Clever Staff Integration - New

All Naviance District Edition clients using Clever can integrate data with Naviance to create staff records. The new Clever Integration for staff supports multiuser functionality. 

If setting up a Clever staff integration for the first time: 

• Confirm that you have a district Naviance account. Contact your account manager if you do not have a district Naviance account, 
• Set up data-sharing permissions in Clever. 

Prepare staff data in Clever

1. Confirm the data in Naviance and Clever is aligned before starting the Clever staff integration process in Naviance.
2. Ensure all staff who need Naviance accounts are loaded in to Clever.
3. Ensure school staff in Clever are assigned the Teacher or Staff user type.
   1. Staff who are teachers should be synced regularly with Clever.
   2. If staff users are assigned both the Teacher and Staff user type, Naviance creates the same user twice with two different roles mapped. 
4. Ensure all district staff in Clever are assigned the District Admins user type. By default, all users added as District Admins to Clever have admin access to Clever.
5. Check Clever settings to confirm that teachers are shared by schools.
6. Check the staff data fields available to Naviance via Clever's API.
7. Verify that staff in Clever have assigned titles, so the Naviance user role and function are set correctly. Enter titles in Clever for staff without them assigned.
8. Create title-to-role mapping by identifying the titles and associated keywords corresponding with each user role in Naviance.
9. Add any staff with the Teacher user type to Sections if they should have access to multiple schools in Naviance. Staff with the Staff user type must be added to sections manually if access to multiple schools is needed.
10. Keep track of staff who will never have an account in Clever to later specify roles for them during the test import to ensure they are not marked as inactive.

Prepare Staff data in Naviance

1. Create a No Schools district zone in Naviance.
2. Compare the employee ID in Naviance for several staff users to verify the format is consistent with
   what is in Clever.
   • If the format is the same as Clever, no other action is needed.
   • If the format is different from Clever, update the employee IDs in Naviance to match those in Clever.

Employee IDs associate students with counselors during the import process in Naviance. If you are updating employee IDs, make sure to update any SchoolSync student imports with the updated employee ID or else they will not be linked during import.

Configure the Clever staff integration

1. From Naviance District Edition, navigate to the gear icon, and then select Setup.

2. From the Naviance District Administration page, choose Clever Data Integration. 
   

3. From the Clever Data Integration page, select Configure. 
4. Follow the three steps to configure the Clever integration: 
   1. Clever Data Integration Setup 
   2. Clever Data Integration Settings 
   3. Manage Email Notifications 

Complete the Clever Data Integration Setup first. To ensure you receive an email notification for your first import, set up email notifications as your next step. Otherwise, complete the steps in order. 

Clever data integration setup

1. From the Configure page, select Clever Data Integration Setup. 

2. Choose Edit Clever Integration Settings, and then enter the Clever ID found in your Clever account. 
   

   

   If you currently have a PowerSchool Data Integration set up in Naviance, you must select Reset Configuration before continuing with the setup to ensure a successful data import. Your existing Naviance data is not deleted, but your automated sync is disabled.
3. Choose Save to launch the integration. 
4. From the Matching Clever School list, select the corresponding Clever School with the Naviance School until all schools are matched. 
5. Select Save. 

Clever data integration settings

1. From the Configure page, select Clever Data Integration Settings.
2. Choose the pencil icon for the corresponding data type.

Match fields

1. On the Match Fields page, review the matches for accuracy. Naviance attempts to match the Clever Field to the corresponding Naviance Field.

2. To change the matching, choose the option from the Matching Clever Field list that matches the Naviance Field. Choose Do Not Import from the Matching Clever Field if you do not want to import a non-required data field.

3. Select Next to navigate to the Define Codes page or select Save and Close to return to the Configuration page. Select Save to ensure your work is saved before navigating away from the page.

Define codes

1. From District User Type on the Define Codes page:

   1. Enter the Clever Title exactly as in Clever.

   2. Select District Admin from the Clever User Type list.

   3. Select an option from the Job Function list.

2. From School User Type on the Define Codes page:
   

   1. Optionally, toggle the auto-map functionality on or off for the Teacher(D) role to pull all teachers from Clever.

   2. Enter the Clever Title exactly as in Clever.

   3. Select Teacher/Staff from the Clever User Type list.

   4. Select an option from the Job Function list. 
      • All staff with the Counselor job function are added to the counselor list by default. 
      • Teachers are added to Teacher (D) role by default and their titles do not need to be mapped.
3. Select Next to navigate to the Sync Settings page or select Save and Close to return to the Configuration page.

Sync settings

1. From Sync Settings:
   
   • Select All Mapped Schools to apply the settings to all mapped schools.
   • Choose Specify Schools to apply the settings to specific schools.
2. From Data Update Frequency, select a frequency from the list.
3. Choose an import rule. Optionally, select Make Naviance records inactive if not in Clever, to exclude any unmapped roles from deactivation
4. Select Next.

Test or start import

The existing Clever staff integration is disabled after completing the staff import process.

Before starting the import, review the Import Summary to ensure you have addressed all steps.

Before starting the import, complete a test import to validate expected results, check for errors, and review duplicate accounts. Run a test import as often as needed before the first import.

1. Select Start Import. The status displays Validation in Progress until the import is ready to begin.
2. Select Done.

3. From the Clever Integration page, select Configure to return to the configuration settings.

Email notifications

Control who receives import status notifications.

1. From the Configure page, select Manage Email Notifications.

2. Select the pencil icon for the data type you want to manage email notifications.

3. Enter the email address of the recipient in the Add Email Recipients field. Use a comma to separate multiple email addresses.

4. Select Save.

5. To edit the email recipients, select the pencil icon for the corresponding Data Type.

Review previous staff imports

Review an import's progress and manage previous imports.

1. From Naviance District Edition, navigate to the gear icon, and then select Setup.

2. From the Naviance District Administration page, choose Clever Data Integration.

3. Select More, and then select View Log to access the import's details.

• • To access a list of potential updates resolved between Naviance and PowerSchool products, select View Staff Updates Log.
  • To avoid creating duplicate records, go to Resolve Alerts, if available, and review the Clever record and the possible matches.

1. 1. 1. Choose the matching record if listed, and then select Match. Otherwise, select Create Record.
      2. To create and match the selected records, select Process All Updates.