Revised January 12th, 2022

WHAT IS CLEVR

clevr™ is a cloud-based electronic forms and workflow solution that enables educators as well as parents / legal guardians to complete school forms with ease, and facilitate instant communication. clevr is a real-time environment with a robust set of tools to help educators and parents stay informed and connected during the education process.

Highlights

  • Role-Based Dashboards

  • Notifications and Alerts

  • Electronic Signatures

  • Submit Forms Online

PURPOSE-BUILT DASHBOARDS

Dashboards have become a standard business tool over the last decade. To meet this demand, clevr has modernized the Dashboard to be responsive, design focused, and user-friendly driven by the feedback gathered through our Customer Advisory Board.

The modernization of the Dashboard ensures that all clevr users have an intuitive, customizable, and effective solution to display business data that matters most to them.

Highlights:

  • Responsive design framework

  • Mobile friendly

  • Role-based templates

  • Personalize your columns and filters

  • Success metrics and notifications

  • Beautifully designed and engaging

ROLE-BASED VS PERSONAL DASHBOARDS

Every user in clevr is assigned a role that allows access to certain forms, records, and modules within the software. The Dashboard is no different. All permissions associated with your role are maintained in the Dashboard.

As an Administrator, there are two kinds of Dashboards you need to consider:

Role-Based Dashboards are standard templates assigned to your role that helps to promote a shared understanding of what is important, success metrics, and business processes that are common amongst the group. Users can still customize their columns, filters, saved searches, and favourites – but they can not move or add components (i.e. Cards) to the Dashboard. Only System Administrators can change the Cards that come with the standard template. See the Dashboard Cards section for more information.

Personal Dashboards can be created by users with the Dashboard – Customize page right, starting with a blank canvas and then adding as many Cards as they like. The Card menu is still controlled by System Admins. For example, you can grant access to certain Cards while still allowing the user to make their own selections, reposition Cards on the Dashboard, and customize their columns, filters, saved searches, and favourites.

colevr notice that states if you have multiple Dashboards created, the default Dashboard will always be the one assigned to your role.

TRY OUT THE NEW DASHBOARD

clevr Page Rights and Common Usage notice

To help with planning and becoming familiar with the new dashboard feature before it’s deployed, you can try the new dashboard from the legacy homescreens. Note this option is not available to roles that are already configured with the new dashboard.
To trial the new Dashboard, click the Navigate to New Dashboard icon within the top left icon tray.

clevr Dashboard icon

You can return to your legacy homescreen at anytime by clicking Home. You can set the new Dashboard as the landing page within your user account by clicking the Set as Landing Page button.

clevr Dashboard - preview set as landing page

Once the new Dashboard has been set as the landing page within an account, users are not able to change it back to the legacy landing pages.

CONFIGURING DASHBOARD PERMISSIONS FOR ROLES

The Configuration Module is used to configure advanced settings for roles and will be available at a future date.

CREATING A NEW DASHBOARD

clevr creating a new dashboard page rights and common usage statements

If your role has the page rights to create Dashboards, you can create as many as you would like – there is no limit!

To create a new Dashboard, simply click the + icon near the top right corner of the screen. The Create New Dashboard pop-up window will appear. From here, you can give your Dashboard a name (required), add a description (optional), and select whether it’s a template (optional). Templates allow the same Dashboard to be applied to different roles. Click Save and start adding Cards to your new Dashboard!

clevr Role Based Template checkbox

SAVING A ROLE-BASED DASHBOARD AS A TEMPLATE

clevr Page Rights, Common Usage, and Considerations notices

Only System Admins can create Dashboard templates. When creating a new Dashboard, simply click the “This is a role based template” checkbox to save that Dashboard as a template.

clevr checkbox this is a role based template
clevr notice that states you cannot uncheck the This is a role based template checkbox. Once you set a Dashboard as a template, it is always a template. See the Deleting a Role-Based Dashboard Template heading below.

Dashboards saved as templates can be assigned to a role. If assigned, users in that role will automatically have access to the dashboard when they have logged into clevr.

Once you have a Dashboard template created, to assign a Dashboard template to a role, follow these steps:

  • From the blue menu bar, click Configure > clevr Configuration.

clev Configuration drop down
  • Click Roles to expand the list of roles.

  • Select the Role ID number for the role you would like to assign the Dashboard template to. An Edit Role pop-up window appears.

clevr Role ID number
  • Toggle the Landing Page dropdown menu to Dashboard. A Dashboard Template dropdown box appears. Select your desired Dashboard template from the list of options.

clevr Landing Page and Dashboard Template selected dropdowns
  • Click Update to save your settings.

  • If the role is automated, no further action is required as the integration will assign the template to all users when the nightly integration runs. If the role is not automated, or if there is a mix within the role of clevr managed = true and clevr managed = false accounts, you will need to additionally click the Reset Account Settings option within the Edit Role popup.

clevr Reset Account Settings button
  • Within the next popup window, change the value in the Reset Landing Page (Dashboard) to Yes and hit Update. This action will apply the Dashboard template to all accounts with the role assigned to them immediately.

clevr Reset Landing Page (Dashboard) selection yes

EDITING A ROLE-BASED DASHBOARD TEMPLATE

clevr Page Rights Common Usage and Dependencies notices

You can only edit Dashboard templates that you’ve created. You may not edit templates you did not create. In order to edit a Dashboard template, you must be in configuration mode. Simply click the configure button (it looks like a gear) in the top right corner to start editing the template.

clevr Configure button

Please follow the steps below in Customizing the Dashboard to configure your desired Dashboard layout.

DELETING A ROLE-BASED DASHBOARD TEMPLATE

clevr Page Rights Common Usage and Dependencies notices

You can only delete Dashboard templates that you’ve created. You may not delete templates you did not create. To delete a Dashboard template, follow these steps:

  • Toggle to the Dashboard you would like to delete in the Dashboard dropdown box.

clevr Dashboard Sample with menu
  • Click the Configure icon of the gear located in the top right corner.

clevr Config Icon
  • Click the pencil icon to edit the Dashboard title. An Update Dashboard pop-up window will appear.

clevr Pencil Icon
  • Click Delete on the top right corner of the pop-up window.

  • A Delete Dashboard pop-up window will appear, asking if you are sure you want to delete this Dashboard. Click Delete. The Dashboard will automatically be deleted.

DASHBOARD CARDS

A dashboard card is a container to group similar content with actions to manipulate the content. The card header includes a title to identify the type of content being displayed as well as actions to manipulate the data in the card.

Dashboard Cards are created with your clevr data. You choose your Cards from the carousel and then customize the columns, filters, forms, and metrics you want to display. clevr will remember your selections so you don’t have to add the same filters over and over. Your preferences will be saved and will persist even when you log out!

For example: in the Listings Card you can change the form that you’re looking at and clevr will save your selection even if you leave the Dashboard and come back to it, versus always resetting back to the default form. This is a huge improvement over the legacy Homescreens.

All Dashboard Cards were designed with search functionality in mind, making it faster and easier to find the information you need without having to navigate to other modules. Below are the Dashboard Cards currently available.The new Dashboard is constantly evolving to include new features. As new cards are available they will be documented within our release notes and included on the Add New Cards carousel. We go into more detail about each Dashboard Card in the Dashboard Navigation and Customizing Your Cards section below.

CUSTOMIZING THE DASHBOARD

The new Dashboard is very versatile and allows for many customizations to fit your needs. If you have Dashboard permissions you will see two icons in the top-right corner. The + icon allows you to create new Dashboards and the Configure icon, which looks like a gear, is where you can configure your layout.

Once you click on the configure icon, three new icons (seen below) will appear that will allow you to edit the Dashboard title, add Cards, and reposition Cards.

EDITING THE DASHBOARD TITLE

Click the pencil icon to edit your Dashboard title. Only System Admins with the Dashboard – Customize page right who created the specific Dashboard template can change the title for role-based Dashboards, but any Personal Dashboards can be changed by the user at any time.

ADDING CARDS

Click the + icon to open the Card Carousel where you can browse the available Cards, each with a description outlining the functionality of the Card. When you see a Card you would like to add to your Dashboard, click the Add To Dashboard button. The Card Carousel will automatically close and the new Card will appear on your Dashboard.

REMOVING CARDS

You can always remove Cards if you find you don’t use the Card or prefer another Card that suits your needs better. To remove a Card from the Dashboard:

  • Click the Configure Dashboard Layout gear icon on the top right-hand side of the Dashboard menu bar.

  • Click the Modify Component Layout diamond icon on the top right-hand side of the Dashboard menu bar.

  • Click the trash can icon that appears on the card.

  • A Remove Card pop-up window will appear. Click Remove. The pop-up will automatically close and the Card will disappear from your Dashboard.

REPOSITIONING CARDS

You can always reposition Cards if another layout suits your needs better. To reposition a Card from the Dashboard:

  • Click the Configure Dashboard Layout gear icon on the top right-hand side of the Dashboard menu bar.

  • Click the Modify Component Layout diamond icon on the top right-hand side of the Dashboard menu bar.

  • Click on the Cards to reposition them any way you like using drag-drop operation. Cards have a predefined size that is optimal for that type of Card. You can not change the size of the Card, this is hardcoded in the design.

DASHBOARD NAVIGATION AND CUSTOMIZING YOUR CARDS

SELECTING YOUR SCHOOL AND FORM

Each user is assigned a default location (school) and form which will be the default options your Dashboard lands on. The Dashboard differs from the legacy Homescreen and Dashboard in that it has memory – previously users were assigned a default form that they always landed on when logging in. The new Dashboard is capable of remembering which form you were using during your last login and will return you to it.

Users who have access to more than one school can change the location dropdown beside their name found at the top right-hand corner above the navigation menu. The form can be changed via the form dropdown.

LISTINGS CARD

The Listings Card provides a table with persons associated with a form and provides the ability to filter on all columns in the table and add new persons to the form.

LISTINGS CARD – ACCESSING A RECORD

Click on any name within the Listings Card to navigate to that person’s record.

LISTINGS CARD – ADDING A PERSON

Persons (in clevr a person is the subject of a form and can include students, staff, locations, parents, etc) can be added to the currently selected form by clicking the Add button. To add a person to a form on a Listings Card:

  • Click the Add button at the top of the Listings Card.

  • Use the search field to look for the person you would like to add to the form. You can choose to run your search based on any searchable categories such as Last Name, First Name, Number, Status, Grade, or Role. Click the trash icon beside a field to remove that specific filter.

  • Click Apply to run your search. All persons who meet the conditions specified in your search will appear below.

  • Select your desired person by checking the checkbox on the left-hand column.

  • Click Add Selection button to add the selected student to the form the Listings Card is set for.

  • If you have access to the Bulk Data Entry module and the selected form has fields flagged for Bulk Data Entry, then a pop-up window appears asking if you would like to update/enter data through Bulk Data Entry for your selection.

    1. If you click Yes, the Bulk Data Entry Specifics page will appear.

    2. If you click No, you’ll be redirected to the first student’s form.

LISTINGS CARD – REMOVING PERSONS

To remove a person, click the three dots in the top right corner of the Listings Card, then click Remove.

A pop-up window will open. Click the checkbox beside any persons you’d like to remove, then click the Remove Selection button.

LISTINGS CARD – CATEGORY

As you grow your usage of clevr, you may find that your list of forms is getting long, which could take some time scrolling through to find the exact form you’re looking for. That’s why we have this particular Dashboard Card to help you organize and categorize forms by type, department or use case. Categories are created using the Form Management module and these categories are unique to your clevr environment. For example: Clinical Support Services or Parent Forms

Once your forms are categorized, the category names will appear within the Category dropdown. The Category dropdown has default All or Uncategorized options. The Category dropdown will expand all forms listed under the category you’ve selected.

LISTINGS CARD – CUSTOMIZING THE COLUMNS

Within the Listings Card, users can customize which columns appear within the results table. This setting can be configured at the Dashboard template level and further configured by the user.

Simply click the three dots on the top right corner of the Listings Card, select Configure.

Use the toggles to select which fields are visible or hidden. Users will also have the option to restore the default settings or to revert to the last saved dashboard. Click Apply and Save to apply your desired changes.

LISTINGS CARD – SEARCHING AND FILTERING

A filter can be applied for those seeking to narrow down the persons appearing in the Listings Card. The filter works in conjunction with the form selected in the form dropdown. The default search value defaults to Person Status > Active so that you see only the records of persons who are active at that location. For example, this hides students who have left the district / division.

By default, your Dashboard search will look at only the most recently created record. If you would like your search to return results for all records select Records to Include in the filter dropdown then select All Records.

Within the Listings Card search, the + icon can be used to apply additional filters. The trash can icon is used to remove a filter. When you have all your desired filters, click the Apply button. The Listings Card will be updated with the persons that match your parameters.

LISTINGS CARD – SAVING COMMON SEARCHES

If you have a set of filters that you would like to apply frequently, the search can be saved. With your filters applied, click the Save Search button in the top right corner of the Listings filter area.

You will be prompted to enter a name for your search. Users who have the Listings – SaveSearchToRoles page right will be permitted to share the search with specific roles. Users without this page right will only be permitted to save a search for their own account. Name your search and specify which role(s) the search should be shared with, then click the Save Search button. If you wish to apply your search automatically in the Listings Card when the form is chosen,  you can select the Set as Default checkbox.

If a search has been saved, the dashboard will remember this and automatically apply your search filters the next time you log in.

LISTINGS CARD – ACCESSING CUSTOM / SUMMARY REPORTS

Some forms have Custom or Summary reports enabled which are specialized printouts that combine with Advanced Search to give you a snapshot of all records that meet the predefined parameters. If you have form(s) with Custom / Summary Reports enabled, you can access them in the listings card.

Click the three dots in the top right corner to open the menu. Within the menu, you can select your Custom report or you can choose Summary Report which will take you to the legacy Homescreen where you can find the menu items to run the report.

METRICS CARD

The Metrics Card works in conjunction with the location you have selected in your top right location dropdown and the form selected within the form dropdown of this Card. The form selected in the Listings Card has no impact on the Metrics Card.

It can tell you the total number of records, the total number of complete records, and the total number of uncompleted records for the selected form. Completed and uncompleted records will check the required fields on the form to determine the metrics that are displayed on this Card.

Any field from the form can also be flagged to appear within the Metrics card which allows you to run a search with the click of a button.

Click on any item within the Metrics Card to open a new window. This will show you all records that fit your parameter. Click on any name within the pop-up window to be taken to that person’s record.

SAVED SEARCH CARD

The Saved Search Card provides an easy way to access all searches that have been saved in clevr. The option to save a search is only available to users with the Dashboard – SaveSearch page right. Users with this page right can modify searches they create and select any search assigned to their role. The Listings – SaveSearchToRoles page rights grants a role the ability to save a search with other role(s).

By default, your Dashboard search will look at only the most recently created record. If you would like your search to return results for all records select Records to Include in the filter dropdown then select All Records.

SAVED SEARCH – ADDING A NEW SAVED SEARCH

To save a search, you will need to navigate to the Listings Card.

In the example below we have selected the Assessment Report Form and have applied three separate parameters to narrow down out search results:

  1. Person Status = Active

  2. School Year = 2021-2022

  3. Grade = 2, 3, 4, 5

With the parameters applied, you can save this criteria by clicking the Save Search button.

You will be given an option to update your saved search (if one exists for the form specified), or enter a name for a new search.

What you name your search is up to you, but we recommend a name that references what the search is for. Once you click Save Search, your new search will appear within the Saved Search Card.

Users with the Listings – SaveSearchToRoles page rights grants a role the ability to save a search with other role(s).

The Saved Search Card works in conjunction with the location dropdown in the top right corner. Searches will be collapsed by default.

To run a saved search, click the name of the form you’ve saved a search under, then select the appropriate search.

Clicking on the name of your search will cause it to run in real time. A window will open with the names of all records that fit your parameters. Click on the name of any person within the pop-up window to navigate to their record.

SAVED SEARCH – EDITING AN EXISTING SAVED SEARCH

You can edit the name of your saved search as well as which roles have access to it. To edit an existing saved search, you will need to navigate to the Listings Card. Then:

  • Click the Save Search button to open the Save Search pop-up window.

  • Select the saved search that you would like to edit and click the pencil icon.

  • Click the checkbox next to the role(s) you would like to grant access to the saved search or modify the name of the search.

  • Click Save Search to apply your changes and close the pop-up.

SAVED SEARCH – DELETING A SAVED SEARCH

You can manage your saved searches from a menu dropdown on the Listings Card. To delete a saved search:

  • Click the Save Search button.

  • From the dropdown menu that appears, click the pencil icon beside the saved search you would like to delete. The Save Search pop-up window appears.

  • Click Delete on the top right-hand corner of the pop-up window.

  • A pop-up window appears asking if you’re sure you wish to permanently delete this search. Click Delete. The saved search is now deleted.

QUICK LINKS CARD

The Quick Links Card is an accordion style menu of forms by category. It provides a quick way for you to navigate to all forms you have access to. All forms are grouped by category and listed in alphabetical order. Clicking the form name will open all active records in a pop-up window.

QUICK LINKS CARD – SETUP

Form categories can be configured under Configuration > Form Management – Categories.

Click the title of a form to open its Form Category page.

From here, you can edit the title of a form category and add or remove forms to this category.

MY FORMS CARD

The My Forms Card provides an easy way to see forms that are assigned to the user that is logged (sorted by most recent). This is primarily used within implementations that use staff forms. To view your record for a form within the My Forms card, simply click on the form name to open the record.

The Add button allows the user to create a new record for themselves. This process always adds a blank new record and once the record is created, it opens up the record.

In the Add Form window you will be prompted to select a location and form (for the selected location). The Location field lists all active locations for the tenant while the Form field will display the list of forms associated with the role.

Clicking the Add Form button will create a record under your name for the specified form and will navigate you to the newly generated record.

STUDENT RECORD ACCESS CARD

The Student Record Access Card provides a list of records that the user has access to, and allows users to request access to specific students’ records. The list in the Student Record Access Card only displays active records.

Approved access will appear at the top of the card within the Student Record Access portion. Previously submitted requests awaiting approval will appear within the bottom Pending Request portion.

STUDENT RECORD ACCESS CARD – REQUEST ACCESS

The Request Access screen allows a user to request access to either an existing record or to add a new student/registration to clevr. This is primarily used for clevr Tenants that have Parent Access permissions.

Your Content Goes Here

If you are requesting access to a student currently enrolled within the district, select the I’m requesting access to an existing record radio button. If you are registering a new student into the system, select the I’m creating a new registration. Use this option to add a new student. radio button. The Form dropdown displays a list of forms your role has permission to access. Once you’ve entered the appropriate information, click Request Access to submit your request.

If you register a new student, the record will be immediately created and available within the Student Record Access card. You can click on their name to open the record.

If you request access to an existing student’s record, the request must be manually approved by school staff. These requests are reviewed manually and may take some time for approval. Pending requests will be viewable within the Pending Requests bottom portion of the Dashboard Card. Once approved, the record will appear within the top portion of the Dashboard Card.

STUDENT RECORD ACCESS CARD – REMOVE ACCESS

This option allows you to remove a record from their Student Record Access Card list. Click the icon of the three dots in the top right corner of the Student Record Access Card. Within the popup window, check the checkbox beside the name of the student whose record you would like to remove, then click the Remove button.

Once removed, if a record has a status of Active, then the Remove action should set the status in groupings to Archive.

PROFILE SEARCH CARD

The profile search allows a user to search for active persons and will navigate into the clevr Profile for the specified person once a selection has been made.

Within the Profile Search Card, you can narrow down your search using the following parameters:

  • First Name

  • Last Name

  • Identification Number

  • Email Status

  • Role

In the example below we configured our search based on last name and role. After you have specified your search criteria, click apply to see your results.

After you hit apply, the bottom portion of this card will be updated with a list of persons that match your parameters. Click on the name of the person whose profile you would like to view and click their name to be navigated into their clevr Profile.

The clevr Profile allows you to see an overview of the records a person has for each form. Form fields can be flagged to appear within the clevr Profile module which can provide even more information and context. clevr Profile specific information can be found within this help document: https://www.clevrcommunity.ca/clevr-profile

QUICK PROFILE SEARCH CARD

The quick profile search component allows a user to search for a person by using an autocomplete to gain access to their profile.

Within this Card, you have the ability to search for either a Student or a Staff member. Entering in the last or first name of the person will auto-populate a list of profiles that match your search criteria to make it easier to locate that specific person within clevr.

The clevr Profile allows you to see an overview of the records a person has for each form. Form fields can be flagged to appear within the clevr Profile module which can provide even more information and context. clevr Profile specific information can be found within this help document: https://www.clevrcommunity.ca/clevr-profile

TENANT MESSAGES CARD

The Tenant Messages Card displays alerts and messages that have been added to your clevr system. Alerts and messages are used to provide end users with important information and updates that they need to be made aware of.

Information for setting up alerts can be found within this help document: https://www.clevrcommunity.ca/alerts

HAVE QUESTIONS? WE’RE HERE TO HELP

BROWSE ONLINE SUPPORT

clevrcommunity.ca is a convenient place to find information about clevr features, recent updates, webinar recordings, how to submit a support ticket, and more. Check it out:

  • Help Docs

  • FAQ

  • Webinar Recordings

  • Release Notes

  • Announcements

  • Submit a Support Ticket

TALK TO A LIVE AGENT

 

If you prefer, you can also get in touch with us by phone at 613-966-6806. Our knowledgeable staff is technically trained and available to assist you.

 

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