Brightwheel Check-In/Check-Out QR Code

# Brightwheel Check-In/Check-Out QR Code
 
Brightwheel Check-In/Check-Out QR Code
Purpose
This SOP explains how to:
Enable Brightwheel Quick Scan.
Obtain the Brightwheel-generated QR code.
Display or print the QR code for staff.
Have staff check in and out using the QR code.
Manage the QR code centrally at the program/location level.
Handle common QR and check-in issues.
Important: The QR code used for staff check-in is generated and managed through Brightwheel's Quick Scan feature. It is not a QR code that the center creates independently. 
 
How the Brightwheel QR Code Works
 
Brightwheel's Quick Scan creates a unique QR code for each location/program. The code can be:
Displayed digitally on a kiosk/device.
Printed and posted at the center.
Used by staff to check themselves in and out.
Used by families/approved pickups when Quick Scan is enabled for them.
Staff must scan the QR code from inside the Brightwheel mobile app. The phone's regular camera app cannot be used to complete the staff check-in process.
 
Roles and Responsibilities
Center Administrator/Manager
Responsible for:
Enabling Quick Scan.
Accessing the Brightwheel QR code.
Deciding where the QR code will be displayed.
Printing the QR code when necessary.
Making sure the correct QR code is posted at the location.
Replacing the printed QR code if the Quick Scan settings change.
Assisting staff when check-in problems occur.
Staff
Responsible for:
Using their own Brightwheel account.
Scanning the QR code through the Brightwheel app.
Checking in when they begin work.
Checking out when they finish work.
Checking out before moving rooms when required.
Reporting any check-in/check-out problems to the administrator.
Brightwheel Link: help.mybrightwheel.com/en/articles/1445626-check-in-...
 
## Step 1
 Enable Quick Scan
Administrator/Manager only
Log in to Brightwheel using a web browser.
Go to My School.
Select Settings.
Open the School Info tab.
Locate Check-in Kiosk Settings.
Turn Quick Scan ON.
Save/confirm the setting if prompted.
Brightwheel identifies Quick Scan as the feature that generates the program's QR code.
 
## Step 2
 Obtain the Brightwheel QR Code
Once Quick Scan has been enabled:
Log in to the Brightwheel administrator account.
Go to My School > Settings.
Select the School Info tab.
Locate the Check-In Settings section.
Select Enter Quick Scan Mode.
The Brightwheel-generated QR code will be displayed.
The QR Code Can Be:
Option A – Digital Display
Display the QR code on:
A center tablet
Kiosk device
Computer/browser
Other approved center device
Option B – Printed QR Code
Enter Quick Scan Mode.
Select Print in the upper-right corner.
Print the QR code.
Post it in the designated staff check-in area.
Brightwheel specifically allows providers to print the Quick Scan QR code and post it around the program.
 
## Step 3
 Staff Check-In Procedure
Staff should complete the following steps at the beginning of their shift:
Open the Brightwheel mobile app.
Log in using their own staff account.
Tap the ☰ menu in the upper-left corner.
Tap Check in/out.
Brightwheel will open the QR scanner.
Scan the center's Brightwheel QR code.
Follow the prompts to complete check-in.
Select the appropriate room if prompted.
Complete any required health screen.
Confirm that the check-in was successful.
Brightwheel confirms that staff can use the QR scanner inside the mobile app to scan the program's printed or digital QR code.
 
## Step 4
 Staff Check-Out Procedure
At the end of the shift:
Open the Brightwheel app.
Tap the ☰ menu.
Tap Check in/out.
Use the Brightwheel QR scanner.
Scan the same program QR code.
Follow the prompts to complete check-out.
Confirm that the timecard reflects the check-out.
Staff should repeat the check-in/out process when moving rooms if required by the program's attendance setup.
 
Staff Check-In Requirements 
 
Before troubleshooting, confirm:
Staff member has an active Brightwheel account.
Staff member is logged into the Brightwheel mobile app.
Staff member has access to the appropriate room.
Quick Scan is enabled.
The QR code being scanned belongs to the correct location.
The QR code has not been replaced or refreshed.
Staff is scanning inside Brightwheel, not through the phone's camera.
Staff has completed any required check-in information.
Staff are assigned to rooms by program administrators/managers, which can affect the rooms available to them during attendance activities.
 
## Step 5
 How it works for parents
If Quick Scan is enabled:
Parent arrives at the center.
Parent opens the Brightwheel app and taps Check-in/out, or scans the center's QR code using their phone camera.
They select their child.
They enter their unique 4-digit check-in code.
They complete any required health questions/signature.
They tap Check-in/out.
Brightwheel records the attendance.
The same process is used when the parent picks up the child and needs to check them out.
 
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Use the organization’s approved password manager for all system access. Never place passwords, usernames, PINs, or access codes in this article, task notes, or chat.