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Brightwheel is the #1 childcare management software in the industry, trusted by millions of educators and families. What many providers don't realize is that several states have partnered with brightwheel to offer completely free access to the premium platform. These partnerships represent an incredible opportunity for childcare programs to access powerful management tools without the typical subscription costs.
The following article will walk you through everything you need to know about how to get brightwheel free, including which states offer these partnerships and how to take advantage of both premium and basic free access options.
What is brightwheel?
Brightwheel is an all-in-one childcare management platform that simplifies daily operations for childcare programs. The software streamlines communication with families, automates billing and payments, manages admissions and paperwork, and supports child development.
Key features include:
- Automated billing and payments with online payment processing
- Real-time messaging between staff, administrators, and families
- Curriculum tools and lesson planning aligned with various educational standards
- Digital check-in and attendance tracking with contactless options
- Photo and video sharing to keep families connected to their child's day
- Administrative reporting and multi-site management capabilities
With a 4.9-star rating and over 99,000 reviews, brightwheel has proven its value by saving programs an average of 20 hours per month on administrative tasks while improving family satisfaction rates.
How to get brightwheel free through state partnerships
Several states have recognized the value of brightwheel and established partnerships to provide free access to all licensed and certified childcare providers.
These partnerships represent a significant investment in supporting the childcare industry by removing financial barriers to essential technology.
Kentucky partnership
Kentucky offers the most comprehensive free brightwheel access through its partnership with the Division of Child Care. All licensed and registered providers in Kentucky can access brightwheel's premium features completely free through December 2026.
The Kentucky partnership includes:
- Full premium brightwheel subscription at no cost
- Access to all advanced features including automated billing
- Digital CCAP attendance collection, replacing printed DCC-94E forms
- Complete customer support and training resources
To qualify for Kentucky's free brightwheel program, providers must hold a valid license or registration in the state. The application process is straightforward and can be completed online through the Kentucky partnership page.
Kansas partnership
The state of Kansas has partnered with ChildCare Aware of Kansas and the Kansas Department for Children and Families to provide free brightwheel access. All licensed providers in Kansas, including preschools, childcare centers, and at-home programs, qualify for this opportunity.
The Kansas program offers:
- Complete brightwheel subscription with no cost to providers
- Full access to premium features and customer support
- Direct payment from the state to brightwheel, eliminating reimbursement hassles
The deadline to register is June 2026. Claim your free brightwheel subscription today on the Kansas partnership page.
Iowa partnership
Iowa's program extends through July 2026 and includes additional benefits beyond free brightwheel access. The Iowa Department of Health and Human Services funds this comprehensive program through the Child Care and Development Fund.
Iowa's enhanced program includes:
- Free brightwheel subscription until July 2026
- Technology grant opportunities for participating programs
- 12 months of financial coaching and support through Child Care Collaborative of Iowa
- Comprehensive business development resources
All licensed childcare centers and in-home providers in Iowa are eligible to participate in this program. Sign up for your free brightwheel childcare software on the Iowa partnership page.
Texas partnership
The state of Texas offers free brightwheel subscriptions through the Texas Family Child Care Network's Shared Services Network. This program specifically targets licensed and registered family child care providers and includes additional technology support.
The Texas program provides:
- Free one-year brightwheel subscriptions for 500 eligible providers
- Additional technology including free tablets for qualified providers and up to three hours of personalized setup and support
Register for the partnership here.
Brightwheel continues to be a cooperative and collaborative partner in achieving contract deliverables, such as the development, testing, and successful implementation of an API to Iowa’s childcare subsidy data system." Ryan Page, MCJ, MPA, Director of Child Care, Iowa Department of Health and Human Services
Understanding brightwheel's free vs premium options
While state partnerships provide access to brightwheel's full premium platform, there is also a limited free version available to all providers nationwide. Understanding the differences helps providers make informed decisions about their needs.
Brightwheel free version
The basic free version of brightwheel includes essential features for small programs:
- Basic messaging capabilities for families including daily activity reports and daily updates (photos only, no video sharing)
- Simple check-in and attendance functionality
- Automated tuition invoicing and online bill payments with competitive processing fees
- Limited reporting and administrative tools
- User limitations: 1 staff member, fewer than 20 students, unlimited family members
Brightwheel Premium features
Premium subscriptions, like those available free through state partnerships, include all features in the free version plus more. Premium features include:
- Photos and videos sharing for comprehensive family communication
- Advanced family messaging with newsletters and SMS alerts
- Waitlist management and prospective family messaging
- Lesson planning and observation tools
- Staff messaging
- Automated tuition invoicing and billing management with discounted processing fees for payments
- Subsidy tracking across multiple agencies
- Expense management
- Check-in and attendance features including contactless options and digital signatures
- Health check and CACFP menu planning
- Advanced reporting and analytics including room ratio tracking
- Live chat and phone support
- Unlimited staff and student accounts
- And more!
Benefits of using brightwheel
Brightwheel transforms childcare operations by addressing the most time-consuming administrative challenges that providers face daily. The platform's comprehensive approach delivers measurable benefits across multiple areas of program management.
Time savings and efficiency
Programs using brightwheel report saving an average of 20 hours per month on administrative tasks. This efficiency comes from:
- Automated billing processes that eliminate manual invoice creation
- Streamlined communication tools that reduce phone calls and emails
- Digital check-in systems that replace paper-based attendance tracking
- Integrated reporting that compiles information automatically
Improved financial management
Financial benefits extend beyond time savings:
- 90% of preschools report more families pay on time with brightwheel
- Automated late fees and payment reminders reduce collection efforts
- Online payment options increase convenience for families
- Detailed financial reporting simplifies tax preparation and budgeting
Enhanced family engagement
Communication improvements directly impact family satisfaction:
- 95% of administrators report brightwheel improves communication with families
- Real-time updates keep families connected to their child's day
- Photo and video sharing creates meaningful connections
- Digital newsletters and announcements reach all families simultaneously
Staff productivity
Staff members benefit from streamlined processes:
- Teachers spend less time on paperwork and more time with children
- Lesson planning tools support educational programming
- Observation tracking helps document child development
- Simplified attendance management reduces disruptions to classroom time
Free Childcare Billing Guide
Download this free guide to streamline your childcare billing processes and save time.
How to get started
The process for how to get brightwheel free varies depending on whether you're applying through a state partnership or using the basic free version.
State partnership applications
For providers in Kentucky, Kansas, Iowa, or Texas:
- Verify eligibility: Ensure you hold the required license or certification in your state
- Visit the state-specific signup page: Each state has a dedicated registration portal
- Complete the application form: Provide basic information about your program and contact details
- Submit required documentation: Some states may require proof of licensing or certification
- Await approval confirmation: Most applications are processed within a few business days
- Complete platform setup: Once approved, you'll receive setup instructions and support
Most state partnerships require:
- Valid childcare license or certification
- Proof of operation and enrollment capacity
- Basic program information including contact details and program type
- Agreement to partnership terms and conditions
General free access
For providers outside partnership states or those wanting to try the basic version:
- Visit brightwheel's website and select the free plan option
- Create your account with basic program information
- Add staff and family accounts within the user limitations
- Begin using core features like messaging and check-in
- Consider upgrading to premium features as your needs grow
Additional resources and support
Brightwheel provides extensive resources to help programs maximize their use of the platform:
- Live webinars covering platform features and early education best practices
- Customer support via chat, phone, and email
- An extensive Help Center with detailed guides and troubleshooting information
- Access to brightwheel Academy, an online learning tool for brightwheel users
Brightwheel: #1 childcare management software
Brightwheel is an easy all-in-one solution that allows childcare providers to spend less time on admin and more time with children. If you’re located in select states, you can take advantage of free opportunities to get started with brightwheel and see the difference it can make for your program.
By saving precious time, improving family communication, and automating key tasks, brightwheel ensures that your program runs efficiently while keeping families engaged.
