Premium and Free Feature
Available on the Web

Attaching documents to student and staff profiles is a great way to store, track, and manage the important files that you need. 

This feature enables administrators to add attachments directly to an individual profile for download later, share with staff, parents, and family, and report on expiring documents that need to be renewed. 

Please Note: Administrators can add up to 100 files per student and staff member within their school. Each attachment cannot exceed 15MB at this time.

Table of Contents

Student Profile Attachments

Administrators can add documents to the student profile and choose to allow visibility to teachers, parents, and/or family contacts. Here's how:

  1. From the Students or Rooms sections, locate the student you wish to upload a file for and click on their name to open the Student Profile
  2. Choose on the Attachments tab
  3. Click the Upload an Attachment button
  4. Drag and drop the file onto the popup or click the link to open the file picker and choose your attachment
  5. Select the attachment type from the dropdown or type a custom name to add it to the drop down for future uploads 
  6. Complete the prompts and select the user types that should be able to download these files and click Save Attachment


Please Note: Only administrators are able to upload, edit, or delete attachments. Teachers, parents, and family can only download the file if visibility has been granted. This setting can be updated at any time by an admin. The note and expiration date are visible to users which are granted access.

Staff Profile Attachments

Adding attachments to staff profiles is also easy to do by administrators on the web, these files are only accessible by administrators:

  1. Navigate to the Staff section of the web app
  2. Locate the staff you are attaching the file to and click Options > View/Edit 
  3. Click the Upload an Attachment button
  4. Drag and drop the file onto the popup or click the link to open the file picker and choose your attachment
  5. Select the attachment type from the dropdown or type a custom name to add it to the drop down for future uploads 
  6. Complete the prompts and click Save Attachment

Expiring Attachments Report

Premium Feature

When uploading an attachment, the administrator can select an expiration date for when this attachment should be updated or renewed. Brightwheel has created a report so that these expiring documents can be reported on from a single place. 

Let's walk through an example.  Let's say we want to find out which of our staff members have their CPR Certification expiring within the next 3 months.  Also, let's make sure we have the certification on-file for all staff.

  1. From the web app, navigate to the Reports section
  2. Choose the Attachments tab
  3. Click on Staff to switch the report to show staff attachments
  4. Select CPR Certification for the Attachment Type
  5. Change the Expires on or before date to 3 months in the future
  6. Check the box for Show staff missing this attachment so that we also see any staff members without any CPR Certification on-file
  7. Click Apply to view the results.  You can also click Export to download the report as a CSV.

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