web
Click Staff & Payroll page from the sidebar > Add Staff (top right)
Select Add manually
💡You can also select Bulk upload to add multiple staff at once via a uploaded file.Enter the staff's information, then Add new staff when done
💡To preview the staff invitation, click Invite at the top of the Staff List, then choose Preview Invite.
On the App
ℹ️ We recommend adding staff from the web as only Staff or Lead staff can be added from the mobile app. If you need to add a Admin or Manager, please add them on the web.
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Add staff without an account
If you wish for staff to use a shared device, simply add their staff profile without an email address. If you do this, the staff member will not be able to log in to brightwheel directly but they will be assigned a check-in code to check themselves in, and their name will be selectable when logging actions from a shared device set in Room Device Mode.
This is a great option if you do not want staff to have their own accounts and want them to use a shared device locked into Room Device mode.
Note: Staff and Lead Staff can be added without an email address listed on their profile, but Billing only roles, Managers and Admins are required to have an email address listed.
Send a reminder & track Staff signups
If you have already added staff accounts but declined to send an invitation to set up their brightwheel account during the creation process, you can send the initial invitation, or a reminder anytime after as long as the staff member has an email address listed for their account. You can also track the status of your staff member's account registration.
On the Web
From Staff & Payroll > Staff, find the desired staff member (use filters if needed)
Check their Status (Not Invited, Invited, Signed Up, Needs Email)
Click Actions on their row:
Invite to send the initial invite
Remind to resend an invite
To invite multiple, click Invite (top of list) > Invite Unregistered Staff
On the App
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ℹ️ If the staff member is not receiving a resent invitation, we suggest advising them to manually sign up and activate their account by using the same email address you use to create their account.
Fields available on staff profiles
Maintaining accurate employment information for each staff member is critical for any business. To access a staff member's profile, simply click on their name from the Staff list. The following information can be seen and updated within a staff member's profile:
Personal information | Basic employee details (name, email for login, phone for admin records, birthday, address, notes).
Note: Staff members must use an email address to log in to brightwheel. The phone field is reserved solely for administrator records. |
Brightwheel role & status | Staff role, room assignments, view sign-up status, check-in codes, add hire dates and notes. |
Payroll information | Auto-populates Gusto data (name, start date, employment type, onboarding, jobs, dismissal status) if integrated. |
Emergency contact | Record contact name, relationship, and phone number. |
Medical Information | Document allergies, medication, and doctor's details. |
Certifications | Log degrees, certifications, and educational credits |
Track trainings, courses, and other educational accomplishments. | |
Add and download documents; report on expiring documents. |
FAQs
Am I notified when new staff are added?
Am I notified when new staff are added?
When a new Admin profile is added or existing permissions are updated, brightwheel sends an automatic email to all Admins. Managers won't receive updates on new Admins. This notice ensures immediate visibility on Admin additions and updates, aiding in quick identification.
If an unexpected or known administrator role is added, promptly contact brightwheel Support for investigation and assistance.
Can I send an invitation to all my uninvited staff at once?
Can I send an invitation to all my uninvited staff at once?
To bulk invite multiple staff who haven't signed-up, click Invite at the top of the Staff List, then Invite unregistered staff.
Why can't I add a teacher or staff?
Why can't I add a teacher or staff?
If there's an error adding a staff member's email, it might be because they already have a brightwheel account linked to another program or inadvertently created a school before joining yours.
To fix this, advise the staff member to reach out to brightwheel Support and request an account deactivation. After we help them with this, their email address will be free to use and can be added successfully to your program's account.
If you can't add staff because the email belongs to a parent account they must maintain, please review our Using brightwheel as a Student Contact and Staff Member for options on setting up two accounts.