Module 4: Brightwheel Operations — Daily Workflows

Brightwheel Operations: Daily Workflows

Brightwheel is our operational command center. Every interaction with children and families is documented here. Mastering Brightwheel is not optional — it is a core job requirement.

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Daily Check-In/Check-Out Protocol

• Verify authorized pickup persons before releasing any child

• Require photo ID for any person not previously verified

• Document check-in and check-out times in Brightwheel in real time

• Never release a child to an unauthorized person — call Director immediately if challenged

• Document any late pickup (after 6:00 PM) — late fees apply per enrollment agreement

Daily Activity Logging

For each child in your care, you must log the following in Brightwheel throughout the day:

• Meals and snacks — what was offered and how much was consumed

• Nap/rest times — start and end times

• Diaper changes or bathroom trips (infant/toddler rooms)

• Learning activities and developmental observations

• Any behavioral notes or concerns

• Medication administration (if applicable — requires signed authorization)

Parent Communication Standards

Parents expect and deserve regular communication. Our standard is:

• At least 2 Brightwheel updates per child per day (photos, activities, meals)

• Respond to parent messages within 2 hours during operating hours

• Notify parents of any incident before pickup — never let a parent discover an injury at pickup

• Share a positive moment every day — parents need to know their child thrives here

Incident Documentation

"If it is not documented in Brightwheel, it did not happen. Documentation protects the child, the parent, the staff member, and the center."

All incidents must be documented within 2 hours. Include: what happened, when, where, who was present, what action was taken, and parent notification time.