Brightwheel

The integration between Brightwheel and My Food Program means you only have to enter data in one system, and it syncs with the other. Enter the data listed below into Brightwheel and sync it with My Food Program:

  • Attendance
  • Meal Counts
Brightwheel Logo
My Food Program Logo

My Food Program continues to be your comprehensive, and customizable software for managing the full CACFP. Click here for our full list of features, settings and reports. 

HOW TO GET STARTED

Gather Account Details and Confirm Settings in My Food Program

  1. Login to your My Food Program account and generate an API Key. This key will grant the same level of access as the user. Visit our Help Center article for step-by-step instructions.
  2. Locate your siteId by following these instructions.
  3. Be sure that the Do Not Allow Meal Counts To Be Imported From Outside Software is not checked in “Attendance & Meal Count Settings”. Please note that only Sponsors can enable this function, so if you participate under a CACFP Sponsor, you will need to contact them.

Connect Your Accounts in Brightwheel

  1. In Brightwheel, go to My School → Settings
  2. Scroll to the My Food Program integrations section
  3. Enter your My Food Program API Key and Site ID, then click Save
Brightwheel Integration Step 2
Brightwheel Integration Step 2

Match Data Between Systems

Link Brightwheel student profiles with My Food Program studentIDs:

  1. Navigate to Reports → Meals & CACFP
  2. Find the report titled My Food Program (Data Sync) 
  3. Click Download MFP StudentIDs

This will generate a CSV file listing all Brightwheel students with their assigned My Food Program Participant IDs.

Brightwheel Integration Step 3

Next, enter My Food Program ParticipantIDs into Brightwheel student profiles:

  1. Open each student’s Brightwheel profile
  2. Locate the My Food Program StudentID field 
  3. Paste in the corresponding ID from your downloaded list 
Brightwheel Integration Step 3
Brightwheel Integration Step 3

Log Attendance and Meals As Usual

Continue recording attendance and meal counts in Brightwheel as you normally do!

Review your data before submission:

At the end of the day: 

  1. Navigate to Reports → My Food Program
  2. Confirm that attendance and meal counts look correct for each student and meal type. Pro tip: Review attendance and meal count data daily to ensure everything’s accurate and ready for your end-of-month claim submission!
Brightwheel Integration Step 4

Send Data to My Food Program

Once everything looks good, click Send to MFP. 

Brightwheel will push all attendance and meal count records for the selected date from Brightwheel to your My Food Program account. 

Fix any errors (if needed):

If any records fail to send, you’ll see a red banner noting that errors have been found, click the See Errors button to see details on errors. If you have any questions about the errors, please reach out to support@myfoodprogram.com.

  1. Fix those records directly in Brightwheel
  2. Return to the My Food Program report
  3. Re-click Send to MFP
Brightwheel Integration Step 5
Brightwheel Integration Step 5

If no errors appear, congratulations — your data has been successfully submitted! You’ll now see the synced records in your My Food Program account.

Brightwheel Integration Step 5

TIPS & NOTES

  • Once data is submitted to My Food Program, any edits made in Brightwheel will not automatically update My Food Program. Updates must be made directly in your My Food Program account. 
  • All claims must still be filed through your food sponsor directly in My Food Program.
  • Make sure every student’s ParticipantID is entered in Brightwheel before sending data.

Have questions about this integration?

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