Case Study: a multi-location childcare operator with 8 childcare centers automates Brightwheel data with Relevant Software

Multi-location Childcare Operator With 8 Childcare Centers replaces monthly exports with a daily pipeline in under 2 months with Relevant Software

The customer, a multi-location childcare operator with 8 childcare centers, was struggling with a slow and error-prone manual process. They needed to export critical student, attendance, and billing data monthly from their Brightwheel platform, which had no public API. This manual step blocked their CRM, loyalty rewards, and billing reconciliation workflows, preventing timely decisions and scalability. They engaged Relevant Software to replace this process with an automated data pipeline.

Relevant Software built an automated daily data pipeline that extracts data from Brightwheel into a BigQuery data warehouse and syncs it to the client's GoHighLevel CRM. The solution included a normalization layer, delta detection, and four AI modules for tasks like contact matching and churn scoring. This eliminated over 30 hours of manual export work per month, unblocked the client's Loyalty Marketplace and CRM workflows, and provided them with reliable, up-to-date data for operations.