If you are going through our Getting Started checklist, you'll also want to get your staff/teachers set up with accounts so they can take various actions, like logging activities! Program Administrators and Managers can add and invite staff to brightwheel.

Your staff can then download the app to their personal device or log in from a school-designated device, depending on what's preferred. Check out some affordable devices we recommend for your program!

Staff members set to the default 'Staff' role will be able to log activities for students in their assigned Rooms and do Check-in. If you'd like to offer your staff some initial training, share this helpful Teacher Training Overview.

Staff can also be given the 'Lead Staff' role to be able to edit student information. And if desired, you can set up your staff as Managers or Admins depending on the level of access they need to perform their duties.

Table of Contents:


Understanding Roles

There are 4 different role options you will see available when adding or updating a staff member's permissions:

  • Staff: default staff role with no ability to edit student information

  • Lead Staff: staff role with access to edit student information

  • Manager: admin role without Billing and Subscription access

  • Admin: admin role with all access (including Billing and Subscription)

Administrators can add and update any staff member to any role, but Managers will only be able to add and update users to be equivalent to their role or below their role access-wise. If you are a Manager and need to add or update a staff member's profile to Admin, please contact an existing administrator at your program to complete this action.

Please Note: While Staff and Lead Staff without Admin privileges will only be able to see Students in their assigned Rooms on the app, they will be able to view all Student Profiles in the school on the web, regardless of assigned Rooms. If you do not want Staff to be able to view all Student Profiles, we recommend leveraging our Room Device feature.


Add Staff on the Web

  1. Navigate to the Staff section on the website

  2. Click the orange + Add Staff button

  3. Input the first and last name

  4. Input an email address if you would like the staff member to log in to brightwheel
    Please Note: Adding an email address will prompt you to send the invite email immediately or skip to wait until later. If you want to leverage Room Device Mode, adding an email will not be needed!

  5. Select the appropriate role
    Please Note: A role is required. If you are a manager, you can only add a new staff member as a Manager, Lead Staff, or Staff. If the staff member should be an admin, connect with an existing admin at the program for assistance.

  6. Click Add new staff when ready

  7. If an email address has been added:

    1. Click Yes, Invite to send an email invitation now or Skip for now to send at a later time

  8. If desired, under the 'Signed Up' column, click View invite to view a preview of the invitation!

  9. Once created, find and click the new staff member's name to designate the assigned rooms


Add Staff on the App

Staff members can be added from the mobile app, but you will only have the option to set up their role as Staff or Lead Staff. If the staff member should be a Manager or Admin, add them on the web by following the steps above!

  1. From the Administrator Home, tap School Profile

  2. Select the Staff tile at the top of the dashboard

  3. Click the ➕ icon in the top right corner

  4. Input the first and last name

  5. Input an email address if you would like the staff member to have their own account
    Please Note: Adding an email address will you prompt you to send the invite email immediately or wait. If you want to leverage Room Device Mode, adding an email will not be needed!

  6. Choose whether to toggle the Edit Student Information permissions setting on
    Please Note: If toggled on, this will create the staff member's role with the role of 'Lead Staff'. If this remains toggled off, the role will default to 'Staff'. If the staff member should be a Manager or Admin, add them from the web instead!

  7. Designate the assigned rooms using the room selector

  8. Tap Save

  9. If an email address has been added:

    1. Click Yes, Invite to send an email invitation now or Skip for now to send at a later time
      Please Note: You can view the Staff List on the web and click View invite to view a preview of the invitation!


Add Staff without Email

As outlined above, you can add a staff member profile without an email address! If you do this, the staff member's role will default to 'Staff,' and they will not be able to log in to brightwheel directly. There will also be a Needs Email status next to their name on the Staff List to alert you of who does and doesn't have an email added to their account.

If you choose not to add staff email addresses because you don't want them to create their own account, we recommend using Room Device Mode!


Tracking Staff Sign-Ups

You can track the status of your staff member's account activation easily on the web.

  1. Navigate to the Staff section on the website

  2. Review the Status column to determine the current activation status
    💡 You may see the following statuses: Not Invited, Invited, Signed Up, or Needs Email

If you've chosen to invite your staff members to set up their own accounts, but they are not yet Activated, you can remind them to sign up!

Send Invite Reminder on the Web

  1. Navigate to the Staff section on the website

  2. Locate the staff member's profile that's showing the status of Invited

  3. Click the Options drop-down menu

  4. Select Remind

  5. Select Yes, Invite

Send Invite Reminder on the App

  1. From the Administrator Home, tap School Profile

  2. Select the Staff tile at the top of the dashboard

  3. Tap on the specific staff member needing to be reminded

  4. Tap the Remind to join brightwheel banner at the bottom of the page


Invite Staff

If you have already added staff accounts but declined to invite them during the creation process, you can invite them at anytime after!

Review our Invite Teachers and Staff to brightwheel resource to learn about how to invite already created staff accounts and what to do if an invite has been sent, but a staff member isn't receiving it.


Manage 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 Info: This section holds all the basic information for the employee - including Name, Email Address, Phone, Date of birth, Allergies, Medication, Doctor's name & number, Emergency contact information, and Notes.

  • Rooms: Manage a staff's room assignments in this area.

  • Permissions: This area allows Administrators and Managers to update a staff member's role.

  • Address: Enter the staff member's mailing or physical address here.

  • Employee Personal Information: Add the staff member's Hire Date and any additional Notes.

  • Certifications: Log any Degrees, Certifications, and educational credits. See more on this here.

  • Personal Development Hours: The perfect place to log any trainings, courses, or any other educational accomplishments that the staff member has attended or earned internally or through a third party. Dive deeper by reviewing this article.

  • Attachments: This feature enables administrators to add attachments directly to an individual profile for download later and report on expiring documents that need to be renewed. See more on this here.


When to Contact Support

  • A staff member has already created an account outside of the school with the email address you're using to try and set up their account

  • If you accidentally delete a staff member's profile and need it restored

Our Support team is happy to assist you; please contact us if you encounter these rare scenarios!

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