Whether you're switching platforms, closing a program, or just want your own backup (smart), here's how to get your information out of Brightwheel cleanly. Do this while your subscription is active — access typically ends when billing does.
Step 1 — Export what the dashboard gives you
From the admin web dashboard (not the mobile app), work through the reporting screens and download CSV/Excel where offered. The usual self-serve set:
- Student roster — children, rooms, parent/guardian contacts, authorized pickups.
- Attendance reports — pick the widest date range available and export by room and by child.
- Billing reports — invoices, payments received, balances per family. Export both summary and detailed/transaction views; your accountant and the CRA care about the detail.
- Staff records — profiles and any tracked hours.
Step 2 — Request what isn't self-serve
Email support (from your owner/admin account) and explicitly request: a complete export of all photos and videos, full historical daily-report data, and any records not available in dashboard reports. Name your program, your role, and a deadline. Vendors handle these requests routinely — but turnaround varies, so start this two to three weeks before you intend to cancel.
Step 3 — The nothing-left-behind checklist
- ☐ Roster + contacts (CSV)
- ☐ Attendance history (CSV, full range)
- ☐ Billing: invoices, payments, balances (CSV) — keep 6 years for CRA
- ☐ Year-end tax statements/receipts issued to families
- ☐ Photos & videos (bulk export via support)
- ☐ Medical/immunization/allergy notes
- ☐ Staff records and hours
- ☐ Any signed digital forms/agreements
Step 4 — Verify, then cancel
Open the files, check date ranges and family counts, store a copy somewhere durable (cloud drive + local). Only then start cancellation — and if the reason you're exporting is a switch, Mitten imports your roster CSV directly: most programs are fully moved in an afternoon, parents join by link with no app-store download, and it's free up to 5 children with published pricing after ($20/mo + $2/child).
Run your daycare on Mitten — free to start
Mitten does everything in this guide — daily reports, photos, messaging, billing, even payroll prep — free for your first 5 children, then just $20/mo + $2 per child.
Start free — no card needed → See the live demoFrequently asked questions
- Can I export everything from Brightwheel myself?
- Reports and rosters generally export as CSV/Excel from the admin web dashboard report screens. Bulk photo/video export and complete historical archives typically require a request to Brightwheel support — ask before you cancel, while your account is active.
- Who owns the data in Brightwheel â me or them?
- Your program’s records are your business records. Vendors’ terms govern the platform copy, but you are entitled to (and responsible for) keeping your own records â export them before any cancellation takes effect.
- What should I export before cancelling Brightwheel?
- At minimum: child & family roster with contacts, attendance history, billing/payment history per family (you need it for taxes and disputes), staff records and hours, immunization/medical notes, and photos/videos. Export receipts and year-end statements families might request later.