1. Seesaw Help Center
  2. School & District Admins
  3. Rostering and Class Creation
  4. Clever Rostering

How to roster with Clever

 audience.png Audience: District Administrators with district subscriptions

District Administrators can set up your district's classes, teacher, and student accounts in bulk with Clever rostering. This is quicker and easier than creating accounts one at a time.

⚠️ We highly recommend creating NEW classes each year and archiving old ones instead of reusing the previous year's classes. Before you create any new classes for the upcoming school year, double-check that you have completed the steps in our End of Year Guide.

Clever Rostering Instructions

Please note, if you are rostering midyear we do not recommend using Clever. Instead, please add existing teachers so their classes will not be interrupted and use CSV imports to create any new classes.

Initial set up in Clever

Before you sync your Clever data with Seesaw for the first time, you will need to set up your Sharing Rules in Clever.

Start this process at least 2 weeks before students and teachers need access to Seesaw.

  1. Add Seesaw in your Clever District Admin account
    1. Tap Applications > Add Application.
    2. Search for Seesaw (Rostering) and follow the prompts to add Seesaw to your list of applications.
  2. Open Data Sharing
    1. Tap ‘Applications’ > ‘My Applications’ > ‘Seesaw’ to access Data Sharing.
    2. We recommend selecting ‘Share by Rules’.
  3. Share Homeroom/Advisory Classes
    1. Make sure you are using ‘Guided Sharing’ and choose either ‘Create new sharing settings specific to Seesaw’ OR ‘Use Seesaw’s suggested data sharing template’.
    2. A ‘section’ in Clever creates a class in Seesaw.
    3. Add homeroom/advisory sections to Seesaw:
    4. Tap ‘Add This Rule’ > ‘Done’ ‘Editing’ > ‘Save Sharing Rules’ > Yes.
    5. Only share homeroom/ advisory classes (or any single class that captures the student roster for a teacher) for grade levels you have purchased. Do not share your entire school or district.
    6. Grade level is not required on a Clever class. If you don’t include a grade level, classes will sync as grade level ‘other’ in Seesaw.
    7. Review FAQs from Clever for more details.
  4. Share Additional Sections
    If you want to share additional classes (like specialist classes) here’s how:
    1. In the Custom share by section rule section, use the drop down menus to select subjects, grades, or schools.
    2. Tap ‘Save rule’ > ‘Done’ ‘Editing’ > ‘Save Sharing Rules’ > ‘Yes’.
  5. Set up Staff Rules 
    If you have a staff file (csv) that you share with Clever, set rules for that as well. All users that get shared from the staff file will get admin access in Seesaw, so it’s important that you set your sharing rules before you sync with Seesaw.You can find detailed instructions from Clever here!

    NOTE: By default, the sync will only add admin and teacher accounts. If you would like for admin or teacher accounts to be removed by the sync, you can turn this setting on under the Rostering section in District Wide Settings. More information on this setting can be found here.
  6. Confirm Sharing Rules
    1. Confirm students, teachers, and sections look correct for each rule.
    2. Seesaw will replicate your Clever data and create a class for every section shared in Clever. Use the pencil icon to edit existing rules if needed
  7. Confirm Numbers
    1. Confirm the total number of students, teachers, and sections matches what your school/district has purchased.
    2. Tap Share with application.
    3. NOTE: Sections = Seesaw classes

Make sure the following is correct: 

  1. The SIS_ID field in Clever matches the student ID in Seesaw - This number cannot change and is important for journals to follow students year to year.
  2. The number of students and organizations should match your Seesaw subscription purchase.
  3. Only the correct classes have been shared
Sync Clever data with Seesaw

Once your data is ready in Clever, you will need to log into Seesaw and perform a Full Clever Sync to create Seesaw classes. 

The first time you sync, it is recommended that Seesaw look over the shared data to catch any potential issues. When you are ready to sync, reach out to Seesaw Support letting them know!

⚠️  Please note, the user counts on the Roster Sync Dashboard show how many users of each type are ready to sync from Clever into Seesaw. You may notice some differences between the user numbers in Clever and Seesaw. This is because users linked to multiple schools may be counted differently in the Clever portal. User counts are first calculated at the School level, and then combined for a total District count.

  1. Log in as an administrator at app.seesaw.me.
  2. From your Seesaw District Dashboard, tap Manage Roster Sync.
  3. From the Roster Sync dashboard, tap the down arrow on Run Partial Sync > Run Full Sync.
  4. If your Nightly Sync is paused, tap Resume nightly sync.

✅ A green Check will appear when a school has synced successfully.

📣 If a school shows 'Not Set Up' but is included in your purchase, please contact your Customer Success Manager.

 

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