Submitting a roster via brightwheel's roster upload tool on the web app is the fastest way to add students, their personal information, and any additional student contacts. This can be done in as little as one day!

Table of Contents:

Important Information

We understand that all information may not be on hand when first creating a student profile, that's why we have made our requirements as minimal as possible! The only information required to be on the roster import for each student is:

  • First Name

  • Last Name

  • Homeroom

This is to ensure that actions and activities can be logged immediately after the roster has been imported. But there is so much more to do in brightwheel!

Brightwheel will accept a file in whatever format it is submitted, as long as the minimal information is present and there are at least 10 students. The preferred file format is Excel or CSV.  The only exception is handwritten rosters due to the potential margin of error. 

For the fastest turnaround time and most accurate import, we highly recommend using our template:

  • Excel - Download the excel version of our simple template here

  • Google Sheet - A copy can be made of this Google Sheet, simply click File > Make a Copy, and then add information.

  • CSV - To download a CSV version of our template, click here.

Please read this important information about using our Roster Upload tool:

  1. We do not send invites to student contacts. This can be done from the web after a roster upload is complete. See how here.

  2. Many schools that invite parents do a basic setup using our template and then request that their parents populate their child’s profile with more detailed info (i.e. birthday, allergies, emergency contacts, additional guardians, etc.). Alternatively, an updated roster can be uploaded. Be sure to follow the steps outlined here to ensure that the updating roster is properly imported.

  3. This tool is not available for Free accounts, but Premium customers receive unlimited uploads.

How to Submit A Roster

Once the roster upload file is ready, it's easy to securely send it. We will review the file and import it, typically within 2 business days. It's important to be logged into the school account for which this upload is intended. 

  1. Log in to the school's web app

  2. Click to expand the My School tab and select Students

  3. Click the Submit Roster button

  4. Click Submit your roster to choose the upload file

  5. Once the file is chosen, the following confirmation message will appear:

Exporting from Third-Party Systems

Coming to brightwheel from another platform?  We are happy to help get that roster exported and quickly uploaded with brightwheel using the above instructions. 

Review our Roster Exports from Other Systems resource and find the appropriate steps for the system being moved from!

Simple Roster Fields

  • *first_name - Student's first name.

  • *last_name - Student's last name.

  • *homeroom - This is the student's primary room assignment, there can only be one homeroom assignment per student. 

  • parent_1_first_name

  • parent_1_last_name

  • parent_1_email

  • parent_1_mobile_phone

  • emergency_contact_1_first_name

  • emergency_contact_1_last_name

  • emergency_contact_1_phone

  • emergency_contact_1_relationship

*These fields are required

Advanced Roster Fields

Brightwheel has additional fields that can be completed or left blank as needed per student. Below is our advanced template: 

  • Excel - Download the excel version of our advanced template here

  • Google Sheet - Make a copy of this Google Sheet, simply click File > Make a Copy, and then add desired information.

  • CSV - To download a CSV version of our template, click here.

The following fields can help complete more of the student's profile quickly. These can also be added or updated in bulk at a later time. The fields below are grouped based on where they appear in the student's profile

Student Identification

The following two fields are not viewable on the student profile but are used when exporting and importing roster uploads to update student information and prevent duplicating profiles. If a student is already in brightwheel, do not change or remove these columns.

  • brightwheel_id - Brightwheel assigns a unique ID to every student once they are created at a school. If creating new students, leave this field blank, and use the Roster Export to use these IDs to edit students in bulk. More on bulk editing here.

Personal Information

These fields pertain explicitly to the individual student. Please pay close attention to the descriptions as our import tool requires specific formatting. 

  • first_name - Student's first name.

  • *last_name - Student's last name.

  • birthdate - Student's date of birth, formatted as M/D/YYYY.

  • gender - At this time our system is limited to "male", "female", or "other".

  • race - This field allows for any combination of the following entries - if selecting more than use, separate with a semi-colon:  American Indian or Alaska Native, Black or African American, White, Chinese, Filipino, Asian Indian, Vietnamese, Korean, Japanese, Other Asian, Middle Eastern or North African, Native Hawaiian, Samoan, Chamarro, Other Pacific Islander, Some Other Race

  • ethnicity - Please enter either Hispanic, Latino or Spanish Origin OR Not of Hispanic, Latino or Spanish Origin

  • allergies - Enter all student allergies here. If there is a valid entry, allergy badges will appear on student profiles.

  • notes - Notes are a great way to document special needs or any other useful information about this student or family. This is a free-form field.

  • medications - This is a free form field, enter any medications necessary here. 

  • doctor_name - Doctor's full name.

  • doctor_phone - Doctor's phone number. 

Rooms

Each student should be assigned to one homeroom, they can also be assigned to additional rooms that they may be moved into and out of throughout the day. 

  • *homeroom - This is the student's primary room assignment, there can only be one homeroom assignment per student. 

  • room_1 - Adding additional room assignments to students allows the students to be checked in/out and moved between rooms throughout the day. Simply add a new column to the sheet and use the room_1 header, this will allow as many rooms as needed by changing the 1 to a 2, or 3, 4, 5, etc in different columns

School Details

The school details information will only be visible to staff members. This is where specific information can be input for reporting and tracking.

  • enrollment_status - Enter the student's status as Lead, Toured, Applied, Waitlist, Prospect, Active, Inactive, Graduated, or Removed. We are not able to accept custom entries for this field at this time. 

  • meal_type - Assigning a meal type is a big help for CACFP reporting, choose one of the following entries:  not_specified, free, reduced, paid, or leave the field blank.

  • student_id - Use this field to enter a student ID that the school has used in the past or wants to use in the future, this is a free-form field, so enter whatever is desired, or leave it blank.

Address

Enter the address where the student resides. 

  • street_1 - Student's street address.

  • street_2  - Any other address information such as PO Box, suite, or apartment number.

  • City - City name

  • state - Please use the two-letter abbreviation for the state. 

  • country - Please use the two-letter abbreviation for the country (ie: US).

  • zip - Student's zip code.

Enrollment Details

All the following fields relate to the student's enrollment and family's contact with the school.

  • first_contact_date - When the family first contacted the school (M/D/YYYY).

  • toured_date - When the family toured the school (M/D/YYYY).

  • paperwork_date - When all required paperwork was completed (M/D/YYYY).

  • desired_start_date - The date the family would like the student to start attending (M/D/YYYY).

  • enrollment_date - The date the student actually started attending (M/D/YYYY).

  • graduation_date - The date the student left the school (M/D/YYYY).

  • expected_birth_date - For expecting parents, enter the anticipated birthdate (M/D/YYYY).

  • sibling_attending - If the student has or will have a sibling attending enter TRUE, otherwise enter FALSE

  • enrollment_additional_details - Enter any additional information needed regarding this student's enrollment.

Financial Details

This set of fields allows the ability to input family income and subsidy information for each student. 

  • family_income - Choose one of the following options and enter as seen here: Below 25,000 per year, 25,000 to 50,000 per year, 50,000 to 75,000 per year, 75,000 to 100,000 per year, 100,000 to 125,000 per year, 125,000 and above

  • subsidy - If the student receives a subsidy, enter TRUE, otherwise enter FALSE

  • subsidy_details - Enter any additional information needed regarding this student's subsidy.

Adding Student Contacts
Student contacts are not required when uploading a roster, but this makes a huge difference in student and staff involvement! As many contacts as desired can be added with the headers listed below.  To add more than one, simply change the 1 after the contact title to a 2, or 3, 4, 5, etc. 

When adding this information, please enter the minimum of first and last name per contact. If it is desired that contacts create their own accounts, be sure to include an email address or valid US/Canadian mobile number.  The other two phone number fields are free form, so any additional numbers can be listed there. 

  • parent_1_first_name

  • parent_1_last_name

  • parent_1_email

  • parent_1_mobile_phone

  • parent_1_phone_1

  • parent_1_phone_2

  • family_1_last_name

  • family_1_email

  • family_1_mobile_phone

  • family_1_phone_1

  • family_1_phone_2

  • approved_pickup_1_first_name

  • approved_pickup_1_last_name

  • approved_pickup_1_email

  • approved_pickup_1_mobile_phone

  • approved_pickup_1_phone_1

  • approved_pickup_1_phone_2

  • emergency_contact_1_first_name

  • emergency_contact_1_last_name

  • emergency_contact_1_phone

  • emergency_contact_1_relationship

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