Clever Rostering

This article is for advanced users who are both the System Administrator within Wayfinder and a District Administrator in Clever.

Overview

Clever Rostering provides a quick, easy way for you to update and maintain your teachers, students, and sections in Wayfinder.

You may also auto-roster non-teaching staff (such as system administrators, school principals, and school administrators) via Clever. See "Step 5: Complete Set Up in Wayfinder" below to enable Staff rostering. If you opt to roster your non-teaching staff manually, you may follow these instructions. 

This article contains the following sections: 

1. Wayfinder Rostering vs. SSO
2. Pre-Requisites
3. Step 1: Verify Your Terms and Allowlisting
4. Step 2: Requesting Wayfinder in Clever
5. Step 3: Wait for Confirmation
6. Step 4: Setting Up Sharing Rules
7. Step 5: Complete Set Up in Wayfinder

Wayfinder Rostering vs. SSO

In Clever, you should see both Wayfinder SSO and Wayfinder Rostering as separate apps.  Most districts will want to set up both, but we've kept them separate because some customers prefer one or the other.

For Clever SSO, simply repeat the processes listed in this document for the SSO app.

Pre-Requisites

This section is for advanced users who are both the System Administrator within Wayfinder and a District Administrator in Clever.

There are two optional pieces of information in Clever that are required for Wayfinder.

1. Teacher email (in the Clever teacher file)
2. Section grade (in the Clever section file)

These are required so that we can create accounts and assure licensing and toolkit exposure for the correct grade levels.

Step 1: Verify Your Terms and Allowlisting

Please check to make sure your terms are correct before going forward.  If you're unsure where to find and manage your terms, see Managing Terms.

Also, please ensure these Wayfinder domains are allowlisted.

Step 2: Requesting Wayfinder in Clever

To start setting up your Clever integration, first find the Wayfinder app in the Clever District Administrator Dashboard.  To do so:

1. Log into your Clever Dashboard (note, you must be a Clever District Administrator)
2. Click on "Applications" > "Add Applications" on the left-hand menu
3. Search for "Wayfinder"
4. Select Request App for Rostering

You will then be prompted to authorize the request of the application.

1. If prompted, select "Yes" for whether you have already purchased the application.  Wayfinder is not available as a free trial application.
    
2. Select a preferred Launch Date for the application. The Launch Date is the date the app will become available to all shared district users in their Clever portals.  Please note: The Custom Launch Date you enter is a suggested or preferred date of launch that may later be updated by the application partner (Wayfinder, in this case) if it is not feasible.
    
3. Hit "Request Application"

Step 3: Wait for Confirmation

When you request the Wayfinder application, we'll be notified by Clever. Assuming you are a Wayfinder customer, we'll approve the request within 2 business days.  When we do, two things will happen.

1. Clever settings will become available in Wayfinder (we'll review this below)
2. You'll receive an email from Clever letting you know we accepted your request, and it's time to set up your sharing rules

Step 4: Setting Up Sharing Rules

Once you receive the email from Clever, please proceed to set up your Clever permissions for our application. Click here to open up Clever's instructions on setting up sharing permissions in a new tab.

Please assure the following are shared:

• teachers (for any teacher needing to log into the system)
• schools (for any schools being using Wayfinder)
• sections (for any classes using Wayfinder)
• students (for any students using Wayfinder)
• staff (for any administrators using Wayfinder) (Note: If you will be sharing staff, you will need to set up user mappings in Wayfinder. See Step 5 below.)

Step 5: Complete Set Up in Wayfinder

Now that you've shared your data with Wayfinder, you're able to set up Wayfinder to import that data on a nightly basis.

1. Log into the Wayfinder application (System Administrators only).
2. Choose "Admin" from the left links panel
3. Click on the "Import Settings" tab.
4. Select the "Clever" option under Rostering Type.  (The Clever option is selectable after completing the steps above. Please contact us if it's grayed out, but you believe it shouldn't be.)

Then, select your settings as described below:

Term

Clever roster data will be added to a particular term in Wayfinder.  Here, you can select from either Auto Detect or a specific term.

Auto Detect

Clever gives you the option to add a term to your section data within Clever.  If you have sent this data to Clever along with start and end dates for your terms, selecting the Auto Detect option will attempt to match that data with what Wayfinder has in the Term Manager. Wayfinder attempts to make the match using term name and academic year. 

For instance, if you have a term named "Spring" term in Clever, and that term has a start date of January 8, 2023, it would match to a term in Wayfinder of "Spring" in the academic year "2022-2023". The start and end dates aren't considered and don't need to match exactly.

Specifying a Term

Alternatively, you can choose a specific term. If you specify a term, all incoming data from Clever will be pushed into the specified term in Wayfinder, regardless of the term names and dates in Clever. Specifying a term is useful if you have many Academic Sessions in Clever, but would only like to have one year-long term in Wayfinder. In this scenario, you will need to remember to switch terms when you have new term data available in Clever. To edit your terms in Wayfinder, see this article on Managing Terms.

Sync Time

Next to sync time, you'll be able choose a time between 7pm and 3am local time.  This assures processing is completed overnight when there's the most computing resources available.

Allow % change

This is the percent of changes or deletions allowed. We suggest you leave this at 10% to prevent data from being overridden. 

Allow Custom Classes

This setting will allow staff members to create standalone classes that will not be affected by automated rostering. Please note that custom classes must be managed independently, and will not be updated with each roster sync. See our How to Enable Custom Classes after Auto-Rostering for details. 

Configure Class Names

By default, the class name that appears in Wayfinder is mapped directly from the section name Clever. The Configure Class Names setting allows you to customize how class names appear in Wayfinder. These settings apply to all classes, across all schools. 

You can select the following tags to appear in the primary Class Name or secondary Subtitle Tag:

• Class Name
• Course Name
• Primary Teacher
• Primary Teacher ID
• Period
• Section Number
• Term
• Term I

Follow these steps to adjust how class names appear: 

1. Use the "Class Name" dropdown to select the fields that will make up the class name
2. Use the "Subtitle Tags" dropdown to select optional fields to display as subtitle tags beneath the class name
3. Finally, review the Preview section to see how your selected settings will appear throughout Wayfinder. on class tiles

Role Mappings (for Staff rostering)

These settings will allow you to configure how Clever Staff titles map to Wayfinder user types. In order to auto-roster your non-teaching staff through Clever, you'll need to ensure the following: 

• Users are shared as "Staff"
• Each Staff user has a school association
• Each Staff user has a Title 

Once you've completed the items above, return to the Role Mappings section and click the Expand button. Under each Wayfinder Role type, enter the Clever Titles that will map to that role. For example, if your principals have a "School Principal" title in Clever, enter "School Principal" under the Principal section in Wayfinder. To read more about our Wayfinder Roles, see Account Types Overview.

Testing and Saving Your Connection

Once you've chosen a term and a sync time, you can click on the "Test Connection" button to try out the sync.  You should see a green button with a "Connected" note.  If not, please recheck your sharing permissions in Clever and Step 3 of this help article.  If you still can't connect, please contact us.

Once you're satisfied with your settings, click on the "Save Import Settings" button.

Finally, if your data is ready in Clever, you will probably want to choose "Run Import Now" to see how things go!  Once the import is run, you'll see your results and be able to troubleshoot any problems on the Import Logs page.

Reviewing Import Logs

If you are experiencing any roster issues after rostering through Clever (ie. missing users or classes), you may want to review the Import Logs to track down any problems that might have occurred during the nightly sync. On the System Administration page, click on the "Import Logs" tab to review the most recent imports. 

For more information on troubleshooting and resolving import errors, see our Import Logs and Roster Troubleshooting guide. 

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