When a family started enrollment (or paid) at another child care program that also uses Brightwheel, and then comes to Heritage.
Audience: Heritage staff (billing and enrollment).
Source: brightwheel live chat support (human agent Angela), September 2026. Do not invent steps beyond this guidance.
Key facts
• Student profiles are not shared between different Brightwheel Programs.
• Payments made at original Program stay there. Payment records do not transfer.
• A parent can keep one brightwheel account and connect to multiple Programs at once.
If both centers are under the same Brightwheel organization (Multi-site Admin)
1: Log in on web.
2: Open Organization dashboard.
3: Go to Students.
4: Check box next to student.
5: Choose Transfer Students.
6: Set enrollment status at both locations as needed.
7: Optionally archive original profile for records (transfer doesn’t delete it).
8: Multiple students: export original roster and bulk upload to destination if needed.
If the other center is NOT in our Brightwheel organization
You cannot transfer student profile.
1: Create new student profile at Heritage.
2: Add/invite guardian using exact same email and/or phone already used in brightwheel (so one account connects to both Programs).
3: Options: share child’s 10-digit invite code, or add Guardian with matching email/phone.
4: Have parent confirm contact info in app (menu → Edit Profile) if needed.
5: When adding contact, use +Add a Contact with matching info. Do not use Update on blank contacts to fix account linking.
6: If already connected to another student at our center, use Existing tab to search/add them to new student profile.
Payments
Any payment made to other center stays there. Collect any deposits/fees owed to Heritage on our new student profile separately.
Staff tip
If linking fails, confirm parent’s exact email/phone in their brightwheel profile before re-adding.
